CC SR 20260407 D - Award PSA for Cal OES FEMA Grant Admin Services
CITY COUNCIL MEETING DATE: 04/07/2026
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consider awarding a Professional Services Agreement to Witt O’Brien’s, LLC for on-call
grant management and administration services.
RECOMMENDED COUNCIL ACTION:
(1) Award a Professional Services Agreement (PSA) to Witt O’Brien’s, LLC (Witt
O’Brien’s) for on-call California Governor’s Office of Emergency Services (Cal
OES) and Federal Emergency Management Agency (FEMA) grant management
and administration services for Fiscal Year (FY) 2025-26 through 2028-29 as
follows:
a. In a not-to-exceed amount of $250,000 per fiscal year (FY) starting with FY
2025-26 plus cumulative annual consumer price index (CPI) increases for
FY 2026-27 through 2028-29 not to exceed 3% per FY;
b. A 15% annual contingency after application of each CPI increase;
c. An optional three-year extension through FY 2031-32; and,
(2) Authorize the Mayor and City Clerk to execute the PSA, in a form approved by the
City Attorney.
FISCAL IMPACT: There is no immediate fiscal impact to establish an on-call PSA, as
an on-call PSA does not obligate the City to issue any task orders
or expend any funds. Should the City issue any task orders, the
costs will be defined in the individual task orders and funded by the
specific City Council approved capital project budget or operating
budget associated with a specific grant, when needed. VR
Amount Budgeted: N/A
Additional Appropriation: N/A
Account Number(s): Varies
ORIGINATED BY: Russ Bryden, Principal Engineer
REVIEWED BY: Ramzi Awwad, Public Works Director
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. PSA with Witt O’Brien’s (page A-1)
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B. Proposal from Witt O’Brien’s (page B-1)
C. Request for Qualifications for Cal OES/FEMA grant management and
administration services (page C-1)
BACKGROUND:
In recent years, the City has applied for multiple regional, state, and federal grants to
offset costs related to mitigating and repairing damage associated with the Portuguese
Bend Landslide. These grant programs include complex, time -intensive compliance,
reporting, and regulatory requirements. Failure to adhere to these requirements
jeopardizes the grant funding.
As a department in a contract city, the Public Works Department has limited capacity in -
house to perform all grant management and grant administration functions, particularly
during workload surges and times of staff vacancies. Therefore, the City relies on
consulting companies to provide those professional services when needed. This is
consistent with Public Works’ historic practice of using consultant services to support
various planning, operations, maintenance, and capital improvement activities.
Establishing an on-call PSA for grant management and administration services reduces
staff time spent soliciting proposals, reviewing qualifications, evaluating proposals,
negotiating fees and contract terms, and awarding contracts for each individual grant
support assignment after the $25,000 per-company per-year limit is reached. This allows
Staff to instead use its limited time to focus on project delivery by significantly reducing
repeated solicitations of proposals for similar work.
An on-call PSA does not obligate the City at any time to request any work from the
selected consultant or to expend any funds. This on-call PSA cannot be used unless the
City Council first approves and appropriates a project budget or operating budget. This
on-call PSA is only a mechanism for Staff to procure work once the Council has approved
funding. The on-call PSA can be used for a variety of grant management and
administrative services, including for future grants.
DISCUSSION:
To ensure the City remains in compliance with the terms of its grants, the City seeks to
retain a qualified firm to provide comprehensive Cal OES and FEMA compliant grant
administration, fiscal oversight, compliance monitoring, and documentation services for
the implementation of state and federal grants related to the Landslide Complex.
On October 14, 2025, Staff advertised a Request for Qualifications (RFQ) for Cal
OES/FEMA grant management and administration services to support these grants
activities. The RFQ was posted online via PlanetBids, and Staff also notified companies
known to perform these types of services. The scope of services generally includes the
following, and is more thoroughly described in the attached RFQ (Attachment C):
• Procurement Compliance - Assisting the City in preparing RFPs, bid documents,
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special provisions, and contracts that meet all Cal OES/FEMA procurement
requirements.
• Grant Administration - Ensuring full compliance with all terms and conditions of Cal
OES/FEMA awarded grants, maintaining complete and accurate files, and
providing grant administration support to City staff and officials in execution and
oversight of the grants.
• Grant Management and Coordination - Communicating and meeting with City
staff to review project status, schedules, and milestones, and resolving issues
that may arise in support of grant administration.
• Budget, Schedule, and Reimbursement Oversight - Preparing, submitting, and
tracking reimbursement requests to Cal OES/FEMA as required by grant
agreements, ensuring all documentation meets federal and State standards.
• Reporting and Audit Support - Preparing all required grant reports as required by
Cal OES/FEMA and then drafting and submitting reports in Cal OES/FEMA
prescribed formats.
• Agency Coordination - Supporting the City in coordinating with Cal OES, FEMA,
and other grant agencies.
The City received proposals from seven firms by the deadline of November 14, 2025.
Proposals were submitted by the following firms: California Consulting, Disaster Recovery
Experts, Witt O'Brien's, Advocates for Human Potential - Duty First Capital, Avant Garde,
A Boutique PR Agency, and Blais & Associates. An evaluation panel of four City staff
independently reviewed the qualifying proposals, which met all RFQ qualifications. The
proposals were scored based on the four evaluation criteria listed in the RFQ: Staff
Qualifications and Experience (30%), Organization and Staffing (30%), Approach to
Scope of Services (30%), and Quality Control (10%).
The evaluation panel concluded that the top ranked firm , Witt O’Brien’s, scored distinctly
higher than the remaining proposals, and therefore interviews were not conducted.
Staff then began negotiations with Witt O’Brien’s, for a fee proposal and refined scope
(Attachment B). Staff determined that the proposed hourly billing rates were fair and
reasonable by comparing them with rates from other contracts for similar services
including: (1) the City’s recently awarded PSA with Black & Veatch for Project and Grant
Management services related to the Greater Portuguese Bend Landslide Complex
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Voluntary Property Buyout Program, and (2) the City of Malibu’s January 2026 contract
with DCMC LLC for FEMA and Cal OES Assistance services. In both cases, Witt O’Brien’s
rates were consistent with the other firms’ rates.
Attached for City Council consideration is the on-call PSA with Witt O’Brien’s (Attachment
A). The scope of work establishes billing rates for each position authorized to support the
contract activities.
This PSA is for on-call grant management and administration services for the remainder
of this fiscal year plus three fiscal years, with an optional three-fiscal year extension
through FY 2030-31 at a not-to-exceed amount of $250,000 per FY plus cumulative
annual CPI increases for FY 2026-27 through 2028-29 not to exceed 3% per FY. This
PSA does not preclude City Staff from issuing separate solicitations whenever needed to
best meet the City’s needs for specific projects.
Task Order Procedure
As Staff identifies the need for grant management and administration services, Staff will
issue a request with a description of the work to be performed and a schedule for
completion based on a City Council-approved project or operating budget appropriatio n
to the vendor, Witt O’Brien’s. At no time is the City obligated to issue any requests through
this on-call PSA. Witt O’Brien’s shall prepare a task proposal documenting the scope of
work, fee to perform the work (based on previously agreed-upon rates), and schedule for
completion. The Contract Officer shall approve, modify, or reject the proposal, and issue
a Notice to Proceed when a written agreement has been reached on the task proposal.
The task shall be performed at a cost not exceeding the task budget.
Anticipated Task Orders
Although this PSA is for on-call services, at this time, there two known projects for which
these services are needed:
1. Building Resilient Infrastructure and Communities (BRIC) Portuguese Bend
Landslide Remediation Project Grant:
The City applied for and was awarded a $2.1 million grant through FEMA’s BRIC
program for final engineering (Phase 1) of the Portuguese Bend Landslide
Remediation Project. Design is underway and is 60% complete. Comprehensive
grant management and administration services are needed to provide compliant
grant administration, fiscal oversight, compliance monitoring, and documentation
services in order to ensure the City remains in compliance with the terms of its
grant. The cost of the proposed task order for grant management and
administration services is 100% reimbursable through the BRIC Phase 1 grant
award and does not count against the $2.1 million grant award.
2. Deep Dewatering Wells 1-6 Permanent Power Project – The City applied for and
was awarded a $1.9 million grant through FEMA’s Legislative Pre-Disaster
Mitigation (LPDM) grant program for the design and construction of infrastructure
to connect several of the City’s deep dewatering wells to the electrical grid. The
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project is currently at the start of the design phase. Comprehensive grant
management and administration services are needed to provide compliant grant
administration, fiscal oversight, compliance monitoring, and documentation
services in order to ensure the City remains in compliance with the terms of its
grant. The cost of the proposed task order for grant management and
administration services is eligible for reimbursement through the LDPM
grant program and will be included in the final grant agreement, subject to FEMA
approval.
CONCLUSION:
To obtain needed on-call grant management and administration services in the most
efficient manner, Staff recommend the City Council award a PSA (Attachment A) to Witt
O’Brien’s. Annual budget authorizations for future years are subject to City Council
approval.
ALTERNATIVES:
In addition to Staff recommendations, the following alternative actions are available for
the City Council’s consideration:
1. Do not award an on-call PSA to Witt O’Brien’s and direct Staff to enter into
negotiations with the next highest ranked firm.
2. Reject all proposals and re-solicit the services.
3. Direct Staff not to hire a consultant for on -call grant management and
administration services.
4. Take other action, as deemed appropriate.
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01203.0001/835260.1 1
PROFESSIONAL SERVICES AGREEMENT
By and Between
CITY OF RANCHO PALOS VERDES
and
for
CalOES and FEMA Grant Management, Administration, and Related Services
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THIS AGREEMENT FOR PROFESSIONAL SERVICES (Agreement ) is made and
entered into on April 7, 2026 by and between the CITY OF RANCHO PALOS VERDES, a
California municipal corporation (City ) and , a Delaware limited
liability company (Consultant ). City and Consultant may be referred to, individually or
collectively, as Party or Parties.
This agreement is for management, administration, and related services for California
Agency (FEMA) grants.
RECITALS
A. City has sought, by issuance of a Request for Proposals, the performance of the
services defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal for the performance of the services
defined and described particularly in Article 1 of this Agreement, was selected by the City to
perform those services.
C. Pursuant to the City of Rancho Palos Verdes Municipal Code, City has authority to
enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of those
services defined and described particularly in Article 1 of this Agreement and desire that the terms
of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the
Parties and contained herein and other consideration, the value and adequacy of which are hereby
acknowledged, the parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall provide
those services specified in the Scope of Services , as stated in the Proposal, attached hereto as
Exhibit A and incorporated herein by this reference, which may be referred to herein as the
services or work hereunder. As a material inducement to the City entering into this Agreement,
Consultant represents and warrants that it has the qualifications, experience, and facilities
necessary to properly perform the services required under this Agreement in a thorough,
competent, and professional manner, and is experienced in performing the work and services
contemplated herein. Consultant shall at all times faithfully, competently and to the best of its
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ability, experience and talent, perform all services described herein. Consultant covenants that it
shall follow the highest professional standards in performing the work and services required
hereunder and that all materials will be both of good quality as well as fit for the purpose intended.
For purposes of this Agreement, the phrase highest professional standards shall mean those
standards of practice recognized by one or more first-class firms performing similar work under
similar circumstances.
1.2 Consultant s Proposal.
The Scope of Service shall include the Consultant s Proposal which shall be incorporated
herein by this reference as though fully set forth herein. In the event of any inconsistency between
the terms of such Proposal and this Agreement, the terms of this Agreement shall govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder in
accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any
Federal, State or local governmental entity having jurisdiction in effect at the time service is
rendered.
1.4 California Labor Law.
are defined in California Labor Code section 1720 et seq. and California Code of Regulations,
Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Consultant shall
pay prevailing wages for such work and comply with the requirements in California Labor Code
section 1770 et seq. and 1810 et seq., and all other applicable laws, including the following
requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be
that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1
(commencing with Section 1720) of the California Labor Code relating to public works contracts
implementing such statutes. The work performed under this Agreement is subject to compliance
monitoring and enforcement by the DIR. Consultant shall post job site notices, as prescribed by
regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent
required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the
prevailing rate of per diem wages are on file at City Hall and will be made available to any
interested party on request. By initiating any work under this Agreement, Consultant
acknowledges receipt of a copy of the DIR determination of the prevailing rate of per diem wages,
and Consultant shall post a copy of the same at each job site where work is performed under this
Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with
and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment
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of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The
Consultant shall, as a penalty to the City, forfeit $200 (two hundred dollars) for each calendar day,
or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for
the work or craft in which the worker is employed for any public work done pursuant to this
Agreement by Consultant or by any subcontractor.
(d) Payroll Records. Consultant shall comply with and be bound by the
provisions of Labor Code Section 1776, which requires Consultant and each subconsultant to: keep
accurate payroll records and verify such records in writing under penalty of perjury, as specified
in Section 1776; certify and make such payroll records available for inspection as provided by
Section 1776; and inform the City of the location of the records.
(e) Apprentices. Consultant shall comply with and be bound by the provisions
of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8,
Section 200 et seq. concerning the employment of apprentices on public works projects. Consultant
shall be responsible for compliance with these aforementioned Sections for all apprenticeable
occupations. Prior to commencing work under this Agreement, Consultant shall provide City with
a copy of the information submitted to any applicable apprenticeship program. Within 60 (sixty)
days after concluding work pursuant to this Agreement, Consultant and each of its subconsultants
shall submit to the City a verified statement of the journeyman and apprentice hours performed
under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that 8 (eight) hours labor
constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code Section
1810.
(g) Penalties for Excess Hours. Consultant shall comply with and be bound by
the provisions of Labor Code Section 1813 concerning penalties for workers who work excess
hours. The Consultant shall, as a penalty to the City, forfeit $25 (twenty five dollars for each
worker employed in the performance of this Agreement by the Consultant or by any subcontractor
for each calendar day during which such worker is required or permitted to work more than 8
(eight) hours in any one calendar day and 40 (forty) hours in any one calendar week in violation
of the provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor
Code section 1815, work performed by employees of Consultant in excess of 8 (eight) hours per
day, and 40 (forty) hours during any one week shall be permitted upon public work upon
compensation for all hours worked in excess of 8 hours per day at not less than one and 1½ (one
and one half) times the basic rate of pay.
(h) . California Labor Code Sections 1860 and 3700
provide that every employer will be required to secure the payment of compensation to its
employees if it has employees. In accordance with the provisions of California Labor Code Section
1861, Consultant certifies as follows:
I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability for workers' compensation or to
undertake self-insurance in accordance with the provisions of that code, and I will
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comply with such provisions before commencing the performance of the work of
this contract.
Consultant ________
(i) Consultant For every subcontractor
who will perform work under this Agreement, Consultant shall be responsible for such
subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of
the California Labor Code, and shall make such compliance a requirement in any contract with
any subcontractor for work under this Agreement. Consultant shall be required to take all actions
necessary to enforce such contractual provisions and ensure subcontractor's compliance, including
without limitation, conducting a review of the certified payroll records of the subcontractor on a
periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers
the specified prevailing rate of wages. Consultant shall diligently take corrective action to halt or
rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as
may be required by law for the performance of the services required by this Agreement. Consultant
shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties
and interest, which may be imposed by law and arise from or are necessary for the Consultant s
performance of the services required by this Agreement, and shall indemnify, defend and hold
harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes,
penalties or interest levied, assessed or imposed against City hereunder.
1.6 Familiarity with Work.
By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly
investigated and considered the scope of services to be performed, (ii) has carefully considered
how the services should be performed, and (iii) fully understands the facilities, difficulties and
restrictions attending performance of the services under this Agreement. If the services involve
work upon any site, Consultant warrants that Consultant has or will investigate the site and is or
will be fully acquainted with the conditions there existing, prior to commencement of services
hereunder. Should the Consultant discover any latent or unknown conditions, which will materially
affect the performance of the services hereunder, Consultant shall immediately inform the City of
such fact and shall not proceed except at Consultant s risk until written instructions are received
from the Contract Officer in the form of a Change Order.
1.7 Care of Work.
The Consultant shall adopt reasonable methods during the life of the Agreement to furnish
continuous protection to the work, and the equipment, materials, papers, documents, plans, studies
and/or other components thereof to prevent losses or damages, and shall be responsible for all such
damages, to persons or property, until acceptance of the work by City, except such losses or
damages as may be caused by City s own negligence.
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1.8 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective
obligations under this Agreement. Both parties agree to act in good faith to execute all instruments,
prepare all documents and take all actions as may be reasonably necessary to carry out the purposes
of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of
the other.
1.9 Additional Services
City shall have the right at any time during the performance of the services, without
invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or
make changes by altering, adding to or deducting from said work. No such extra work may be
undertaken unless a written Change Order is first given by the Contract Officer to the Consultant,
incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work,
and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written
approval of the Consultant.
Any increase in compensation of up to 15% (fifteen percent) of the Contract Sum; or, in
the time to perform of up to 90 (ninety) days, may be approved by the Contract Officer through a
written Change Order. Any greater increases, taken either separately or cumulatively, must be
approved by the City Council. It is expressly understood by Consultant that the provisions of this
Section shall not apply to services specifically set forth in the Scope of Services. Consultant hereby
acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of
Services may be more costly or time consuming than Consultant anticipates and that Consultant
shall not be entitled to additional compensation therefor. City may in its sole and absolute
discretion have similar work done by other Consultants. No claims for an increase in the Contract
Sum or time for performance shall be valid unless the procedures established in this Section are
followed.
If in the performance of the Services, the Contractor becomes aware of material defects in
the Scope of Work, duration, or span of the Services, or the Contractor becomes aware of
extenuating circumstance that will or could prevent the completion of the Services, on time or on
This proposed change order will stipulate the facts surrounding the issue, proposed solutions,
proposed costs, and proposed schedule impacts.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof
are set forth in the Special Requirements attached hereto as Exhibit B and incorporated herein
by this reference. In the event of a conflict between the provisions of Exhibit B and any other
provisions of this Agreement, the provisions of Exhibit B shall govern.
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ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the
amounts specified in the Schedule of Compensation attached hereto as Exhibit C and
incorporated herein by this reference. The total compensation, including reimbursement for actual
expenses, shall not exceed $1,046,000.00 (One Million Forty-Six Thousand Dollars) (the
Contract Sum ), unless additional compensation is approved pursuant to Section 1.9.
2.2 Method of Compensation.
(a) The method of compensation may include: (i) a lump sum payment upon
completion; (ii) payment in accordance with specified tasks or the percentage of completion of the
services; (iii) payment for time and materials based upon the Consultant s rates as specified in the
Schedule of Compensation, provided that (a) time estimates are provided for the performance of
sub tasks, and (b) the Contract Sum is not exceeded; or (iv) such other methods as may be specified
in the Schedule of Compensation.
(b) A retention of 10% shall be held from each payment as a contract retention to be
paid as part of the final payment upon satisfactory and timely completion of services. This retention
shall not apply for on-call agreements for continuous services or for agreements for scheduled
routine maintenance of City property or City facilities.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for
reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in
advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5,
and only if specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Consultant at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If
Consultant is required to attend additional meetings to facilitate such coordination, Consultant
shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice, using the City template,
or in a format acceptable to the City, for all work performed and expenses incurred during the
preceding month in a form approved by City s Director of Finance. By submitting an invoice for
payment under this Agreement, Consultant is certifying compliance with all provisions of the
Agreement. The invoice shall detail charges for all necessary and actual expenses by the following
categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor
contracts. Sub-contractor charges shall also be detailed by such categories. Consultant shall not
invoice City for any duplicate services performed by more than one person.
City shall independently review each invoice submitted by the Consultant to determine
whether the work performed and expenses incurred are in compliance with the provisions of this
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Agreement. Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause
Consultant to be paid within 45 (forty-five) days of receipt of Consultant s correct and undisputed
invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures,
the City cannot guarantee that payment will occur within this time period. In the event any charges
or expenses are disputed by City, the original invoice shall be returned by City to Consultant for
correction and resubmission. Review and payment by City for any invoice provided by the
Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable
law.
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be deemed
to waive any defects in work performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a
written notice to proceed and shall perform all services within the time period(s) established in the
Schedule of Performance attached hereto as Exhibit D and incorporated herein by this
reference. When requested by the Consultant, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer through a Change
Order, but not exceeding 60 (sixty) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Consultant,
including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires,
earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars,
litigation, and/or acts of any governmental agency, including the City, if the Consultant shall
within 10 (ten) days of the commencement of such delay notify the Contract Officer in writing of
the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and
extend the time for performing the services for the period of the enforced delay when and if in the
judgment of the Contract Officer such delay is justified. The Contract Officer s determination shall
be final and conclusive upon the parties to this Agreement. In no event shall Consultant be entitled
to recover damages against the City for any delay in the performance of this Agreement, however
caused, Consultant s sole remedy being extension of the Agreement pursuant to this Section.
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3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement
shall continue in full force and effect until completion of the services but not exceeding June 30,
2029, with one additional 3-year extension by mutual agreement except as otherwise provided
in the Schedule of Performance (Exhibit D ).
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (Principals ) are hereby designated as being the
principals and representatives of Consultant authorized to act in its behalf with respect to the work
specified herein and make all decisions in connection therewith:
Erin Buchanan Associate Managing Director
Chelsea Morganti Director
It is expressly understood that the experience, knowledge, capability and reputation of the
foregoing principals were a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principals shall be responsible during the term of this Agreement for
directing all activities of Consultant and devoting sufficient time to personally supervise the
services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be
under the exclusive direction and control of the Principals. For purposes of this Agreement, the
foregoing Principals may not be replaced nor may their responsibilities be substantially reduced
by Consultant without the express written approval of City. Additionally, Consultant shall utilize
only the personnel included in the Proposal to perform services pursuant to this Agreement.
Consultant shall make every reasonable effort to maintain the stability and continuity of
Consultant s staff and subcontractors, if any, assigned to perform the services required under this
Agreement. Consultant shall notify City of any changes in Consultant s staff and subcontractors,
if any, assigned to perform the services required under this Agreement, prior to and during any
such performance. City shall have the right to approve or reject any proposed replacement
personnel, which approval shall not be unreasonably withheld.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation,
debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless
such authority is expressly conferred under this Agreement or is otherwise expressly conferred in
writing by City. Consultant shall not at any time or in any manner represent that Consultant or any
of Consultant s officers, employees, or agents are in any manner officials, officers, employees or
agents of City. Neither Consultant, nor any of Consultant s officers, employees or agents, shall
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obtain any rights to retirement, health care or any other benefits which may otherwise accrue to
City s employees. Consultant expressly waives any claim Consultant may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be Russ Bryden, Principal Engineer, or such person as may be
designated by the Director of Public Works. It shall be the Consultant s responsibility to assure
that the Contract Officer is kept informed of the progress of the performance of the services and
the Consultant shall refer any decisions which must be made by City to the Contract Officer.
Unless otherwise specified herein, any approval of City required hereunder shall mean the
approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing
by the City Manager, to sign all documents on behalf of the City required hereunder to carry out
the terms of this Agreement.
4.4 Independent Consultant.
Neither the City nor any of its employees shall have any control over the manner, mode or
means by which Consultant, its agents or employees, perform the services required herein, except
as otherwise set forth herein. City shall have no voice in the selection, discharge, supervision or
control of Consultant s employees, servants, representatives or agents, or in fixing their number,
compensation or hours of service. Consultant shall perform all services required herein as an
independent contractor of City and shall remain at all times as to City a wholly independent
contractor with only such obligations as are consistent with that role. Consultant shall not at any
time or in any manner represent that it or any of its agents or employees are agents or employees
of City. City shall not in any way or for any purpose become or be deemed to be a partner of
Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with
Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and
employees were a substantial inducement for the City to enter into this Agreement. Therefore,
Consultant shall not contract with any other entity to perform in whole or in part the services
required hereunder without the express written approval of the City; all subcontractors included in
the Proposal are deemed approved. In addition, neither this Agreement nor any interest herein may
be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of
law, whether for the benefit of creditors or otherwise, without the prior written approval of City.
Transfers restricted hereunder shall include the transfer to any person or group of persons acting
in concert of more 25% (twenty five percent) of the present ownership and/or control of
Consultant, taking all transfers into account on a cumulative basis. In the event of any such
unapproved transfer, including any bankruptcy proceeding, this Agreement shall be void. No
approved transfer shall release the Consultant or any surety of Consultant of any liability hereunder
without the express consent of City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
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services under this Agreement, Consultant shall obtain, provide and maintain at its own expense
during the term of this Agreement, policies of insurance of the type and amounts described below
and in a form satisfactory to City.
(a) General liability insurance. Consultant shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in
an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily
injury, personal injury, and property damage. The policy must include contractual liability that has
be accepted.
(b) Automobile liability insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and
property damage for all activities of the Consultant arising out of or in connection with Services
to be performed under this Agreement, including coverage for any owned, hired, non-owned or
rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c) Professional liability (errors & omissions) insurance. Consultant shall
maintain professional liability insurance that covers the Services to be performed in connection
with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of this
Agreement and Consultant agrees to maintain continuous coverage through a period no less than
three (3) years after completion of the services required by this Agreement.
(d)
least $1,000,000).
(e) Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall include all of the requirements stated herein.
(f) Additional Insurance. Policies of such other insurance, as may be required
5.2 General Insurance Requirements.
(a) Proof of insurance. Consultant shall provide certificates of insurance to City
as evidence of the insurance coverage required herein, along with a waiver of subrogation
Risk Manager prior to commencement of performance. Current certification
of insurance shall be kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
(b) Duration of coverage. Consultant shall procure and maintain for the
duration of this Agreement insurance against claims for injuries to persons or damages to property,
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which may arise from or in connection with the performance of the Services hereunder by
Consultant, its agents, representatives, employees or subconsultants.
(c) Primary/noncontributing. Coverage provided by Consultant shall be
primary and any insurance or self-insurance procured or maintained by City shall not be required
to contribute with it. The limits of insurance required herein may be satisfied by a combination of
primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be
endorsed to contain a provision that such coverage shall also apply on a primary and non-
own insurance or self-insurance shall
be called upon to protect it as a named insured.
(d) City . In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not replaced,
City has the right but not the duty to obtain and continuously maintain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(e) Acceptable insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact business of insurance or
that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned
poli - (or higher) and Financial Size Category Class VI (or larger) in
(f) Waiver of subrogation. All insurance coverage maintained or procured
pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or
appointed officers, agents, officials, employees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in compliance with these specifications to
waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers and insurance clauses from each of
its subconsultants.
(g) Enforcement of contract provisions (non-estoppel). Consultant
acknowledges and agrees that any actual or alleged failure on the part of the City to inform
Consultant of non-compliance with any requirement imposes no additional obligations on the City
nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features or
limits contained in this section are not intended as a limitation on coverage, limits or other
requirements, or a waiver of any coverage normally provided by any insurance. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a given issue and
is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or
a waiver of any type. If the Consultant maintains higher limits than the minimums shown above,
the City requires and shall be entitled to coverage for the higher limits maintained by the
Consultant. Any available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
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(i) Notice of cancellation. Consultant agrees to oblige its insurance agent or
broker and insurers to provide to City with a 30 (thirty) day notice of cancellation (except for
nonpayment for which a 10 (ten) day notice is required) or nonrenewal of coverage for each
required coverage.
(j) Additional insured status. General liability policies shall provide or be
endorsed to provide that City and its officers, officials, employees, and agents, and volunteers shall
be additional insureds under such policies. This provision shall also apply to any excess/umbrella
liability policies.
(k) Prohibition of undisclosed coverage limitations. None of the coverages
required herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in writing.
(l) Separation of insureds. A severability of interests provision must apply for
liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass through clause. Consultant agrees to ensure that its subconsultants,
subcontractors, and any other party involved with the project who is brought onto or involved in
the project by Consultant, provide the same minimum insurance coverage and endorsements
required of Consultant. Consultant agrees to monitor and review all such coverage and assumes
all responsibility for ensuring that such coverage is provided in conformity with the requirements
of this section. Consultant agrees that upon request, all agreements with consultants,
subcontractors, and others engaged in the project will be submitted to City for review.
(n) . The City reserves the right at any
time during the term of the contract to change the amounts and types of insurance required by
giving the Consultant 90 (ninety) days advance written notice of such change. If such change
results in substantial additional cost to the Consultant, the City and Consultant may renegotiate
(o) Self-insured retentions. Any self-insured retentions must be declared to and
approved by City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these
specifications unless approved by City.
(p) Timely notice of claims. Consultant shall give City prompt and timely
under this Agreement, and that involve or may involve coverage under any of the required liability
policies.
(q) Additional insurance. Consultant shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own judgment may be necessary
for its proper protection and prosecution of the work.
5.3 Indemnification.
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To the full extent permitted by law, Consultant agrees to indemnify, defend and hold
harmless the City, its officers, employees and agents (Indemnified Parties ) against, and will hold
and save them and each of them harmless from, any and all actions, either judicial, administrative,
arbitration or regulatory claims, damages to persons or property, losses, costs, penalties,
obligations, errors, omissions or liabilities whether actual or threatened (herein claims or
liabilities ) that may be asserted or claimed by any person, firm or entity arising out of or in
connection with the negligent performance of the work, operations or activities provided herein of
Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or entity
for which Consultant is legally liable (indemnitors ), or arising from Consultant s or indemnitors
reckless or willful misconduct, or arising from Consultant s or indemnitors negligent performance
of or failure to perform any term, provision, covenant or condition of this Agreement, and in
connection therewith:
(a) Consultant will defend any action or actions filed in connection with any
of said claims or liabilities and will pay all costs and expenses, including legal costs and
attorneys fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its
officers, agents or employees for any such claims or liabilities arising out of or in connection
with the negligent performance of or failure to perform such work, operations or activities of
Consultant hereunder; and Consultant agrees to save and hold the City, its officers, agents, and
employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a party to
any action or proceeding filed or prosecuted against Consultant for such damages or other claims
arising out of or in connection with the negligent performance of or failure to perform the work,
operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers,
agents or employees, any and all costs and expenses incurred by the City, its officers, agents or
employees in such action or proceeding, including but not limited to, legal costs and attorneys
fees.
Consultant shall incorporate similar indemnity agreements with its subcontractors and if it
fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and
failure of City to monitor compliance with these provisions shall not be a waiver hereof. This
indemnification includes claims or liabilities arising from any negligent or wrongful act, error or
omission, or reckless or willful misconduct of Consultant in the performance of professional
services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as
a result of City s sole negligence or willful acts or omissions, but, to the fullest extent permitted
by law, shall apply to claims and liabilities resulting in part from City s negligence, except that
design professionals indemnity hereunder shall be limited to claims and liabilities arising out of
the negligence, recklessness or willful misconduct of the design professional. The indemnity
obligation shall be binding on successors and assigns of Consultant and shall survive termination
of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
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Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts,
invoices, vouchers, canceled checks, reports, studies or other documents relating to the
disbursements charged to City and services performed hereunder (the books and records ), as
shall be necessary to perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. Any and all such documents shall be
maintained in accordance with generally accepted accounting principles and shall be complete and
detailed. The Contract Officer shall have full and free access to such books and records at all times
during normal business hours of City, including the right to inspect, copy, audit and make records
and transcripts from such records. Such records shall be maintained for a period of three (3) years
following completion of the services hereunder, and the City shall have access to such records in
the event any audit is required. In the event of dissolution of Consultant s business, custody of the
books and records may be given to City, and access shall be provided by Consultant s successor
in interest. Notwithstanding the above, the Consultant shall fully cooperate with the City in
providing access to the books and records if a public records request is made and disclosure is
required by law including but not limited to the California Public Records Act.
6.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports
concerning the performance of the services required by this Agreement as the Contract Officer
shall require. Consultant hereby acknowledges that the City is greatly concerned about the cost of
work and services to be performed pursuant to this Agreement. For this reason, Consultant agrees
that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or
will materially increase or decrease the cost of the work or services contemplated herein or, if
Consultant is providing design services, the cost of the project being designed, Consultant shall
promptly notify the Contract Officer of said fact, circumstance, technique or event and the
estimated increased or decreased cost related thereto and, if Consultant is providing design
services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes,
computer files, reports, records, documents and other materials (the documents and materials )
prepared by Consultant, its employees, subcontractors and agents in the performance of this
Agreement shall be the property of City and shall be delivered to City upon request of the Contract
Officer or upon the termination of this Agreement, and Consultant shall have no claim for further
employment or additional compensation as a result of the exercise by City of its full rights of
ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or
assignment of such completed documents for other projects and/or use of uncompleted documents
without specific written authorization by the Consultant will be at the City s sole risk and without
liability to Consultant, and Consultant s guarantee and warranties shall not extend to such use,
reuse or assignment. Consultant may retain copies of such documents for its own use. Consultant
shall have the right to use the concepts embodied therein. All subcontractors shall provide for
assignment to City of any documents or materials prepared by them, and in the event Consultant
fails to secure such assignment, Consultant shall indemnify City for all damages resulting
therefrom. Moreover, Consultant with respect to any documents and materials that may qualify as
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works made for hire as defined in 17 U.S.C. § 101, such documents and materials are hereby
deemed works made for hire for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in
performance of this Agreement shall be considered confidential, unless such information is in the
public domain or already known to Consultant. Consultant shall not release or disclose any such
information or work product to persons or entities other than City without prior written
authorization from the Contract Officer.
(b) Consultant, its officers, employees, agents or subcontractors, shall not,
without prior written authorization from the Contract Officer or unless requested by the City
Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions,
response to interrogatories or other information concerning the work performed under this
Agreement. Response to a subpoena or court order shall not be considered voluntary provided
Consultant gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of
Consultant, provides any information or work product in violation of this Agreement, then City
shall have the right to reimbursement and indemnity from Consultant for any damages, costs and
fees, including fees, caused by or incurred as a result of Consultant s conduct.
(d) Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of
deposition, request for documents, interrogatories, request for admissions or other discovery
request, court order or subpoena from any party regarding this Agreement and the work performed
there under. City retains the right, but has no obligation, to represent Consultant or be present at
any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and
to provide City with the opportunity to review any response to discovery requests provided by
Consultant. However, this right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed both as to validity and to
performance of the parties in accordance with the laws of the State of California. Legal actions
concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be
instituted in the Superior Court of the County of Los Angeles, State of California, or any other
appropriate court in such county, and Consultant covenants and agrees to submit to the personal
jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District
Court, venue shall lie exclusively in the Central District of California, in the County of Los
Angeles, State of California.
7.2 Disputes; Default.
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In the event that Consultant is in default under the terms of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed after
the date of default. Instead, the City may give notice to Consultant of the default and the reasons
for the default. The notice shall include the timeframe in which Consultant may cure the default.
This timeframe is 15 (fifteen) days, but may be extended, though not reduced, if circumstances
warrant. During the period of time that Consultant is in default, the City shall hold all invoices and
shall, when the default is cured, proceed with payment on the invoices. In the alternative, the City
may, in its sole discretion, elect to pay some or all of the outstanding invoices during the period of
default. If Consultant does not cure the default, the City may take necessary steps to terminate this
Agreement under this Article. Any failure on the part of the City to give notice of the Consultant s
default shall not be deemed to result in a waiver of the City s legal rights or any rights arising out
of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant
(whether or not arising out of this Agreement) (i) any amounts the payment of which may be in
dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or
damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by
reason of Consultant s acts or omissions in performing or failing to perform Consultant s
obligation under this Agreement. In the event that any claim is made by a third party, the amount
or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear
to be the basis for a claim of lien, City may withhold from any payment due, without liability for
interest because of such withholding, an amount sufficient to cover such claim. The failure of City
to exercise such right to deduct or to withhold shall not, however, affect the obligations of the
Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of
the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by
a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either party of any default must be in writing and shall not be a waiver of any other
default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this
Agreement, the rights and remedies of the parties are cumulative and the exercise by either party
of one or more of such rights or remedies shall not preclude the exercise by it, at the same or
different times, of any other rights or remedies for the same default or any other default by the
other party.
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7.6 Legal Action.
In addition to any other rights or remedies, either party may take legal action, in law or in
equity, to cure, correct or remedy any default, to recover damages for any default, to compel
specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any
other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary
provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections
905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically provided
in the following Section for termination for cause. The City reserves the right to terminate this
Contract at any time, with or without cause, upon thirty (30) days written notice to Consultant,
except that where termination is due to the fault of the Consultant, the period of notice may be
such shorter time as may be determined by the Contract Officer. Upon receipt of any notice of
termination, Consultant shall immediately cease all services hereunder except such as may be
specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all
services rendered prior to the effective date of the notice of termination and for any services
authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or
such as may be approved by the Contract Officer, except as provided in Section 7.3. In the event
of termination without cause pursuant to this Section, the City need not provide the Consultant
with the opportunity to cure pursuant to Section 7.2.
7.8 Termination for Default of Party.
If termination is due to the failure of the other Party to fulfill its obligations under this
Agreement:
(a) City may, after compliance with the provisions of Section 7.2, take over the work
and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable
to the extent that the total cost for completion of the services required hereunder exceeds the
compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such
damages), and City may withhold any payments to the Consultant for the purpose of set-off or
partial payment of the amounts owed the City as previously stated.
(b) Consultant may, after compliance with the provisions of Section 7.2, terminate the
payment for all work performed up to the date of termination.
7.9 Attorneys Fees.
If either party to this Agreement is required to initiate or defend or made a party to any
action or proceeding in any way connected with this Agreement, the prevailing party in such action
or proceeding, in addition to any other relief which may be granted, whether legal or equitable,
shall be entitled to reasonable attorney s fees. Attorney s fees shall include attorney s fees on any
appeal, and in addition a party entitled to attorney s fees shall be entitled to all other reasonable
costs for investigating such action, taking depositions and discovery and all other necessary costs
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the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued
on commencement of such action and shall be enforceable whether or not such action is prosecuted
to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any
successor in interest, in the event of any default or breach by the City or for any amount which
may become due to the Consultant or to its successor, or for breach of any obligation of the terms
of this Agreement.
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall
acquire any interest, directly or indirectly, which would conflict in any manner with the interests
of City or which would in any way hinder Consultant s performance of services under this
Agreement. Consultant further covenants that in the performance of this Agreement, no person
having any such interest shall be employed by it as an officer, employee, agent or subcontractor
without the express written consent of the Contract Officer. Consultant agrees to at all times avoid
conflicts of interest or the appearance of any conflicts of interest with the interests of City in the
performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in
this Agreement nor shall any such officer or employee participate in any decision relating to the
Agreement which affects her/his financial interest or the financial interest of any corporation,
partnership or association in which (s)he is, directly or indirectly, interested, in violation of any
State statute or regulation. The Consultant warrants that it has not paid or given and will not pay
or give any third party any money or other consideration for obtaining this Agreement.
8.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons
claiming under or through them, that there shall be no discrimination against or segregation of,
any person or group of persons on account of race, color, creed, religion, sex, gender, sexual
orientation, marital status, national origin, ancestry or other protected class in the performance of
this Agreement. Consultant shall take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, color, creed, religion,
sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this Agreement,
and should any liability or sanctions be imposed against City for such use of unauthorized aliens,
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Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions
imposed, together with any and all costs, including attorneys fees, incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication either party
desires or is required to give to the other party or any other person shall be in writing and either
served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager
and to the attention of the Contract Officer (with her/his name and City title), City of Rancho Palos
Verdes, 30940 Hawthorne Blvd., Rancho Palos Verdes, California 90275 and in the case of the
Consultant, to the person(s) at the address designated on the execution page of this Agreement.
Either party may change its address by notifying the other party of the change of address in writing.
Notice shall be deemed communicated at the time personally delivered or in 72 (seventy two)
hours from the time of mailing if mailed as provided in this section.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the
language used and shall not be construed for or against either party by reason of the authorship of
this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an
original, and such counterparts shall constitute one and the same instrument.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive
expression of the understanding of the parties. It is understood that there are no oral agreements
between the parties hereto affecting this Agreement and this Agreement supersedes and cancels
any and all previous negotiations, arrangements, agreements and understandings, if any, between
the parties, and none shall be used to interpret this Agreement. No amendment to or modification
of this Agreement shall be valid unless made in writing and approved by the Consultant and by
the City Council. The parties agree that this requirement for written modifications cannot be
waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections
contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or
decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any
of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are
hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder
unless the invalid provision is so material that its invalidity deprives either party of the basic benefit
of their bargain or renders this Agreement meaningless.
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9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this
Agreement, nor shall any official, officer, or employee of City participate in any decision relating
to this Agreement which may affect his/her financial interest or the financial interest of any
corporation, partnership, or association in which (s)he is directly or indirectly interested, or in
violation of any corporation, partnership, or association in which (s)he is directly or indirectly
interested, or in violation of any State or municipal statute or regulation. The determination of
financial interest shall be consistent with State law and shall not include interests found to be
remote or noninterests pursuant to Government Code Sections 1091 or 1091.5. Consultant
warrants and represents that it has not paid or given, and will not pay or give, to any third party
including, but not limited to, any City official, officer, or employee, any money, consideration, or
other thing of value as a result or consequence of obtaining or being awarded any agreement.
Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s),
or other conduct or collusion that would result in the payment of any money, consideration, or
other thing of value to any third party including, but not limited to, any City official, officer, or
employee, as a result of consequence of obtaining or being awarded any agreement. Consultant is
aware of and understands that any such act(s), omission(s) or other conduct resulting in such
payment of money, consideration, or other thing of value will render this Agreement void and of
no force or effect.
Consultant s Authorized Initials _______
9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such
party is duly organized and existing, (ii) they are duly authorized to execute and deliver this
Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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01203.0001/835260.1 21
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
Paul H. Seo, Mayor
ATTEST:
Teresa Takaoka, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
William Wynder, City Attorney
CONSULTANT:
____________________________________
By:
Name: Cheryl Joiner
Title: Director of Contracts & Compliance
By:
Name:
Title:
Address: 818 Town & Country Blvd, Suite 200
Houston, TX 77024
Two corporate officer signatures required when Consultant is a corporation, with one signature required
from each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2)
Secretary, any Assistant Secretary, Chief Financial Officer or any Assistant Treasurer.
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01203.0001/835260.1 A-1
EXHIBIT A
SCOPE OF SERVICES
I.Consultant will perform Services including but not limited to the following items, as
directed by the City:
A.Digital project files housed on shared drive
B.Procurement review outcomes
C.HMA compliance review outcomes
D.Internal controls review outcomes
E.Engineering compliance review outcomes
F.Fiscal sub-grant and drawdown tracking
G.Milestones and projected due dates
H.Communication Tracker documenting outreach and outcomes
I.Reimbursement Requests
J.Sub-grant Modification Request
K.RFI Response Packet
L.Other mutually agreed upon services as directed by the City
II.As part of the Services, Consultant will prepare and deliver the tangible work products to
the City including, but not limited to the following:
A. Digital project file housed on shared drive
B. Monthly Report that may include:
Procurement review outcomes
HMA compliance review outcomes
Internal controls review outcomes
Engineering compliance review outcomes
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01203.0001/835260.1 A-2
Fiscal sub-grant and drawdown tracking
Milestones and projected due dates
Communication Tracker documenting outreach and outcomes
C. Reimbursement Requests
D. Sub-grant Modification Request
E. RFI Response Packet
F. Other mutually agreed upon work products as directed by the City
III.In addition to the requirements of Section 6.2, during performance of the Services,
Consultant will keep the City appraised of the status of performance by delivering the
following status reports:
A.Monthly status reports
B.Coordination meetings and phone calls as necessary
IV.All work product is subject to review and acceptance by the City, and must be revised by
the Consultant without additional charge to the City until found satisfactory and accepted
by City.
V.Consultant will utilize the following personnel to accomplish the Services:
Staff Title
Erin Buchanan Project Executive
Chelsea Morganti Project Manager
Colin Vissering Subject Matter Expert
Michelle Little Senior Grant Writer
Dan Petrelli Grant Writer
Matt Arsenault Specialist
Kristen Russo Specialist
Alexandra Clark Specialist
Cathy Walker Specialist
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01203.0001/835260.1 A-3
Luke Weirup Subject Matter Expert
John Connolly Professional Engineer
Bill Sario Professional Engineer
Greg Jaquez, PE (MNS) Professional Engineer
Gaby Mak, PE (MNS) Professional Engineer
Taylor Gullikson (MNS) Grant Writer
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01203.0001/835260.1 B-1
EXHIBIT B
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
Added text indicated in bold italics, deleted text indicated in strikethrough.
Section 1.3, Compliance With Law, is hereby amended as follows:
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder in
accordance with, all applicable ordinances, resolutions, statutes, rules, and regulations of the City
and any Federal, State or local governmental entity having jurisdiction in effect at the time service
is rendered. Specific requirements include, but are not limited to:
Build America, Buy America Act (BABAA) Compliance Clause
1. Applicability
This project is funded in whole or in part with federal funds, including from the Federal
Emergency Management Agency (FEMA). As such, the Contractor shall comply with the
Build America, Buy America provisions of the Infrastructure Investment and Jobs Act (Pub.
L. No. 117-58, § 70901 70927), and any implementing guidance issued by the U.S. Office of
Management and Budget (OMB), the U.S. Department of Homeland Security (DHS), and
FEMA.
2. Domestic Preference for Infrastructure Projects
In accordance with BABAA, the Contractor agrees that all iron, steel, manufactured products,
and construction materials used in the project shall be produced in the United States unless a
valid waiver has been issued by FEMA.
a. Iron and Steel
All iron and steel products used in the project must be produced in the United States. This
means all manufacturing processes, from the initial melting stage through the application of
coatings, must occur domestically.
b. Manufactured Products
The cost of the components of manufactured products that are mined, produced, or
manufactured in the United States must exceed 55% of the total cost of all components of the
product. Final assembly must also occur in the United States.
c. Construction Materials
Construction materials (e.g., lumber, drywall, glass, plastic, composite building materials)
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01203.0001/835260.1 B-2
must be manufactured in the United States. All manufacturing processes, including the final
manufacturing process, must take place in the U.S.
3. Waivers
If the Contractor believes that a specific item or material is not available domestically in
sufficient quantity or of satisfactory quality, the Contractor shall promptly notify the
Owner/Grantee in writing. No foreign-made iron, steel, manufactured product, or
construction material may be used unless FEMA has issued a specific waiver for that item. It
documentation.
4. Flow-Down Requirements
The Contractor shall include this BABAA Compliance Clause in all subcontracts and
purchase orders for work or products under this contract, ensuring compliance throughout all
tiers of subrecipients, suppliers, and subcontractors.
5. Records and Audits
The Contractor shall maintain records sufficient to demonstrate compliance with BABAA,
including but not limited to: origin of materials, percentage of U.S.-manufactured
components, and relevant certifications. These records shall be available to the
Owner/Grantee, FEMA, and any other authorized agency upon request.
6. Noncompliance
Failure to comply with the Build America, Buy America Act requirements may result in the
withholding of payment, termination of contract, debarment from future federal work, or
other legal remedies as provided by law.
Financial Reporting and Performance Requirements Clause
(Incorporating 2 C.F.R. § 200.327)
1. Financial Reporting Obligations
The Contractor/Subrecipient shall provide financial information related to this federally
funded project as required by the Recipient and in compliance with the reporting requirements
of 2 C.F.R. § 200.327.
Specifically, the Contractor/Subrecipient shall:
a. Submit financial data using standard OMB-approved information collections, including the
Federal Financial Report (SF-425) or any successor form required by the federal awarding
agency;
b. Provide information that is accurate, complete, and supported by adequate documentation;
c. Submit reports at the frequency and due dates prescribed by the Recipient (e.g., monthly,
quarterly, or as otherwise directed);
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01203.0001/835260.1 B-3
d. Provide project status updates, including progress toward performance goals and milestone
completion, as requested.
2. Performance Reporting
If required, the Contractor/Subrecipient shall also submit performance reports that include:
A comparison of actual accomplishments to the objectives established for the period;
The reasons why established goals were not met, if applicable;
Additional pertinent information including analysis and explanation of cost overruns
or high unit costs;
Any other performance indicators or metrics defined in the project scope of work or
required by the federal awarding agency.
3. Record Retention and Access
The Contractor/Subrecipient shall maintain complete and accurate financial and
programmatic records for a minimum of three years from the date of submission of the final
expenditure report (or longer if required by 2 C.F.R. § 200.334). These records shall be
available for review by the Recipient, FEMA, DHS, the Comptroller General of the United
States, or any of their duly authorized representatives.
4. Remedies for Noncompliance
Failure to comply with the financial or performance reporting requirements may result in
actions including but not limited to:
Withholding of payments;
Disallowance of costs;
Termination of this contract;
Suspension or debarment from future federal awards;
Other remedies as provided under 2 C.F.R. § 200.339 and applicable federal law.
Federal Contract Provisions (Appendix II to 2 C.F.R. Part 200)
The following provisions apply to this contract in accordance with Appendix II to 2 C.F.R.
Part 200 and are required when federal funds are used:
1. Equal Employment Opportunity (Applicable to contracts > $10,000)
as amended by Executive Order 11375, and as supplemented by regulations at 41 C.F.R. part
60. The Contractor agrees not to discriminate against any employee or applicant for
employment because of race, color, religion, sex, sexual orientation, gender identity, or
national origin.
2. Davis-Bacon Act (Applicable to prime construction contracts > $2,000 funded by HUD
only)
If applicable, the Contractor shall comply with the Davis-Bacon Act (40 U.S.C. 3141 3148),
including the payment of prevailing wages and submission of certified payroll records.
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01203.0001/835260.1 B-4
-
Contractor shall comply with 18 U.S.C. § 874 and 40 -
the employer in the form of kickbacks.
4. Contract Work Hours and Safety Standards Act (Applicable to contracts > $100,000)
Contractor shall comply with 40 U.S.C. 3702 and 3704, as supplemented by 29 C.F.R. Part 5.
No laborer or mechanic shall work more than 40 hours in a workweek unless compensated for
overtime at not less than one and one-half times the basic rate of pay.
5. Rights to Inventions Made Under a Contract or Agreement (Applicable to contracts with
research institutions)
If this contract involves the performance of experimental, developmental, or research work,
the Contractor agrees to comply with the requirements of 37 C.F.R. part 401 and any
implementing regulations issued by the federal awarding agency.
6. Clean Air Act and Federal Water Pollution Control Act (Applicable to contracts >
$150,000)
Contractor shall comply with:
The Clean Air Act (42 U.S.C. §§ 7401 7671q);
The Federal Water Pollution Control Act (33 U.S.C. §§ 1251 1387); and
All applicable standards, orders, or regulations issued under those Acts.
Contractor shall report violations to FEMA and the Regional Office of the Environmental
Protection Agency (EPA).
7. Debarment and Suspension (Applicable to all contracts)
Contractor certifies that neither it nor its principals are debarred, suspended, or proposed for
debarment by any federal agency. This contract is a covered transaction for purposes of 2
C.F.R. Part 180 and 2 C.F.R. Part 3000 (FEMA suspension and debarment rules).
8. Byrd Anti-Lobbying Amendment (Applicable to contracts > $100,000)
Contractor certifies that it will not and has not used federally appropriated funds to pay any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, or any employee of a Member of Congress in connection with this
federal contract.
Contractor shall complete and submit OMB Standard Form-
9. Procurement of Recovered Materials (Applicable to all contracts for items designated under
EPA guidelines)
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01203.0001/835260.1 B-5
Contractor must comply with section 6002 of the Solid Waste Disposal Act, as amended by the
Resource Conservation and Recovery Act, and procure only EPA-designated items containing
the highest percentage of recovered materials practicable.
10. Access to Records
Contractor agrees to provide access to the Recipient, FEMA, the Comptroller General of the
United States, or any of their authorized representatives to any books, documents, papers, and
records of the Contractor that are directly pertinent to this contract for auditing, examination,
or inspection purposes.
11. DHS/FEMA-Specific Requirements
a. DHS Seal, Logo, and Flags: The Contractor shall not use the Department of Homeland
Security or FEMA seal, logo, or flags without prior written consent.
b. Compliance with Federal Law, Regulations, and Executive Orders: Contractor
acknowledges that federal funding requires full compliance with all applicable laws,
regulations, executive orders, FEMA policies, and award terms and conditions.
c. No Obligation by Federal Government: The federal government is not a party to this
contract and is not subject to any obligations or liabilities to the non-federal entity, contractor,
or any party to the contract.
d. Program Fraud and False or Fraudulent Statements or Related Acts: Contractor
acknowledges that 31 U.S.C. Chapter 38 (Administrative Remedies for False Claims and
Statements) applies
Section 5.2 (a), General Insurance Requirements, is hereby amended as follows:
5.2 General Insurance Requirements.
(a) Proof of insurance. Consultant shall provide certificates of insurance to City
as evidence of the insurance coverage required herein, along with a waiver of subrogation
Risk Manager prior to commencement of performance. Current certification
of insurance shall be kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified, and redacted to maintain confidentiality, copies
of all required insurance policies, at any time.
Section 5.2 (f), General Insurance Requirements, is hereby amended as follows:
5.2 General Insurance Requirements.
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01203.0001/835260.1 B-6
(f) Waiver of subrogation. All insurance coverage maintained or procured
pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or
appointed officers, agents, officials, employees and volunteers, to the extent of the liabilities
assumed by Consultant under this Agreement,or shall specifically allow Consultant or others
providing insurance evidence in compliance with these specifications to waive their right of
recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall
require similar written express waivers and insurance clauses from each of its subconsultants.
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01203.0001/835260.1 C-1
EXHIBIT C
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks at the following rates:
EMPLOYEE CLASSIFICATION RATE
A. Project Executive, Professional Engineer $255.00
B. Project Manager, Senior Grant Writer $210.00
C. Grant Writer, EHP SME $200.00
D. Specialists $150.00
II. Within the budgeted amounts for each Task, and with the approval of the Contract
Officer, funds may be shifted from one Task subbudget to another so long as the
Contract Sum is not exceeded per Section 2.1, unless Additional Services are
approved per Section 1.9.
III. The City will compensate Consultant for the Services performed upon submission of
a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the work performed, the number of hours
worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting
documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and
travel properly charged to the Services.
IV. The total compensation for the Services shall not exceed the Contract Sum as
provided in Section 2.1 of this Agreement.
VI. -1.
Upon request, in April for the
following year may be increased by the annual consumer price index (CPI) for the
preceding 12 months not to exceed 3% per year. If there is an extension granted to this
agreement, Consultant shall submit updated rates for the City to consider for the extension
period.
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EXHIBIT D
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all work (the sum of City-issued Task Orders) within the
durations specified in the Agreement and supplemented by individual Task Orders
starting from the date(s) of the Notice(s) to Proceed in each respective Task Order.
II. Consultant shall deliver tangible work products to the City by the deadlines specified in
the Agreement, as supplemented by City-issued Task Orders.
III. This agreement shall continue in full force through June 30, 2029. The City may, in its
discretion, extend the Term by one additional three (3)-year term, in accordance with
Section 3.2.
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Cal OES/FEMA Grant Management and Administration i wittobriens.com
COVER PAGE
Follow up proposal regarding selection under RFQ for Cal OES/FEMA Grant Management and
Administration
(Invitation #067)
Submitted to:
Russ Bryden, Principal Engineer
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
Phone: (310) 544-5262
Email: rbryden@rpvca.gov
Prime Vendor:
Witt O’Brien’s, LLC
818 Town & Country Blvd.
Suite 200, Houston, TX 77024
(281) 320-9796 | www.wittobriens.com
Contact for Proposal Correspondence:
If you have any questions about our proposal, please contact our proposed Project Executive—Erin
Buchanan, CFM—at (615) 972-1414 or ebuchanan@wittobriens.com with a copy to
contractrequests@wittobriens.com.
Initial Submittal Deadline:
January 16, 2026
Witt O’Brien’s reserves the right to negotiate terms and conditions applicable to any final agreement
and, if selected, will negotiate in good faith with City of Rancho Palos Verdes to enter into a mutually
agreeable formal written agreement.
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Cal OES/FEMA Grant Management and Administration ii wittobriens.com
TABLE OF CONTENTS
COVER PAGE .......................................................................................................................... I
COVER LETTER ................................................................................................................... III
APPROACH TO SCOPE OF SERVICES ...................................ERROR! BOOKMARK NOT DEFINED.1
ORGANIZATION AND STAFFING ......................................................................................... 53
STAFF QUALIFICATIONS AND EXPERIENCE ........................ERROR! BOOKMARK NOT DEFINED.5
Prior Experience ......................................................................... Error! Bookmark not defined.5
Staff Qualifications ..................................................................... Error! Bookmark not defined.7
Reference Projects ................................................................... Error! Bookmark not defined.15
PROJECT SCHEDULE (EXAMPLE) .......................................ERROR! BOOKMARK NOT DEFINED.19
QUALITY CONTROL PLAN ................................................................................................ 1120
ACCEPTANCE OF CONDITIONS ..........................................ERROR! BOOKMARK NOT DEFINED.21
APPENDIX A: RESUMES OF PROPOSED STAFF ................................................................ 1227
APPENDIX B: REQUIRED ATTACHMENTS ....................................................................... 4257
B-2
818 Town and Country Blvd.
Suite 200
Houston, TX 77024
wittobriens.com
T: +1 (281) 320-9796
F: +1 (281) 320-9700
E: contractrequests@wittobriens.com
COVER LETTER
March 25, 2026
Russ Bryden, Principal Engineer
30940 Hawthorne Blvd
Rancho Palos Verdes, CA 90275
Phone: (310) 544-5262
Email: rbryden@rpvca.gov
RE: RFQ for Cal OES/FEMA Grant Management and Administration
Dear Mr. Bryden and Members of the Selection Committee:
Witt O’Brien’s, LLC is honored to provide this follow up proposal in response to our selection to support
the City of Rancho Palos Verdes (the City) for Cal OES/FEMA Grant Management and Administration, in
partnership with MNS Engineering.
We appreciate your time and consideration of our updated information contained within this proposal
and look forward to finalizing our contractual agreement with the city. Witt O’Brien’s reserves the right
to negotiate terms and conditions applicable to any final agreement and, if selected, will negotiate in
good faith with the City to enter into a mutually agreeable formal written agreement.
If you have any questions about our proposal, please contact our proposed Project Executive—Erin
Buchanan, CFM—at (615) 972-1414 or ebuchanan@wittobriens.com with a copy to
contractrequests@wittobriens.com.
Respectfully,
Witt O’Brien’s, LLC
Cheryl Detillieu Joiner, CPCM
Director of Contracts & Compliance
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Cal OES/FEMA Grant Management and Administration 1 wittobriens.com
APPROACH TO SCOPE OF SERVICES
We place a great deal of effort and forethought into the initial planning phase. This sets the stage for
robust, transparent communications; mutually understood and agreed-to expectations; and a generally
positive and personable relationship. Upon execution of the contract, our proposed Project Manager—
Chelsea Morganti, CFM—will schedule a virtual kick-off meeting with City staff to validate the
immediate needs related to the scope, schedule, and budget; validate a common understanding of
expectations for personnel and deliverables; and set forth communications protocols and expectations
between the City, Witt O’Brien’s, and MNS. This ensures your staff and ours have a clear and common
understanding, including what documentation and information are needed to meet CalOES and FEMA’s
requirements.
Chelsea will act as the City’s program expert and serve as your consistent single point-of-contact.
Chelsea has access to additional technical staff who bring specific expertise in critical areas—such as
engineering, benefit-cost analyses (BCAs), environmental and historic preservation (EHP), and other
areas who can be engage on an as-needed basis to address any specific issues that may arise. This
type of approach ensures that you always have easy access to the “right person” to answer questions.
Following this City’s kick-off meeting, Chelsea will conduct internal meetings with MNS and any
supplemental Witt O’Brien’s project staff to ensure their full understanding of roles, responsibilities,
reporting protocols, and objectives. This will include processes to ensure monthly invoices are
accompanied by a written narrative “Report” that summarizes major changes, work completed, and
work planned for the next invoicing period. Outcomes of these meetings will be documented in our
Project Management Plan (PMP). Invoices will be broken out into the three tasks identified below, with
a percentage complete for each of the associated six sub-tasks. Utilization of the hourly on call rates
will also include supporting narrative
The PMP identifies high‐level activities, deliverables, schedules, key milestones, and the staffing plan.
This “roadmap” will provide the basis for monitoring, controlling, and reporting on the work, including
the comparison of planned vs. actual schedule and costs, work accomplishment, and product delivery.
We will also work with the City to develop a Communications Management Plan (CMP) to ensure
project stakeholders receive the necessary information to help with project understanding and
oversight, as needed.
We utilize a comprehensive project management approach to ensure administrative and operational
efficiency, consistent with the Project Management Institute’s (PMI) Project Management Body of
Knowledge (PMBOK) Guide. Our organization also includes an internal Portfolio Management Office
(PMO) that supports our organization in client service delivery success and customer satisfaction.
Subtask 1. Procurement Compliance
Procurement utilizing the correct Federal process as outlined in 2 CFR can be very challenging for many
subrecipients and is a leading reason for FEMA disallowing funds upon closeout. We will assist in a
compliance review of your completed procurements, as needed, and procurement process. Any
changes identified to better align the city’s existing process with the sub-grant awards will be identified
prior to advertisement of future solicitations. Our widespread knowledge of the procurement process
will reduce compliance issues and allow SOW activities to remain eligible through the FEMA sub-grants
closeout process.
This work will include Preparing Requests for Proposal (RFPs) in compliance with 2 CFR 200.318;
ensuring that all bid documents, special provisions, and contracts meet all Cal OES and FEMA
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Cal OES/FEMA Grant Management and Administration 2 wittobriens.com
procurement requirements; support validation of suspension and debarment status for selected
contractors; and ensuring that all work performed associated with sub-grant scope of work will meet
eligibility requirements, per 2 CFR Part 180. This step will require validation of your local and state
procurement codes to ensure compliance with all local, state, and federal requirements.
Subtask 2. Grant Administration
We will ensure full compliance with all terms and conditions of the Cal OES/FEMA awarded grants and
sub-grants, in accordance with the executed agreements by implementing and maintaining all required
post-award administrative, financial, and programmatic obligations. We will maintain complete and
accurate files and all pertinent correspondence, reports, and documentation in accordance with 2 CFR
Part 200 and other applicable federal and state regulations. Our services will include providing grant
administration support to City staff and officials in execution and oversight of the grants, ensuring
alignment with all applicable conditions. We will maintain detailed records of correspondence related to
grant management and administration.
If identified by CalOES, we will complete or provide review support for the FEMA Application Review
Tool (ART) and Phase I Deliverable packet. We will serve as advocates for the project to proactively
address CalOES and FEMA questions.
Subtask 3. Grant Management and Coordination
In accordance with our Project
Management Plan (PMP) we will
regularly communicate and meet
with City staff to review project
status, schedules, milestones, and
to resolve issues that may arise in
support of grant administration.
Our team will work backward from
the submission deadlines to build
ensure that accurate and complete
data is submitted on time and
includes all required deliverables.
Documentation will include meeting
minutes and summary notes, as
identified during our Project
Management Kickoff Meeting and
Documented in the Project
Management Plan.
As needed, we can also provide the flowing support efforts:
Cost Estimating. Expert cost estimators are available to assist in the development of complete and
comprehensive Total Project Cost budget as needed. Opinion of Probable Costs produced by engineers
often neglect HMA Guidance compliance requirements due to unfamiliarity. Our experts will ensure the
full Phase II scope includes not only the construction costs, but any regulatory, EHP, mitigation or
administrative costs required to complete a compliant project. Our estimators consider local and future
cost conditions to ensure all possible costs are captured to reduce future project amendments. In
addition, they are well-versed in FEMA’s cost estimating format (CEF), which reduces RFIs by providing
justifiable project costs. The use of cost estimators in lieu of providing vendor quotes has significantly
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Cal OES/FEMA Grant Management and Administration 3 wittobriens.com
reduced the time to develop applications, while providing a supported and well-documented
application.
BCA Assistance. BCA is a method that determines the future risk-reduction benefits of a hazard
mitigation project and compares those benefits to the cost of the project. The result is a BCR. A project
is considered cost-effective when the BCR is 1.0 or greater. Applicants are required to use FEMA-
approved methodologies (such as the BCA Toolkit) to demonstrate project cost-effectiveness. We are
deeply experienced in use of the BCA Toolkit, which is the accepted methodology for demonstrating a
positive benefit-cost relationship. Our BCA Specialists will help prepare the most aggressive, yet
justifiable, BCAs for applicant projects. We are also able to provide review of completed BCAs or BCA
training, if needed.
EHP. FEMA EHP review can become a major delay in the HMA process if the appropriate focus and
expertise is not utilized to facilitate agreements, documentation, and a rapid resolution of associated
issues required to get through the processes outlined by the NEPA; CEQA, Section 106 (Historic
Preservation); and the numerous other Federal, state, and local legal and regulatory frameworks that
govern the expenditure of Federal funds. Our approach is to - as needed - engage with FEMA, CalOES,
the State Historic Preservation Officer, the National Council on Historic Preservation, and others to work
through questions and establish agreements on the approach to related issues as early in the process
as possible.
Subtask 4: Budget, Schedule, and Reimbursement Oversight
We will prepare and submit reimbursement requests to Cal OES/FEMA, ensuring all documentation
meets federal and State standards. Submissions will be monitored and followed up if a response to the
request is not received in a timely manner. We will also coordinate with Cal OES/FEMA regarding
reimbursement processing, and prepare any identified change requests if impacts to the time, budget,
or scope require sub-grant modification.
If an amendment is required due to a necessary and unforeseen change in cost or scope, we will
develop a project amendment package that is fully documented. Following FEMA approval, we will
update your project files to reflect the amendment details and continue with program management
services. We have developed hundreds of project amendment packages, often due to changing
conditions or cost elements related to the project implementation.
Subtask 5: Reporting and Audit Support
Our files will always be maintained as audit-ready. We will draft and submit reports in Cal OES/FEMA
prescribed formats, including updated metrics, milestones, and expenditures. Our team will support
and participate in any grant audits or monitoring visits by FEMA, Cal OES, or their designees, including
preparation of responses to findings for corrective action. Internal controls are a specialty for our
identified Project Manager. She will advise the City on strengthening best practices.
Quarterly Reports. Quarterly Fiscal and Programmatic Reports are a pillar of program administration.
We will ensure that all reports are complete in a timely manner and reflect accurate an up-to-date
information. Our team will identify any deviations from the project schedule and budget, and
coordinate with the city and identified contractors to course correct. If there is a need to modify the
terms of the grant award this will also be documented.
Grants Compliance. We will monitor project implementation to ensure effective progress
implementation of the project scopes, conditions of approval, cost estimates, and project schedules.
Any deviations will be identified and resolved, either through technical assistance support or an
amendment to the subgrant.
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Invoicing & Financial Support. We will provide timely review of all invoicing and prepare CalOES
reimbursement requests to ensure both that payments are made in accordance with City and State
procedures, and that timely reimbursements are made to the city in compliance with the terms of the
grant award.
Closeout. We will provide files in accordance with FEMA and State policies for records retention. In
addition, we will complete a project closeout for all sub-grants documenting procurement, grants
completion, and payment in accordance with the award.
For all grant matters we will provide coordination with the pass through entity and FEMA, responding
to any Requests for Information (RFIs) and preparing responses as needed.
Subtask 6: Agency Coordination
Our team will act as a liaison between the city and CalOES and FEMA. Working hand-in-hand with the
city to ensure a thorough and thoughtful, positive working relationship. We will represent the city in
coordination activities with Cal OES, FEMA, and other grant agencies through phone calls, virtual
meetings, on-site inspections, RFIs, and sub-grant compliance monitoring activities. We will perform
any additional tasks deemed necessary to achieve a complete and successful grant administration
outcome.
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PRICING STRUCTURE
On-Call Hourly Services
Resources Rate
Project Executive, Professional Engineer $255.00
Project Manager, Senior Grant Writer $210.00
Grant Writer, EHP SME $200.00
Specialists $150.00
Services:
The actions described in the Approach to Services section will be carried out through tasks including,
but not limited to the following items:
A. Digital project files housed on shared drive
B. Procurement review outcomes
C. HMA compliance review outcomes
D. Internal controls review outcomes
E. Engineering compliance review outcomes
F. Fiscal sub-grant and drawdown tracking
G. Milestones and projected due dates
H. Communication Tracker documenting outreach and outcomes
I. Reimbursement Requests
J. Sub-grant Modification Request
K. RFI Response Packet
L. Other mutually agreed upon services as directed by the City
DELIVERABLES:
Consultant will prepare and deliver deliverable to the City including, but not limited to the following:
A. Digital project file housed on shared drive
B. Monthly Report that may include:
• Procurement review outcomes
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• HMA compliance review outcomes
• Internal controls review outcomes
• Engineering compliance review outcomes
• Fiscal sub-grant and drawdown tracking
• Milestones and projected due dates
• Communication Tracker documenting outreach and outcomes
C. Reimbursement Requests
D. Sub-grant Modification Request
E. RFI Response Packet
F. Other mutually agreed upon work products as directed by the City
Monthly Report of Activities – Within 3 business days of the last working day of each month
1. Digital project file housed on shared drive
2. Monthly Report that may include:
• Procurement review outcomes
• HMA compliance review outcomes
• Internal controls review outcomes
• Engineering compliance review outcomes
• Fiscal sub-grant and drawdown tracking
• Milestones and projected due dates
• Communication Tracker documenting outreach and outcomes
3. Reimbursement Requests (as needed)
4. Sub-grant Modification Request (if needed)
5. RFI Response Packet (if needed)
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ORGANIZATION AND STAFFING
Our efforts will be led by Project Manager, Chelsea Morganti, CFM, who will act as the primary
contact person responsible for the overall delivery of the project. Chelsea will also act as the Grant
Manager, serving the city in all elements of the identified scope of work. Her deep knowledge and
expertise will ensure compliance with City objectives as well as state and federal regulations.
As the Project and Grant Manager, Chelsea and key staff will remain assigned to this project
through completion of the Scope of Services. Local support will be provided by our subcontractor,
Greg Jaquez, with MNS Engineering.
Below are the support staff bios provided in our original RFQ. To support elements of Task 2: LPDM
Grant Support, we have added additional engineers with Electrical and Utility expertise.
Matt Arsenault – Hazard Mitigation Specialist
Matt is a 20-year career veteran with emergency management, mitigation, and security
expertise. While working for CO-DHSEM, as the Senior Hazard Mitigation Assistance
(HMA) Program Manager, he led FEMA post-disaster HMGP and pre-disaster BRIC, FMA,
and PDM programs. As an Anti-Terrorism Manager for the U.S. Air Force, his duties
included conducting threat, risk, and vulnerability assessments for multiple organizations and
recommending countermeasures to mitigate vulnerabilities and threats to assets. Matt coordinated with
local, state, and Federal agencies in intelligence collecting, analyzing, and decision-making for
daily/weekly threat assessments. Matt is also an experienced trainer, having led or supervised classes
on anti-terrorism awareness, force protection, crime scene procedures, criminal investigations,
contingency operations, emergency response and management, and active shooter response.
Colin Vissering, MCP, CFM, AICP – Subject Matter Expert (EHP)
Colin Vissering is a SME with more than 30 years of experience in hazard mitigation,
pre-disaster planning, environmental consulting, and historic preservation. Colin is a
certified urban planner and floodplain manager who has helped develop many of the
key, national-level mitigation programs of the past three decades—including the “How-
To” series of planning guides—which has defined methodologies for all FEMA-funded mitigation
planning efforts since the inception of the program. Colin has led hundreds of pre- and post-disaster
hazard mitigation and risk-reduction initiatives, including supporting the U.S. Virgin Islands Emergency
Management Agency’s (VITEMA) HMGP by developing over 170 projects. He has been involved in the
design and development of applications and the implementation of coastal flood mitigation projects in
New York City urban areas and both structural and non-structural coastal protection systems in the
U.S. Virgin Islands (USVI).
Since 1993, Colin has been deployed to 15 large-scale disasters to lead mitigation efforts or serve as an
environmental SME. He has supported the implementation of mitigation programs for more than 100
other disasters, which has involved the review and development of mitigation grant projects, training
programs, and policy issue evaluation. He has also managed long-term recovery efforts, cultural and
environmental compliance activities, and regulatory and policy development.
Sandeep Singh, PE, CCM, PMP – Hazard Mitigation Specialist (BCA)
Sandeep is our Benefit Cost Analysis Expert. As a Project Management Professional
(PMP) and Certified Construction Manager (CCM) Sandeep has more than 20 years of
experience in construction and project management in disaster recovery, including
FEMA PA, HMGP, Sheltering and Temporary Essential Power (STEP), and HUD’s CDBG-
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DR. Sandeep is highly adept at BCAs using the FEMA BCA Toolkit (Version 6.0). He has experience
developing and reviewing detailed BCAs for applicants, preparing preliminary HMA BCAs for screening
projects for efficiency and prioritizing projects for ranking and submission to FEMA. His background
includes defining SOWs, developing cost estimates, identifying project-specific hazard mitigation
opportunities, and creating 406 hazard mitigation cost estimates in conjunction with the repair of
disaster-damaged facilities. He also understands how to prepare detailed cost estimates using
RSMeans, Applicant’s Force account labor, equipment, and material costs, and FEMA’s CEF for large
projects.
Luke Weirup, PE – Subject Matter Expert (Geology)
Luke is a licensed professional geologist with more than 25 years of professional
technical experience, including 6 years working on FEMA recovery projects following
Hurricanes Irma and Maria.
He recently joined Witt O’Brien’s as a Hazard Mitigation Subject Matter Expert (SME). Luke is FEMA
trained as a task force leader, hazard mitigation project specialist, FEMA Public Assistance (PA)
program delivery manager (PDMG), and site inspector. Following Hurricane Maria in Puerto Rico, he
provided expertise as a geologist and mitigation specialist that was instrumental in resolving many of
the most significant infrastructure problems that surfaced during the response and recovery efforts. In
both Puerto Rico and Florida, he served as a PDMG and conducted site inspections following
hurricanes. For 20 years prior, Luke was a professional geologist addressing development of
groundwater sources, major landslide mitigation projects, drilling and installation of gas and oil wells,
and timber harvesting and restoration operations.
Michelle Little, MURP – Senior Grant Writer
Michelle brings 17 years of experience in managing large, complex grants programs
involving Federal funding sources, including COVID-19 and HUD CDBG-DR funding.
Specifically, she has led more than a dozen teams managing programs
administering more than $1 billion in COVID-19 funding (CRF and ARPA)
collectively for clients such as King County, WA; Harris County, TX, and the City of
Richmond, CA. She is also the Witt O’Brien’s SME in developing new procedures for grants
administration—including compliance monitoring, risk management, audits, closeout, and
Davis-Bacon labor compliance—which have been used practice-wide and implemented by
numerous clients. Michelle was a grants SME for the firm’s engagement with Bloomberg 311 and the
National League of Cities hub, providing technical assistance and training on IIJA/BIL opportunities,
including railroad and transportation infrastructure. Additionally, she supports clients in grants
pursuance, establishing grants program organizations, identifying funding opportunities, and writing
applications, including recent support for the Metropolitan Water District of Southern California. Before
joining Witt O’Brien’s, she served as the Compliance and Monitoring Department Head for the New
York City Mayor’s Office of Management and Budget (OMB), ensuring compliance for more than
$4.2 billion following Hurricane Sandy. She was also a Project Manager for the City of New Orleans,
securing and administering $88 million in capital projects for the Office of Community Development –
Disaster Recovery Unit. Michelle held several other positions in the New Orleans area in the aftermath
of Hurricanes Katrina, Rita, Gustav, Ike, and Isaac.
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Taylor Gullikson – Grant Writer (MNS)
Ms. Gullikson's expertise includes grant writing and administration,
environmental monitoring and services to fulfill municipal stormwater
permit requirements, including inspections and preparing stormwater regulatory
compliance reports. Taylor's work on grant proposals has helped several local agencies
obtain millions of dollars from local, regional, State and Federal funding opportunities and has
developed a keen understanding of the intricacies involved when developing applications.
Daniel (Dan) Petrelli, MUPD - Grant Writer
Dan has six years of experience in municipal community development and grants
programs, including HUD CDBG, HUD housing, and COVID-19 funding. Since joining
Witt O’Brien’s in 2020, Dan has assisted multiple local governments with their COVID-
19 relief programs under the CARES Act and ARPA. He has played an instrumental role
as the monitoring lead for large, complex grants programs in Harris County, Texas, and
King County, Washington. He examines the CRF and ARPA-funded programs for eligibility and
compliance with 2 CFR 200 and other related Federal regulations. Dan also develops reporting
strategies to bolster record retention and award compliance and provides grant project/program
closeout services. In addition to grants management, Dan assists clients in grants research, including
identification of opportunities, and application development. Prior to joining the firm, Dan served as a
community development manager and housing coordinator for a municipal government in Ohio. He
assisted with managing the city’s CDBG funded program, including developing annual Action Plans,
determining project eligibility, ensuring compliance, and preparing environmental reviews.
Cathy Walker, GISP, MS – Senior GIS/Hazus Specialist
Cathy brings 18 years of extensive experience in GIS support services. Her work spans
multiple jurisdictions and agencies where she has consistently delivered high-quality
customized and standard maps, shapefiles, graphics, and tables tailored to each
project’s unique needs. Cathy has developed and maintained user-friendly, interactive
web-based GIS applications and dashboards using ArcGIS Online, Web AppBuilder, ArcGIS Dashboards,
and Experience Builder, enhancing transparency and stakeholder engagement. She has converted data
from non-GIS systems into GIS formats using custom ETL (extract-transfer-load) methods and
conducted spatial data analysis to identify trends and support decision-making. Her technical expertise
includes advanced geocoding, database design, and automation using Python, making her a valuable
asset in providing GIS-related technical assistance. She has provided GIS analysis and support for over
70 HMPs for state, local, tribal, and special-purpose districts.
Rebecca M O’Connor, Proffesional Engineer
Rebecca is a professional engineer with over 35 years of experience in public facilities
design, utility management, and FEMA Public Assistance and Section 404 and 406
mitigation. For the past 7 years, Rebecca has been providing FEMA PA services for
recovery efforts in the US Virgin Islands and Puerto Rico, following Hurricanes Maria
and Irma. She developed $4 billion of Section 406 mitigation projects for water and sewer systems,
public utility systems, and power generation facilities and developed 404 projects for roads damaged
by landslides. Rebecca is also experienced in local government utility management and administration,
post-storm utility damage assessment and restoration, FEMA reporting and cost recovery, storm
readiness and emergency management, regulatory compliance (local, state, and Federal), as well as
long- and short-range utility system planning.
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William Sario, PE
William (Bill) is a registered PE in California with more than 40 years
of experience in heavy civil infrastructure engineering, including 6
years of disaster recovery support under FEMA PA. He has more than 35 years of
experience in construction management throughout California including concrete
structures, bridges, roads, paving, underground structures, pipelines, waterworks
facilities, large-scale commercial buildings, wet-dry utilities, and land development
for large commercial projects. Mostly recently, he has been leading the development of FEMA PA
projects (scope and cost estimating) for infrastructure damages—including utilities (electrical, waste-
water, drinking water), large structures, roadways/bridges—following the 2023 severe storms in
California. He is a trained disaster recovery specialist, proficient with FEMA PA damage assessment,
development of project application scopes and cost estimates, and identification of hazard mitigation
projects under Section 406. Bill is experienced in grant administration and management, including
development of supporting documentation for FEMA
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QUALITY CONTROL PLAN
Upon execution of the contract and each subsequent Task Order, our proposed Project Manager—
Chelsea Morganti, CFM—will schedule a virtual kickoff meeting to validate all terms and requirements
related to scope, schedule, and budget; establish a common understanding of expectations for
personnel and deliverables; and set forth communications protocols and expectations between the city,
Witt O’Brien’s, and our subcontractor. This ensures your staff and ours have a clear and common
understanding.
The outcomes of each Task Order kickoff meeting will be documented in our Project Management Plan
(PMP) which will serve as the roadmap for our management of the project. The PMP will identify high‐
level activities, deliverables, schedules, key milestones, and the staffing plan. The plan will provide the
basis for monitoring, controlling, and reporting on the work, including the comparison of planned vs.
actual schedule and costs, work accomplishment, and product delivery.
Throughout the duration of the task order we recommend regular calls to maintain momentum and
reduce surprises. These structured conversations focus on:
▪ Progress accountability: Comparing actual achievements against agreed-upon milestones.
▪ Adaptive adjustments: Swiftly recalibrating if the city faces unexpected resource constraints or
new findings warrant deeper exploration. This also applies if CalOES provides review feedback or
direction that warrants a change to the approach.
▪ Open dialog: Encouraging city representatives to share fresh insights or developing issues that
might enrich the process.
We weave quality into every aspect of our projects, ensuring that our deliverables and services
consistently meet the highest standards. Our Project Manager will ensure the all staff are familiar with
the requirements of the PMP relevant to their tasks. This increases the likelihood of meeting the quality
objectives of our projects. Chelsea will proactively identify any issues or deviations from the plan and
take effective corrective actions in a timely manner. Our quality objectives for deliverables and services
provided will include:
▪ Accuracy – Deliverables will be accurate in technical content and adhere to accepted elements of
style, meeting the high standards of the city and Cal OES.
▪ Clarity – Deliverables will be clear, concise, and all visuals will be easy to understand and relevant,
ensuring that the city can easily interpret and utilize the information provided.
▪ Context – Deliverables will take into consideration audience, purpose, and the circumstances.
▪ Compliance with Approved Schedule – Deliverables shall be submitted on or before the due
date specified, respecting the timelines set by the city.
▪ Content Completeness – Deliverables shall address all the requirements of the relevant 2CFR,
relevant program and policy guides, and be as described in the SOW - ensuring that the city’s
expectations are fully met.
▪ Professional Interaction – Our personnel will be professional in their interaction with each other,
city staff, and other staff in a manner that fosters a positive, productive work environment. We are
committed to maintaining a strong, collaborative relationship with you.
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Appendix A:
Resumes of Proposed Staff
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Witt O’Brien’s proposed team resumes are presented in the order below.
▪ Erin Buchanan, CFM – Project Executive
▪ Michelle Little, MURP – Senior Grant Writer
▪ Taylor Gullikson – Grant Writer (MNS)
▪ Dan Petrelli, MUPD – Grant Writer
▪ Matt Arsenault – Hazard Mitigation Specialist
▪ Colin Vissering, MCP, CFM, AICP – Subject Matter Expert (EHP)
▪ Luke Weirup, PE – Subject Matter Expert (Geology)
▪ Sandeep Singh, PE, CCM, PMP – Hazard Mitigation Specialist (BCA)
▪ Cathy Walker, GISP, MS - Senior GIS/Hazus Specialist
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Erin has 21 years of experience in hazard mitigation
planning, project and application development, grants
management, and financial data management.
An Associate Managing Director at Witt O’Brien’s, Erin joined a
predecessor company to Witt O’Brien’s in 2010 as a mitigation
specialist providing technical assistance for the mitigation
programs of the State of Louisiana’s Governor’s Office of
Homeland Security and Emergency Preparedness in the State’s
recovery from Hurricane Katrina.
Since that time, Erin has led the development of mitigation plans
and Hazard Mitigation Assistance (HMA) grants program
applications for higher education institutions and state and local
governments and has a FEMA approval rate of one hundred
percent. As part of her role, Erin supports communities by
connecting hazard mitigation planning to project and application
development. She has 20 years of experience supporting more
than 50 state and local Hazard Mitigation Plans (HMP) and has
managed over $5.5 billion in mitigation funding strategies. Erin’s
use of effective Benefit Cost Analyses (BCAs) to achieve
acceptable Benefit Cost Ratios (BCRs) has been instrumental in
the obtainment of HMA funding. She is proficient in project
planning, client coordination, and timeline management.
Project Manager, Nevada Department of Emergency
Management, Carson City, NV (2024 – Present)
Erin provides support and staff augmentation services for multiple HMA funding opportunities.
SME, New Mexico Department of Homeland Security and Emergency Management, Santa
Fe, NM (2023 – Present)
Erin provides support and staff augmentation services for multiple HMA funding opportunities.
Project Manager/Senior Advisor, Charlotte County, FL (2023 – Present)
Erin serves as Project Manager/Senior Advisor. Charlotte County has received $166 million in HMGP
allocations from Hurricanes Ian and Idalia. Erin leads a team providing project scoping and application
development services for the County.
Project Manager, Alabama Emergency Management Agency (AEMA) (2022 – Present)
Erin provides support and staff augmentation services to AEMA for multiple HMA funding opportunities.
Our mitigation team supports application reviews, application rankings, technical assistance, and staff
augmentation services.
Project Manager, Gloucester County, VA (2022 – 2024)
Gloucester County received residential flood mitigation grant funding through HMGP and Flood
Mitigation Assistance (FMA). We provided project implementation services to include property owner
coordination, engineering coordination, procurement assistance, financial allocation, reimbursement
assistance, and overall grants management services.
ERIN BUCHANAN, CFM
PROJECT EXECUTIVE
YEARS OF EXPERIENCE
21 Years
EDUCATION
BA, International Relations and
Affairs, Minor – French, Marshall
University
CERTIFICATIONS / TRAINING
National Certified Floodplain Manager
(CFM), #US-07-02519, Association of
State Floodplain Managers, first
earned in 2007
Additional FEMA training listed at
conclusion of resume.
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Project Executive, Montgomery County, MD (2022 – 2024)
Erin served as Project Executive for updating the County’s HMP while another team from Witt O’Brien’s
updated the County’s Emergency Operations Plan. This allowed for enhanced collaboration and plan
integration. Montgomery County includes 20 jurisdictions. The plan is pending FEMA review.
Project Executive, Mississippi Emergency Management Agency (MEMA) District 7 (2022 –
2023)
Erin served as Project Executive for updating the regional hazard mitigation plan for MEMA District 7,
which consists of nine counties: Jefferson, Adams, Franklin, Lincoln, Lawrence, Wilkinson, Amite, Pike,
and Walthall. The area of the participating counties includes 4,781 square miles and a population of
174,795 citizens.
Lead Mitigation Specialist, USVI Office of Disaster Recovery (lead agency), St. Croix, USVI
(2021 – Present)
Erin is providing support to the Territory Hazard Mitigation Officer and other sub-applicants for
mitigation program support in response to back-to-back Category 5 Hurricanes (Irma and Maria) in
2017. Our team supported HMGP application development, including BCAs for an HMGP ceiling lock-in
of ~$1.2 billion. In addition, we continue to provide grant management and implementation support
for over 135 approved HMGP projects.
Technical Assistance Advisor, State of West Virginia, WV (2021 – 2022)
Erin served as technical assistance advisor for updates to Region 4’s HMP consisting of five counties
and 30 underlying jurisdictions. Witt O’Brien’s was a sub to E.L. Robinson. This mitigation plan was
approved in 2022.
Project Manager/Senior Mitigation Planner, MEMA District 2 (2021 – 2022)
Erin served as Project Manager/Senior Mitigation Planner for updating District 2’s regional HMP
consisting of 11 counties and 48 underlying jurisdictions. The areas of the participating counties range
from 401 square miles to 710 square miles. This mitigation plan was approved in 2022.
Project Manager/Senior Mitigation Planner, MEMA District 6 (2021 – 2022)
Erin served as Project Manager/Senior Mitigation Planner for updating District 6’s regional HMP
consisting of nine counties and 30 incorporated municipalities. This district had eight recorded dam
failures and there are 37 high-hazard dams. The areas of the participating counties range from 572
square miles to 767 square miles. This mitigation plan was approved in 2022.
Mitigation Specialist, Town of Morehead City, NC (2021)
Erin provided application development and technical assistance to the Town for their Hazard Mitigation
Assistance application, which they were submitting to FEMA as part of their recovery efforts related to
the impacts of Hurricane Florence (2018).
Project Manager/Sr. Mitigation Planner, St. Charles Parish, LA (2019 – 2020)
Witt O’Brien’s updated the Parish’s HMP. Our scope included a detailed repetitive loss strategy that the
Parish is using to implement the residential mitigation program.
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Project Manager/Senior Mitigation Planner, MEMA District 4 (2019 – 2020)
Erin served as Project Manager/Senior Mitigation Planner for updating District 4’s regional HMP
consisting of 10 counties and 36 underlying jurisdictions. The areas of participating counties range from
416 square miles to 772 square miles. This mitigation plan was approved in 2020.
Project Manager/Senior Mitigation Planner, MEMA District 8 (2019 – 2020)
Erin served as Project Manager/Senior Mitigation Planner for updating District 8’s regional HMP
consisting of seven counties and 17 incorporated municipalities. The areas of the participating counties
range from 415 square miles to 814 square miles. This mitigation plan was approved in 2020.
Hazard Mitigation Specialist/Project Manager, Sienna Parks & Levee Improvement
District, Sugar Land, TX (2018 – 2019)
Erin served as Hazard Mitigation Specialist/Project Manager tasked with identifying and developing
hazard mitigation projects. She has submitted multiple grant applications to TDEM totaling
approximately $70 million. Erin was also Project Manager/Senior Mitigation Planner assisting the Sienna
Parks & Levee Improvement District with the development of its inaugural HMP.
Project Manager/Mitigation Planner, MEMA (2018)
Erin served as Project Manager/Mitigation Planner who led updates to the State of Mississippi’s HMP,
which included an extensive file conversion and updates to include climate change.
Mitigation Specialist, City of Fernandina Beach, FL (2017 – 2024)
Erin is responsible for the development and grants management of the City’s drainage project.
Mitigation Specialist, Town of Toms River, NJ (2017 – 2020)
Erin served as a mitigation specialist responsible for the development and grants management of the
Township’s FMA Elevation projects.
Mitigation Specialist, City of Savannah, GA (2017 – 2019)
Erin served as a mitigation specialist responsible for the development and grants management of the
City of Savannah’s generator project, which was submitted for HMGP funding under Hurricane
Matthew.
Project Manager/Senior Mitigation Planner, Virginia Department of Emergency
Management (2017 – 2018)
Erin served as Project Manager and Senior Mitigation Planner responsible for the update of the
Commonwealth’s Statewide HMP as well as adding applicable enhanced plan elements. The plan also
included a loss-avoidance study using previously implemented mitigation projects throughout the
Commonwealth.
Project Manager, Ward County, ND (2017 – 2018)
Erin served as Project Manager responsible for the update of the Ward County HMP, which included 13
jurisdictions. She was also responsible for contract management and client reporting.
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Project Manager/Hazard Mitigation Specialist, University of Texas Medical Branch
(UTMB), Galveston, TX (2016 – Present)
Erin is responsible for updates to UTMB’s HMP and mitigation grants management, as well as advising
UTMB leadership, staff, and contractors. She is responsible for identifying and developing mitigation
projects as funding becomes available. She has submitted multiple grant applications to the Texas
Division of Emergency Management totaling approximately $75 million.
Multi-Jurisdictional Hazard Mitigation Planning, Multiple Clients, VA (2016 – 2017)
As Senior Mitigation Planner, Erin worked with the Northern Virginia counties of Arlington, Fairfax,
Loudoun, and Prince William; the cities of Alexandria, Fairfax, Falls Church, Manassas, and Manassas
Park; and the towns of Clifton, Dumfries, Haymarket, Herndon, Leesburg, Lovettsville, Middleburg,
Purcellville, Occoquan, Round Hill, and Vienna to update the Hazard Identification and Risk Assessment
(HIRA) for the Northern Virginia Hazard Mitigation Plan. Erin provided technical assistance, document
and data management, research, and quality assurance/quality control (QA/QC).
Mitigation Planner, Jefferson County, AR (2015 – 2017)
Erin was responsible for the QA/QC of updated plan documents for Jefferson County’s Multi-
Jurisdictional HMP.
Deputy Project Manager/Senior Mitigation Planner, the University of Minnesota, MN
(2015 – 2016)
As Deputy Project Manager/Senior Mitigation Planner, Erin worked closely with the five campuses of
the University of Minnesota to collect data and documents necessary to create the university’s
inaugural HMP and update their existing threat/hazard identification and risk assessment (THIRA). Erin
was responsible for documenting the development process for the plans, managing data and
documents provided by the participating campuses and departments, researching information for the
plans, and formatting and updating the plan documents. She worked closely with both the university
and its representatives involved in the plan development/update process, providing technical assistance
at each stage of the plan and document development/updates, including in the development of the
mitigation strategy for each campus and the public participation process.
QA/QC Reviewer, Auburn University, AL (2015 – 2016)
Erin was responsible for the QA/QC of plan documents for the Auburn University Disaster-Resistant
University HMP, which included a preliminary Business Impact Analysis (BIA) for multiple departments.
Hazard Mitigation Specialist, Louisiana Governor’s Office of Homeland Security and
Emergency Preparedness (GOHSEP), LA (2007 – 2016)
Erin served as Hazard Mitigation Specialist supporting GOHSEP during the rebuilding efforts from
Hurricanes Katrina, Rita, Gustav, Ike, Isaac, and several other unnamed disasters. She assisted in the
development and implementation of strategic plans for mitigation programs. Erin provided expert
guidance regarding mitigation, assisted in identifying and developing HMGP projects and applications,
ensured guidance and legislative criteria were met, performed QA/QC reviews, assisted with problem
resolution, developed BCAs, assisted in training GOHSEP staff and local subrecipients, and developed
funding strategies and financial management tracking tools to manage over $2.7 billion.
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FEMA TRAINING
FEMA; DF-100, DF-105, DF-106, DF-109, DF-120, DF-128, DF-219, DF-228, DF-304, DF-305, DF-308, DF-
310, DF-319, DF-416, DF-418, DF-420, DF-421, DF-434, DF-435, DF-437, DF-500, DF-505, DF-506, DF-
507, E-253, E-273, E-276, E-842, L-273, L-386, L-701, IS-001, IS-003, IS-005, IS-007, IS-008, IS-010, IS-
011, IS-015, IS-022, IS-036, IS-055, IS-100, IS-111, IS-120, IS-139, IS-200, IS-208, IS-212, IS-230, IS-
235, IS-240, IS-241, IS-242, IS-244, IS-253, IS-271, IS-275, IS-288, IS-279, IS-292, IS-318, IS-324, IS-
362.A, IS-393, IS-394, IS-395, IS-546, IS-547, IS-630, IS-632, IS-650, IS-700, IS-775, IS-800, IS-814,
IS-870
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Michelle brings 17 years of experience in managing
large, complex Federal grants programs, with a focus
on compliance and quality assurance.
Michelle manages grant programs involving Federal funding
sources, including COVID-19 and the U.S. Housing and Urban
Development’s (HUD) Community Development Block Grant –
Disaster Recovery (CDBG-DR) funding. Specifically, she has led
more than a dozen teams managing programs administering
more than $1 billion in COVID-19 funding, specifically CRF and
ARPA. She has also been the firm’s SME in developing new
procedures for grants administration—including compliance
monitoring, risk management, audits, closeout, and Davis-
Bacon compliance—which have been used practice-wide and
implemented by numerous clients. Additionally, she supports
clients in grants pursuance, establishing grants program
organizations, identifying funding opportunities, and writing
applications.
Before joining Witt O’Brien’s, she served as the Compliance
and Monitoring Department Head for the New York City
Mayor’s Office of Management and Budget (OMB), ensuring
compliance for more than $4.2 billion in CDBG-DR funding
following Hurricane Sandy. She was also a Project Manager for
the City of New Orleans, securing and administering $88
million in capital projects for the Office of Community
Development – Disaster Recovery Unit. Michelle held several other positions in the New Orleans area in
the aftermath of Hurricanes Katrina, Rita, Gustav, Ike, and Isaac.
Project Manager, West Central Arkansas Planning and Development District (2024 –
Present)
Michelle provides guidance and technical assistance on Workforce Innovation and Opportunity Act
(WIOA) funding and overall Federal compliance. She leads a team responsible for programmatic and
financial monitoring services for workforce development programs supporting both youth and adults,
particularly dislocated workers.
Project Manager, Eastern Municipal Water District (EMWD), Perris, CA (2023 – Present)
Michelle is leading a team providing grants compliance support and technical assistance regarding
various funding sources, including ARPA SLFRF, EPA State and Tribal Assistance Grants, and U.S.
Bureau of Reclamation funding. The team has provided labor compliance and monitoring support for
various construction projects—including technical assistance and training, material development
(including contractor packets and tools for use/implementation), review of contractor (and
subcontractor) payroll reports, and on-site wage interviews. They also completed a procurement
analysis for the EMWD.
MICHELLE LITTLE, MURP
SENIOR GRANT WRITER
YEARS OF EXPERIENCE
17 Years
EDUCATION
Master of Urban and Regional Planning
(MURP), University of New Orleans
BS, Geography, University of Central
Arkansas
Certificate, Project Management,
Rutgers University
PROFESSIONAL AFFILIATIONS
Member, SoCal Water Grants Network
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Compliance Specialist, Kansas Department of Commerce (DOC), Topeka, KS (2023 –
Present)
For the Kansas DOC management of SLFRF grants, Michelle develops special conditions related to
awardee applications and eligibility and leads a team for monitoring and closeout. Michelle also
provides technical assistance related to SLFRF funding.
ARPA Compliance Specialist, Wichita, KS (2023 – Present)
Michelle is assisting the City’s ARPA program by ensuring eligibility for City-designed programs and
providing additional technical assistance on SLFRF and Uniform Guidance 2 CFR 200.
Project Manager, City of Richmond, CA (2023 – Present)
Michelle has led the effort to develop the City’s ARPA program to distribute more than $22 million in
ARPA funds, including developing and reviewing subaward applications. Ongoing technical assistance
includes eligibility reviews; subrecipient risk assessment, monitoring, and management; closeout
support; supporting single-audit proceedings; ensuring compliance with ARPA requirements; and
supporting Federal financial performance, and compliance reports.
CDBG-DR Grants Specialist, Town of Morehead City, NC (2023 – Present)
For the City’s HUD CDBG-DR grants program, Michelle provides technical assistance and policy review
for compliance with CDBG-DR program, Section 3, and Davis-Bacon requirements.
Training Lead, California Office of Planning and Research (OPR), CA (2023)
Michelle led the development of a four-part training webinar series for Cal OPR to support the State’s
efforts to help government entities in California navigate Federal funding opportunities. Training
sessions covered current grant management hot topics including Title VI Civil Rights Compliance;
Maximizing Federal Funds: ARPA and Bipartisan Infrastructure Law (BIL); ARPA Grant Implementation:
Administrative, Indirect, and Direct Costs; and ARPA Compliance Supplement Addendum.
Project Manager, Metropolitan Water District (MWD) of Southern California, CA (2022 –
Present)
Michelle led an assessment of MWD’s grants management organization and processes, which included
recommendations for program design and capacity building. She then assisted MWD in standing up an
organization capable of grants pursuance and administration, including policies and procedures and
training and professional development. MWD then expanded the firm’s scope of work to include grant
research, pursuance, and management of their various Federal, State, and local funding opportunities.
Grants Specialist, Various Clients (2022 – 2023)
For various client ARPA programs (SLFRF funding), Michelle developed technical assistance materials
and training related to program eligibility, subrecipient and contractor monitoring, Section 3 and Davis-
Bacon Act, risk-reduction, uniform guidance application, and closeout. Clients included Jefferson County
(AL); Louisville (KY); and Sonoma County (CA).
Grants Subject Matter Expert (SME), Bloomberg/National League of Cities [NLC] (2021 –
Present)
For Bloomberg 311, Michelle provided technical expertise related to ARPA and Uniform Guidance; for
Bloomberg/National League of Cities NLC, she served as a technical SME on IIJA/BIL railroad and
transportation opportunities.
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Project Manager, Harris County, TX (2021 – 2024)
Michelle led the compliance effort for Harris County’s $915 million ARPA SLFRF award. She established
the compliance team and provided technical assistance, including developing a compliance dashboard,
performing eligibility assessments, and assessing risk; she also developed compliance and subrecipient
monitoring plans, tailored monitoring plans, and closeout plans. She also provided training to Harris
County departments and their subrecipients.
Compliance and Monitoring Lead, King County, WA (2020 – Present)
Michelle is the Compliance Lead for the King County COVID-19 (CRF and ARPA) grant program,
overseeing and leading a team responsible for compliance monitoring of over 200 subrecipients and
1,500 contracts.
Compliance and Monitoring Unit Head, NYC Mayor’s OMB – CDBG-DR Task Force, New
York, NY (2014 – 2020)
Michelle established the Department and function at OMB. As Compliance and Monitoring Unit Head,
Michelle was responsible for ensuring compliance with the $4.2 billion received after Hurricane Sandy
for business, housing, infrastructure, and resiliency projects. She oversaw internal and external
engagements, including monitoring engagements by HUD and audits by the Office of the Inspector
General (OIG).
Project Manager, City of New Orleans Office of Community Development – Disaster
Recovery Unit (OCD-DRU), New Orleans, LA (2010 – 2014)
As Project Manager, Michelle secured and administered $88 million (primarily CDBG-DR) in capital
projects, including streetscape and roadway improvement, planning, land acquisition, streetlight repair,
and landscaping for OCD-DRU.
Grants Manager, Louisiana Solutions, New Orleans, LA (2009 – 2010)
As Grants Manager and Junior Planner, Michelle was responsible for 37 streetscape and roadway
improvements, land acquisitions, and planning projects. She was also responsible for analyzing census
and beneficiary data, urban planning, and GIS.
Planning Assistant, City of Kenner, LA (2007 – 2009)
Michelle was a planning assistant for the University of New Orleans on loan to the City of Kenner and
was responsible for grant writing and management, land use and master planning, zoning, and GIS.
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Daniel (Dan) has six years of experience in municipal
community development and grants programs, including
HUD CDBG, HUD housing, and COVID-19 funding.
Since joining Witt O’Brien’s in 2020, Dan has assisted multiple
local governments with their COVID-19 relief programs under the
CARES Act and ARPA. He examines the CRF and ARPA-funded
programs for eligibility and compliance with 2 CFR 200 and other
related Federal regulations. Dan also develops reporting
strategies to bolster record retention and award compliance and
provides grant project/program closeout services. Dan began his
career in public service working for an Ohio municipality for two
years.
Deputy Project Manager, Port of Long Beach, CA (2024 –
Present)
Dan is providing technical assistance and internal controls
development for the Port of Long Beach. Currently, Daniel has
assisted the Port develop a Title VI training policy and procedure
for Port staff. He has also assisted with the development of a
Title VI monitoring plan. He also provides general guidance and
technical assistance regarding Federal grant programs.
UASI Grants Monitoring Team Lead, City of Los Angeles, CA (2024 – 2025)
Dan was a team leader who helped facilitate subrecipient monitoring efforts which included desk
reviews and site visits for 38 of the City’s subrecipients of its Urban Areas Security Initiative (UASI)
program. Daniel and his team utilized their expertise in Uniform Guidance, Homeland Security Grant
Programs (HSGP) reporting and eligibility requirements, and subrecipient monitoring and management
best practices to provide guidance to The City of Los Angeles’ Mayor Office of Public Safely and their
partners. The subrecipients included a variety of city and county agencies including police, fire, public
health, and IT departments.
Grants Compliance Specialist, City of Richmond, CA (2023 – Present)
Dan is providing technical assistance regarding Uniform Guidance and assessed a monitoring
engagement to determine areas of improvement for the City’s monitoring procedures. The monitoring
assessment has led to our team being approved to perform monitoring reviews on behalf of the City.
Subrecipient Monitor, California Department of Housing and Community Development
(HCD), CA (2023 – Present)
Dan is part of the Witt O’Brien’s team conducting a compliance assessment of the State’s $1 billion+
ERA Programs (ERA1 and ERA 2) for fiscal year 2021. He conducts sample selections for the 37
subrecipients of the program and performs compliance and conformance testing on a sample of
subrecipients.
Project and Expenditure Reporting Consultant, Louisville Metro Government (LMG), KY
(2023 – Present)
Dan is providing technical assistance regarding compliance and reporting tasks for the State and Local
Fiscal Recovery Fund (SLFRF) programs and conducting the U.S. Treasury’s Portal quarterly reporting
DANIEL PETRELLI, MUPD
GRANT WRITER
YEARS OF EXPERIENCE
6 Years
EDUCATION
MA, Urban Planning and
Development, Cleveland State
University
BA, Political Science, Slippery Rock
University
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for the LMG. Since September 2022, Witt O’Brien’s has provided the LMG Government with advisory
and grants management services for the ARPA SLFRF.
Grants Specialist, U.S. Virgin Islands (USVI) Department of Education (2023 – Present)
As part of the Territory of USVI’s continued recovery from back-to-back hurricanes in 2017 and the
more recent pandemic, Dan is assessing the Department’s monitoring and related policies and
procedures. He is also leading a team that will develop and implement an obligation and expense
strategy for the Department’s Emergency Support Function (ESF)-3 award. This strategy includes
determining the eligibility of programs, determining burn rates and program timelines, delegating team
responsibilities, and updating USVI leadership.
Grants Monitoring Specialist, Wichita (KS) ARPA (2023 – Present)
Dan provided the City with monitoring and compliance support for various economic development
programs funded by ARPA SLFRF and provided technical assistance and training to subrecipients and
City staff on ARPA SLFRF and Uniform Guidance.
Grants Specialist, Metropolitan Water District of Southern California (MWD), CA (2023 –
Present)
Dan is providing training regarding pre-award, application, and post-award phases of the grant
lifecycle. Witt O’Brien’s has held a grant consulting services contract with the MWD since 2022.
Grants Monitor, Kansas Department of Commerce, KS (2023)
Dan conducted monitoring reviews for the state’s Building a Stronger Economy (BASE) program, which
focuses on ARPA SLFRF economic development programs, including evaluation and monitoring.
ARPA Monitoring Team Lead, Harris County, TX (2021 – 2023)
As part of the project supporting Harris County’s $915 million ARPA SLFRF program, Dan led a team
that developed County monitoring and subrecipient monitoring programs. He provided technical
assistance to various County departments on compliance related to Uniform Guidance and SLFRF; Dan
also delivered training on various aspects of Uniform Guidance to improve the knowledge of County
staff and other subrecipients regarding Federal requirements for grant programs. Dan helped develop
tracking tools so the County could better understand the level of risk their funding programs face,
which helps enable them to avoid potential clawbacks from the Federal government or reductions in
future awards.
Grants Monitoring Team Lead, King County, WA (2020 – 2023)
Dan developed monitoring strategies for 14 programs funded by the CRF and assisted the County in
establishing a Grant Compliance Unit (GCU). For the latter role, he drafted policies and procedures for
the GCU related to department engagement, program monitoring, subrecipient monitoring, and
training. He also trained GCU staff on Unit policies and procedures, and general compliance
requirements of Uniform Guidance and SLFRF. Through a multi-year, renewable contract with the
County, Witt O’Brien’s is providing post-award management, audit, and closeout services.
Community Development Manager, City of Euclid Department of Planning and
Development, OH (2019 – 2020)
Dan was responsible for managing the City's CDBG Entitlement program administered by HUD. This
included determining project eligibility for CDBG funding, managing the CDBG annual budget,
compliance with 2 CFR 200 administration and procurement standards, and conducting drawdowns to
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request reimbursement from HUD. He was responsible for preparing environmental reviews for projects
receiving CDBG funding in accordance with 24 CFR Part 58. He wrote and submitted Annual Action
Plans and the Consolidated Annual Performance and Evaluation Report (CAPER).
Housing Coordinator, City of Euclid Housing Department, OH (2018 – 2019)
Dan maintained the City's inventory of single- to three-family rental units. He was responsible for
processing the annual rental registration payments and scheduled rental unit inspections, investigating
unregistered rental inquiries, and prosecuting rental units not in compliance with city housing code
chapter 1761.05 of the Euclid Code of Codified Ordinances.
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Matt has 26 years of emergency management and
security experience, with nearly 10 years specifically
supporting FEMA’s Hazard Mitigation Grant Program
(HMGP), Flood Mitigation Assistance (FMA), Building
Resilient Infrastructure and Communities (BRIC), and
Pre-Disaster Mitigation (PDM) programs.
He has a deep understanding of assisting local governments and
state agencies with developing FEMA grant applications for
hazard mitigation planning, construction, and non-construction
activities. He is also an expert in identifying state and local
hazards and potential impacts and issues with project
management, schedules, budgets, procurement, and
reimbursements. Matt has in-depth Benefit Cost Analysis (BCA)
project experience ranging from wildfire mitigation projects to
complex critical infrastructure protection projects.
As an Anti-Terrorism Manager for the U.S. Air Force, his duties
included conducting threat, risk, and vulnerability assessments
for multiple organizations and recommending countermeasures
to mitigate vulnerabilities and threats to assets. Matt coordinated
with local, state, and Federal agencies in intelligence collecting,
analyzing, and decision-making for daily/weekly threat
assessments. Matt is also an experienced trainer, having led or
supervised classes on anti-terrorism awareness, force protection,
crime scene procedures, criminal investigations, contingency
operations, emergency response and management, and active
shooter response.
Hazard Mitigation Specialist, Puerto Rico Department of
Public Safety, San Juan, PR (2023 – Present)
Matt is currently supporting the department with hazard
mitigation assistance and capability with the development of an
island-wide Integrated Public Alert & Warning System-compatible
siren system for nationwide emergency notifications.
Hazard Mitigation Specialist, City of San José, CA (2023 – Present)
Matt is assisting the City in applying for HMGP funding for seismic reconstructions following the 2022
and 2023 severe storms, flooding, landslides, and mudslides (DR-4683 and DR-4699).
Deputy Project Manager, Virginia Department of Emergency Management (VDEM), VA
(2023 – 2025)
Matt served as Deputy Project Manager for Witt O’Brien’s direct technical assistance and overall
program support for VDEM’s BRIC and FMA programs. Our team provided technical assistance to sub-
applicants with application development tasks, including scoping, project scheduling, cost estimating,
and BCAs. We also assisted VDEM with application reviews, technical and qualitative analysis, and
submitting 22 projects into FEMA GO totaling more than $300 million.
MATT ARSENAULT
HAZARD MITIGATION SPECIALIST
YEARS OF EXPERIENCE
26 Years
EDUCATION
BS, Organizational Security and
Management, University of Phoenix
TRAINING
FEMA National Emergency
Management Advanced Academy
(NEMAA)
MGT-310 Threat and Hazard
Identification and Risk Assessment
and Stakeholder Preparedness
Review
Additional FEMA Training: E-0705,
ICS-100, ICS-200, ICS-300, ICS-400,
IS-700, IS-775, IS-800, IS-454, IS-
913, IS-915, IS-916, IS-821
U.S. Department of Defense (DoD)
Courses: U.S. Army Intelligence in
Combating Terrorism, Anti-terrorism
Level I and II
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Hazard Mitigation Specialist, Charlotte County, FL (2023 – 2025)
Charlotte County received an $80+ HMGP million allocation following Hurricane Ida. Matt provided
application development, project scoping, and request-for-information (RFI) assistance to the County.
His projects included multiple hurricane saferooms, generators for critical facilities, flood control, and
utility protection projects.
Mitigation SME, Bloomberg e311/National League of Cities [NLC], Nationwide Support
(2023 – 2025)
Matt was part of the team assisting the NLC and the Local Infrastructure Hub in organizing bootcamps
for local governments with 150,000 or fewer residents. His expertise led to the successful delivery of
numerous BRIC and FMA bootcamp presentations.
Subject Matter Expert, Puerto Rico Electric Power Authority, San Juan, PR (2023 – 2024)
Matt provided support and expertise for multiple HMGP funding opportunities totaling more than $500
million. His projects include retrofits for vulnerable dams, hydroelectric power generation, and flooding
early warning systems.
Deputy State Hazard Mitigation Officer, Colorado DHSEM, Centennial, CO (2015 – 2023)
Matt served as senior HMA project manager for the FEMA post-disaster HMGP, PDM, BRIC, and FMA
programs. He was the State’s Hazard Mitigation Branch Director following a Presidentially declared
disaster. Matt maintained continuity in program delivery among state departments and agencies and
with local and tribal entities and other involved parties, to ensure follow-through of hazard mitigation
efforts. He managed budgets, scopes of work, schedules, and reporting requirements for Federally
funded mitigation projects valued at more than $190 million. He provided detailed evaluation and
analysis of project documents and financial data including quarterly forecasting, requests for
reimbursements, and bid proposals.
Situational Unit Leader, SEOC, Colorado DHSEM, Centennial, CO (2016 – 2023)
During emergency incidents, Matt led the Situation Unit to collect, process, and disseminate incident
data and intelligence from field reports, sensors, and partner systems. He prepared situation
summaries, maps, charts, and dashboards to support operational decision-making. Using GIS tools and
predictive analytics, he generated graphical and numerical projections to track incident movement,
growth, and mitigation activities, maintaining a Common Operating Picture (COP). Matt also supported
planning meetings by providing real-time situational awareness and status updates.
Also in the role, Matt assisted in the development of the Division’s Continuity of Operations Plan
(COOP). He contributed to the identification of essential functions, designation of alternate operational
sites, implementation of secure and resilient communication systems, preservation of critical records,
and assurance that designated personnel can fulfill their responsibilities under emergency conditions.
Anti-Terrorism Manager, Military Police Supervisor, U.S. Air Force, Various Locations
(1999 – 2012)
Matt assisted in the administration, direction, evaluation, and instruction of the U.S. Department of
Defense Anti-Terrorism/Force Protection program. He conducted threat assessments of organizational
practices, policies, procedures, and responsive actions to ensure compliance with Federal directives. He
completed threat, risk, and vulnerability assessments for multiple organizations and recommended the
best countermeasures to either deter, detect, deny, delay, or defeat identified threats. Matt
coordinated with local; state; and Federal agencies in intelligence collecting, analyzing, and decision-
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making for daily/weekly threat assessments. He introduced defensive countermeasures to mitigate
vulnerabilities and threats to Federal assets. He shaped decision-makers toward policy development
utilizing specialized skillsets for the installation of physical security practices and procedures. He also
identified, characterized, and prioritized organizational critical assets.
Matt contributed his physical security skills for major events at multiple U.S. Air Force Academy
graduations, maintaining safety for dignitaries and 20,000+ attendees. Matt planned and executed
physical security measures to protect the North American Aerospace Defense Command, United States
Northern Command, and United States Air Force Space Command and associated resources valued at
over $31 billion. He monitored physical security and anti-terrorism programs for the $21 billion DoD,
and private industry contracted space launch resources throughout a 99,100-acre installation.
Matt also led 50+ classes on anti-terrorism awareness, force protection procedures, hostage-taking and
survival, bomb threat procedures, emergency management, and active shooter response. He
developed an annual training plan for a 500-member organization and updated over 200 critical task
certifications in ten specialized duty positions. Matt provided law enforcement, security, and anti-
terrorism services for over 8,000 Peterson Air Force Base staff, residents, and customers. He delivered
operational support and training oversight to Iraqi Police Stations in Baghdad while engaging in the
Global War on Terror.
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Colin is a mitigation expert with more than 30 years of
experience in hazard mitigation, pre-disaster planning,
environmental consulting, and historic preservation.
Colin is a certified urban planner and floodplain manager who
has helped develop many of the key, national-level mitigation
programs of the past three decades. As a nationally recognized
expert in HMGP, the National Environmental Policy Act (NEPA),
and Historic Preservation compliance efforts related to
implementing mitigation programs, Colin guided the development
of FEMA’s regulations and policies related to 44 CFR Part 10,
development and delivery of NEPA and Cultural Resource
Courses, and completion of more than 150 NEPA compliance
documents, primarily environmental assessments. He was closely
involved in the development of FEMA’s Regional Environmental
Officer Cadre.
Since 1993, Colin has been deployed to 15 large-scale disasters
to lead mitigation efforts or serve as an environmental subject
matter expert. Colin has been involved in the design and
development of applications and the implementation of coastal
flood mitigation projects in New York City urban areas and both
structural and non-structural coastal protection systems in the
U.S. Virgin Islands (USVI). He led hundreds of pre- and post-
disaster hazard mitigation and risk-reduction initiatives, including
supporting the U.S. Virgin Islands Emergency Management
Agency (VITEMA) Hazard Mitigation Grant Program by developing
over 170 projects.
He has supported the implementation of mitigation programs for
more than 100 other disasters, which has involved the review
and development of mitigation grant projects, training programs,
and policy issue evaluation. He has also managed long-term
recovery efforts, cultural and environmental compliance activities, and regulatory and policy
development.
Senior Advisor, Broadband Expansion, National Telecommunications and Information
Administration (NTIA), State of Utah (2024 – Present)
Colin is supporting the group that is implementing broadband expansion for NTIA in the state of
Utah. He is providing environmental and historic preservation review for the project.
Senior Advisor, Broadband Expansion, NTIA, Puerto Rico (2024 – Present)
Colin is supporting the group that is implementing broadband expansion for NTIA in Puerto Rico. He is
providing environmental and historic preservation review for the project.
Senior Advisor, Mitigation Programs, Charlotte County, FL (2022 – Present)
Since Hurricane Ian, Colin has been providing HMA support to the County beginning with application
development. He is currently supporting the County with Hurricane Idalia HMGP allocation.
COLIN VISSERING, MCP,
CFM, AICP
SUBJECT MATTER EXPERT (EHP)
YEARS OF EXPERIENCE
30+ Years
EDUCATION
PhD Candidate, Marine Estuarine
Environmental Science
University of Maryland
Master of Community Planning
(MCP), University of Maryland
B.A. International Affairs, George
Washington University
CERTIFICATIONS
Certified Floodplain Manager (CFM),
Association of State Floodplain
Managers, Inc., since 2006
American Institute of Certified
Planners (AICP), American Planning
Association
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Senior Mitigation and Resiliency Advisor, USVI Office of Disaster Recovery (lead agency),
St. Croix, USVI (2018 – Present)
After Hurricanes Irma and Maria, Colin served as the senior mitigation and resiliency advisor to the
VITEMA to implement all aspects of the 404 and 406 HMGP. He has ensured the development of over
$1 billion in HMGP projects. Those projects include some of the broadest assortments of project types
seen in disaster recovery, from Coral and Mangrove restoration to reduce coastal flooding and erosion,
to unique designs for flood reduction that take a “Ridge to Reef” approach to the challenging
topography and flooding issues that affect many Caribbean Islands. Key HMGP projects approved to
date include $7.3 million for code enforcement; updating the Territory’s geodetic benchmarks for
surveying; a $4.9 million Hazard Mitigation Plan; funding for retrofit and reconstruction of fire stations;
backup communication equipment; and innovative solutions for emergency backup power.
Mitigation and Coastal Resiliency Projects, New York, NY (2013-2018)
As a subject matter expert, Coin provided direct assistance to the City of New York’s Office of
Emergency Management in developing and implementing hazard mitigation and coast resiliency
projects under FEMA’s HMGP as part of Hurricane Sandy recovery efforts. Over $400 million in projects
were approved to include a wide range of mitigation activities, from hardening and protecting public
housing units to structural flood control projects along coastal communities (e.g., dune systems, urban
flood walls, and other protection systems).
Health Resources and Services Administration (HRSA) Review of Recovery Act Grants,
Location (2008-Ongoing under Vissering Consulting Group)
As Deputy Program Manager, coordinated more than 4,000 reviews of medical center construction and
rehabilitation projects nationwide. Helped develop a comprehensive database and was primary author
of two nationwide NEPA programmatic environmental assessments that allow for the completion of the
majority of HRSA NEPA compliance reviews within three months of application submission.
Vissering Consulting Group, Inc. (VCG), Bethesda, MD (2006 – Present)
Colin is the founder and president of VCG, a firm specializing in environmental and historic preservation
for Federal projects. VCG also offers disaster response and recovery services, supports hazard
mitigation programs, and develops innovative resiliency projects and nature-based solutions to address
sea-level rise. Representative projects include the following:
▪ Colin is currently supporting the Lahaina/Maui wildfire disaster as a Mitigation SME for Hawaii
Emergency Management Agency for HMGP program implementation.
▪ As a nationally recognized expert in HMGP, the NEPA, and Historic Preservation compliance efforts
related to implementing mitigation programs, Colin guided the development of FEMA’s regulations
and policies related to 44 CFR Part 10, development and delivery of NEPA and Cultural Resource
Courses, and completion of more than 150 NEPA compliance documents, primarily environmental
assessments. He was closely involved in the development of FEMA’s Regional Environmental Officer
Cadre.
▪ As a SME, Colin provided direct assistance to the City of New York’s Office of Emergency
Management in developing and implementing hazard mitigation and coast resiliency projects under
FEMA’s HMGP as part of Hurricane Sandy recovery efforts. Over $400 million in projects were
approved to include a wide range of mitigation activities, from hardening and protecting public
housing units to structural flood control projects along coastal communities (e.g., dune systems,
urban flood walls, and other protection systems).
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Greenhorne and O’Mara, 2002 – 2005 Vice President and Program Manager, FEMA Support
Programs, Laurel, MD (2002-2005)
Colin served as a Planning Advisor and was assigned to FEMA HQ to help develop processes for the
development of the Early Recovery Strategies for Communities, which outlined a framework for
recovery for communities impacted by Hurricane Katrina. He was also responsible for coordinating
long-term recovery issues with Hazard Mitigation and Planning requirements, as well as coordinating
with relevant associations involved in the recovery efforts (including the APA and AIA).
Hurricane Katrina Gulf Coast Recovery Office, New Orleans, LA (2006-2008)
As the FEMA Gulf Coast Recovery Hazard Mitigation Action Officer, Colin was responsible for consistent
implementation of FEMA mitigation and recovery programs. He streamlined environmental and historic
preservation regulatory compliance across all of the Gulf Coast states impacted by Hurricanes Katrina
and Rita and worked to assess NEPA compliance efforts and worked with FEMA to update policies,
guidance, and regulations to allow for improved program funding.
Global Match Initiative, Department of Community Affairs, State of MS (2007-2008)
As a subject matter expert, Colin provided mitigation grant program expertise as part of a team
developing CDBG and other grant applications to be used as a match for over $500 million in FEMA
mitigation grant funds. Developed grant applications, policy papers, and documentation to support use
of these projects as part of the 25% non-federal match.
Long-Term Recovery Planning, FEMA ESF #14 (2004-2005)
As a senior planner, Colin was assigned to ESF #14 at FEMA HQ to help develop processes for the
development of early recovery strategies for communities, outlining a framework for recovery for
communities impacted by Hurricane Katrina. He was also responsible for coordinating long-term
recovery issues with Hazard Mitigation and Planning requirements, as well as coordinating with relevant
associations involved in the recovery efforts (including the American Planning Association and American
Institute of Architects).
FEMA Technical Assistance and Research Contracts (TARC), Laurel, MD, (2002-2005)
As Principal and Program Manager, Colin was responsible for the effective completion of all task orders
under FEMA’s $16 million TARC contract. These included technical design specifications for hazard
mitigation actions, strategies for implementation of mitigation programs, building performance
assessments following disasters, and problem focused studies related to building sciences and
technologies.
Hazard Mitigation Technical Assistance Program, URS Corporation, Gaithersburg, MD
(1999-2002)
As the Environmental Functional Area Leader, Colin led environmental and historic preservation-related
tasks for the national technical assistance IDIQ contract for FEMA. He also served as the lead writer for
fact sheets highlighting issues related to streamlining EHP review across FEMA programs.
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Luke is a licensed professional geologist with more than
25 years of professional technical experience, including 6
years working on FEMA recovery projects following
Hurricanes Irma and Maria.
He recently joined Witt O’Brien’s as a Hazard Mitigation Subject
Matter Expert (SME). Luke is FEMA trained as a task force leader,
hazard mitigation project specialist, FEMA Public Assistance (PA)
program delivery manager (PDMG), and site inspector. Following
Hurricane Maria in Puerto Rico, he provided expertise as a
geologist and mitigation specialist that was instrumental in
resolving many of the most significant infrastructure problems
that surfaced during the response and recovery efforts. In both
Puerto Rico and Florida, he served as a PDMG and conducted site
inspections following hurricanes.
For 20 years prior, Luke was a professional geologist addressing
development of groundwater sources, major landslide mitigation
projects, drilling and installation of gas and oil wells, and timber
harvesting and restoration operations.
SME Hazard Mitigation, Witt O’Brien’s (2023 – Present)
Luke serves as a Subject Matter Expert and Hazard Mitigation
Specialist for multiple clients in the US, USVI, Puerto Rico, and
Nevada.
Hazard Mitigation Specialist, Virginia Department of
Emergency Management (VDEM), VA (2023 – 2024)
Luke is on the Witt O’Brien’s team providing program management support to VDEM for their BRIC and
FMA programs, providing technical assistance to sub-applicants with application development tasks,
including scoping, cost estimating, and BCAs. Sandeep assisted in completing and properly
documenting BCAs.
Geologist / Hazard Mitigation Technical Specialist, FEMA, Puerto Rico (2017 – 2023)
For 6 years, Luke served as a hazard mitigation specialist for FEMA in Puerto Rico following Hurricane
Maria. He provided HMGP and HUD CDBG-DR programmatic and technical guidance and support to sub
applicants. His work included developing and supporting sub applicants by gathering A&E technical
information relevant to the technical feasibility and effectiveness of a project. Luke helped build the
scope of work, alternative projects, and the budget narrative. He created GIS maps and technical
schematics in support of the sub application. He regularly interacted with stakeholders, universities,
municipalities, technical experts, and the Puerto Rico COR3.
Pilot Catastrophe, Site Inspector Project Specialist, FEMA, Puerto Rico (2017 – 2021)
Following Hurricane Maria, Luke provided FEMA Project Delivery Management and Site Inspection
support for all the affected disaster areas of Puerto Rico. He performed both Grants Portal and Grants
Manager data collecting and archiving. He called subrecipients to gather initial damage information and
determine subrecipient capabilities. Luke conducted Exploratory Calls, drafted Damage Inventories, and
conducted Recovery Scoping Meetings. He coordinated with the CRC on needed changes as data was
qualified and approved and answered all requests for information. Luke conducted associated site
LUKE WEIRUP, PE
SUBJECT MATTER EXPERT (GEOLOGY)
YEARS OF EXPERIENCE
28 Years
EDUCATION
MS, Geotechnical Engineering,
Missouri University of Science and
Technology
BS, Geology, Oregon State University
CERTIFICATIONS / TRAINING
Licensed Professional Geologist
FEMA Trained Task Force Leader;
FEMA Trained Project Specialist;
FEMA Trained PDMG, FEMA Trained
Site Inspector
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inspections and ensured DDD was approved by the Applicant and made necessary amendments. He
completed computations, scope of work, and cost estimates. He identified the eligible damages,
documenting the extent and type of damage. Luke wrote clear and concise reports for grant
processing. He recognized and helped develop mitigation opportunities to avoid repetitive damage. As
Puerto Rico switched to the new PA model and worked as a PDMG in historic Old San Juan until it was
necessary to switch over to Site Inspector, perform inspections, and staff mentor.
Pilot Catastrophe, Site Inspector Crew Leader, FEMA, Dade County, FL (2017 – 2018)
Following Hurricane Irma in Florida, Luke coordinated inspection staffing needs with the Program
Delivery Managers. He regularly assisted with grants managements by solving and drafting the
Damage Inventory. He oversaw site inspection duties of Site Inspectors in Dade County (Miami)
working out of the Doral office. Luke trained staff on Site Inspection procedures and on the use of
Grants Manager. He ensured site inspections were successful and that inspectors developed clear,
concise, and accurate Damage Description and Dimensions. He ensured that all data was efficiently
collected, codified, and entered data into Grants Manager. Luke’s projects primarily included medical
facilities, schools, and public buildings or facilities.
Hydrogeologist, Ashland, NH (2015 – 2017)
Luke worked on developing groundwater sources for use by communities across many sites in the
Northeastern United States. He managed site operations. He located targets, oversaw the drilling and
development of resources, and tested groundwater sources. Luke conducted environmental
investigations ensuring project steps were environmentally sound and in compliance with state and
Federal regulations. Luke was responsible for field studies, mapping, surveys, geophysical
investigations, and record keeping with photo documentation.
Geologist, Landslide Technology Consultant, Portland, Oregon and Cooper Landing, AK
(2012 – 2015, 2020)
Luke worked with construction crews on major landslide mitigation projects. He provided field oversight
of the installation of ground anchors, tie backs, horizontal drains, and instrumentation. He collected
and processed data from instrumentation, conducted damage assessments, and ensured compliance
with state and federal regulations were met. Later, he provided field exploration and geotechnical
drilling oversight on a new highway in Cooper Landing, Alaska.
Field and Well-Site Geologist, Bakersfield, CA (2011 – 2012)
Luke located deep gas and oil production zones and assisted in the drilling and installation of gas and
oil wells. He trained junior staff, ensured crews adhered to safety protocols, utilized microscopy,
chromatography, and downhole instrumentation data to help determine production zones for
Occidental Petroleum in the Elk Hills oil fields in Taft, California.
Heavy Equipment Operator, Knappa, OR (1996 – 2010)
Luke worked in the Pacific Northwest on many heavy civil and logging projects over this time. As an
operator and site construction manager, he was responsible for the safety of the crew members and
regulatory compliance. The roadbuilding and timber harvesting and restoration operations were
conducted in remote regions in cooperation with foresters, environmentalists, and engineers. He also
worked as a construction staking surveyor on heavy civil projects in the Pacific Northwest.
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Sandeep is a Project Management Professional (PMP)
and Certified Construction Manager (CCM) with more
than 20 years of experience in construction and project
management in disaster recovery.
Sandeep is highly adept at Benefit Cost Analysis (BCA) using the
FEMA BCA Toolkit (Version 6.0). He has supported projects under
FEMA Public Assistance (PA), Hazard Mitigation Grant Program
(HMGP), Sheltering and Temporary Essential Power (STEP), and
HUD CDBG-DR. He has experience developing and reviewing
detailed BCAs for applicants, preparing preliminary Hazard
Mitigation Assistance (HMA) BCAs for screening projects for
efficiency and prioritizing projects for ranking and submission to
FEMA. His background includes defining Scopes of Work (SOWs),
developing cost estimates, identifying project-specific hazard
mitigation opportunities, and creating 406 Hazard Mitigation cost
estimates in conjunction with the repair of disaster-damaged
facilities. He also understands how to prepare detailed cost
estimates using RSMeans, Applicant’s Force account labor,
equipment, and material costs, and FEMA’s Cost Estimating
Format (CEF) for large projects.
BCA Specialist, USVI Office of Disaster Recovery (lead
agency), St. Croix, USVI (2024 – Present)
Sandeep is currently supporting the Witt O’Brien’s comprehensive
disaster recovery effort in the USVI that began after Hurricanes
Irma and Maria. He is providing BCA support for Section 404
HMGP and competitive HMA programs such as BRIC and FMA, as
well as project applications under FEMA PA. His work includes
performing and validating BCAs for a variety of mitigation
projects, including flood mitigation, energy resilience, erosion
control, and seismic retrofits. To date, Sandeep has supported applications totaling over $200 million in
project value, with more than $100 million approved for implementation. His expertise extends to
addressing RFIs, preparing environmental and feasibility reviews, and ensuring compliance with FEMA
guidelines for cost effectiveness and technical adequacy.
BCA Specialist, Charlotte County, FL (2023)
Sandeep provided comprehensive technical assistance to Charlotte County as they recover from
Hurricanes Ian and Idalia. He completed and properly documented BCAs in compliance with FEMA
guidelines. He worked closely with County officials and stakeholders to ensure that all analyses were
accurate, well-documented, and aligned with program requirements. Sandeep’s responsibilities included
performing and validating BCAs for a variety of mitigation projects, including flood mitigation,
generators for critical facilities, energy resilience, and saferoom retrofits.
BCA Specialist, Virginia Department of Emergency Management (VDEM), VA (2023)
As part of program management support for VDEM’s BRIC and FMA programs, Sandeep provided
technical assistance to a variety of sub-applicants, including municipalities, counties, and public utilities.
SANDEEP SINGH, PE PMP,
CCM
HAZARD MITIGATION SPECIALIST
(BCA)
YEARS OF EXPERIENCE
24 Years
EDUCATION
BS, Civil Engineering, Syracuse
University
CERTIFICATIONS
Project Manager Professional (PMP),
#2567533, Project Management
Institute, expires May 21, 2025
Certified Construction Manager
(CCM), Construction Management
Association of America,
CMCI #13505
TRAINING
FEMA IS-230.E, IS-276.A, IS-1000,
IS-1006, IS-1008, IS-1013.
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His responsibilities included assisting with application development tasks such as project scoping, cost
estimating, and conducting and documenting BCAs in compliance with FEMA guidelines. Sandeep
performed and documented 15 BCAs for a range of mitigation projects, including stormwater drainage
improvements and floodplain acquisitions, backup power generation for water treatment plants and
emergency shelters, wind-hardening and floodproofing for public facilities and roadway elevation and
bridge improvements.
Hazard Mitigation Specialist, Contract Assignment, New York State Division of Homeland
Security and Emergency Services (NYS DHSES), New York, NY (2021 – 2023)
Sandeep assisted with application development for HMGP, BRIC, and FMA programs; documented
migration to FEMA GO; maintained communication with subrecipients and provided technical assistance
to eligible subrecipients; and evaluated proposals to make recommendations for program funding. He
also developed, implemented, and oversaw quality control and quality assurance processes to ensure
compliance with FEMA policies, procedures, and regulations. His BCA work involved preparing
preliminary HMA BCAs, developing detailed BCAs for HMA sub-applications, and reviewing HMA BCAs
prepared by sub-applicant staff to ensure adequate supporting documentation existed and projects had
a passing Benefit Cost Ratio.
Senior Costing Specialist/406 Hazard Mitigation Specialist, FEMA PA Technical Assistance
Contract, Contract Assignment, FEMA Consolidated Resource Center (CRC) Atlantic, San
Juan, PR (2019 – 2021)
Following Hurricane Maria in Puerto Rico (DR 4339-PR) and the USVI (DR 4340-USVI), Sandeep
worked in the FEMA CRC in Puerto Rico to provide recovery support. His responsibilities included but
were not limited to reviewing and determining eligibility for Private Non-Profit organizations, public
facilities, and infrastructure for FEMA funding and extent of applicable damages in accordance with
FEMA PA policies and procedures, developing cost estimates and SOW for Categories A, B, C, E, and G
and identifying project-specific hazard mitigation opportunities and creating 406 Hazard Mitigation cost
estimates. He also developed preliminary cost estimates to provide funding for Version 0 Architectural
and Engineering design services and created detailed cost estimates using RSMeans, Applicant’s Force
Account Labor and Equipment Costs, and FEMA’s CEF.
Senior Project Manager, FEMA Emergency Home Repair – Virgin Islands Program, FEMA
STEP Program, Contract Assignment, St. Croix, USVI (2018 – 2019)
Following Hurricane Maria in USVI, Sandeep served as a Senior Project Manager for the FEMA
Emergency Home Repair/STEP program in St. Croix. He collaborated with FEMA, consulting firms
assisting in disaster recovery, the Virgin Islands Housing Finance Authority and local partners to
develop Project Scopes, Preliminary Cost Estimates, and monitor permits. His major responsibilities
included reviewing Preliminary Damage Assessments, Damage Descriptions and Dimensions, SOWs;
approving drawings and specifications of roof repairs and roof replacement with subcontractors;
conducting detailed estimates using RSMeans, CostWorks, and FEMA CEF; and assisting with Closeout.
Senior Project Manager/BCA Analyst, Steel Associates, LLC, New York, NY (2014 – 2018)
For NYS DHSES HMGP, Sandeep managed projects with FEMA funds from FEMA 404 HMGP and FEMA
PA Program for 33 Community Centers for sub-grantee New York City Housing Authority (NYCHA)
among his other responsibilities.
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Construction Project Manager, TDX Construction Corporation, New York, NY (2014)
In this role, Sandeep collaborated with NYCHA, New York City School Construction Authority, (NYCSCA)
and other stakeholders to develop Project Scopes and Preliminary Cost Estimates among his other
responsibilities.
Senior Project Manager, Zoria Housing, LLC, Queens, NY (2010 – 2014)
Sandeep was responsible for directing all phases of construction management including procurement,
initiation, planning, execution, monitoring, controlling and closeout phases. He supervised field
personnel and coordinated special inspections; prepared cost estimates and bids based on blueprints
and specifications for NYCHA and NYCSCA projects among his other responsibilities.
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Cathy is a GIS expert with 18 years of experience using
GIS systems and tools (including Hazus and ArcGIS).
Cathy provides GIS analysis, mapping, and risk analysis products
for emergency management and performs Enhanced (Level 2)
Hazus modeling for earthquakes, floods, and hurricanes. She has
worked for state and local governments and has experience in
managing projects including grant-funded projects.
GIS Data Specialist, City of Carson, CA (2023 – 2024)
As a GIS Data Specialist, Cathy has mapped all of the county
features, critical facilities, hazards, and overlays. This data
includes everything visually required for a Hazard Mitigation Plan
(HMP) and the supporting data tables that form the analysis
needs for the City of Carson's local HMP update.
GIS Specialist, Washington State Department of Health
and Human Services, Research and Data Analysis
Division (2023 – Present)
Cathy serves as a SME in geospatial data and geospatial services.
Provides customer support for enterprise GIS services, special
project requests, and service delivery points-of-access for users.
She applies specialized knowledge and experience in geospatial
database design and geospatial data management for the
acquisition, storage, and delivery of enterprise geospatial data
and geospatial services.
GIS Data Specialist, Montgomery County, MD (2023 –
2024)
As a GIS Data Specialist Cathy mapped and provided analysis
needs for Montgomery County to update their Local HMP. This
plan has been approved by FEMA and the project is complete.
GIS Data Specialist, Northampton and Lehigh Counties,
PA (2023 – 2024)
Cathy served as a GIS Data Specialist for the Multi-Jurisdictional
HMP Update. She provided mapping and analysis to Northampton
and Lehigh Counties.
GIS Data Specialist, Colorado Department of Homeland
Security and Emergency Management (2022 – Present)
Cathy is serving as a GIS Data Specialist for the Enhanced State
HMP Update. She provides mapping and analysis to the State of
Colorado. Witt O’Brien’s is a subconsultant to E.L. Robinson.
GIS Data Specialist, City of Carnation, King County, WA (2022)
Cathy provided mapping and analysis to the City of Carnation for their HMP Annex.
CATHY WALKER, GISP, MS
SENIOR GIS/HAZUS SPECIALIST
YEARS OF EXPERIENCE
18 Years
EDUCATION
MS, Geographic Information Science,
University of Denver
BS, Chemistry, University of Puget
Sound
Baccalaureate Certificate, Geographic
Information Systems & Spatial
Modelling, University of Washington-
Tacoma
CERTIFICATIONS
GIS Professional (GISP) Certification,
GIS Certification Institute; Cert
#60523 (Issued 2012)
FEMA Professional Development
Series Certificate
FEMA Hazus-MH Practitioner
Certificate
FEMA Hazus-MH Trained Professional
Certificate
TRAINING
FEMA Emergency Management
Institute: IS -139; IS-200.FW; ICS-
200; IS -230; IS -235; IS -240; IS -
241; IS -242; IS -244; IS -340; IS -
700; IS -701; IS -702; IS -800.A; IS -
800.B; E172; E174; E296; E313;
E317; Additional Training and Skills
Provided at End of Resume
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GIS Data Specialist, Washington State Department of Revenue, WA (2021 – 2023)
Cathy maintains and configures GIS-related databases, data models, applications, and software within
the agency and provides escalated system support to both internal users and the public. She works
within other state agencies, city, county, and tribal partners to collaborate on data quality and
integration. She creates and maintains custom scripts, web applications, spatial data and layers using
COTS, multiple development languages and scripting languages, providing graphics, maps and other
property-related information to both internal customers and the public. She provides technical advice
and expert interpretations in relation to data quality and integrity for high-level data sets utilized by the
agency and for state projects.
GIS Manager, City of Maple Valley, WA (2018 – 2021)
Cathy was responsible for creating and maintaining all geospatial data for the city including parcels,
addresses, storm water system, zoning, land use, etc. Cathy completed mapping and analysis needs for
the city’s inclusion in King County’s 2020 HMP. She provided new maps for the city’s Critical Facilities &
Infrastructure, Flood Hazard Areas, Landslide Hazard Areas, Liquefaction Susceptibility, Wildfire
Susceptibility, and NEHRP Soils. She collected all new features installed and maintained by the city
using Trimble GPS/TerraSync and Pathfinder Office. Maintained ArcSDE/SQL Server databases for both
day-to-day mapping and analysis needs & for mapping applications & services that relied on ArcGIS
Enterprise/Portal for ArcGIS services. Served as the Project Manager and GIS Lead on the
implementation of the City’s new asset management system, Cityworks and SeeClickFix.
GIS Analyst / Planner, Pickens County, SC (2017)
Cathy was contracted by All Clear Management to provide GIS support in the completion of the Hazard
Mitigation Plan for Pickens County, South Carolina.
GIS Analyst / Planner, City of Greer, SC (2016)
Cathy was contracted by All Clear Management to provide GIS support in the completion of the Hazard
Mitigation Plan for the City of Greer, South Carolina.
GIS Analyst / Planner, Washington State, Tumwater, WA (2012 – Present)
Cathy provides GIS analysis, mapping, and risk analysis products to engineering, emergency
management, and legal professionals as an independent contractor. She utilizes commercial, private,
and open-source sources of geospatial data for inclusion in GIS analysis, reports, and cartographic
products. Cathy performs data analysis/data mining of client data to produce spatial analysis products
and results and provides QA/QC support for client provided data to validate accuracy prior to inclusion
in overall analysis products. She has performed Enhanced (Level 2) Hazus-MH modeling for
earthquakes, floods, and hurricanes. Cathy has made CDMS updates of local data for inclusion in
hazard modeling using Hazus-MH. She has advanced-level geocoding skills and knows how to clean of
large quantities of data used in analysis. Her past projects include:
▪ HMPs for Local, County, Tribal, and State jurisdictions.
▪ Comprehensive Wildfire Protection Plan update for a local county.
▪ Demographic and Population analysis to determine suitability for future development of a
community-based center.
▪ Farmland and Zoning analysis
▪ Database template design and python scripts for the automation of county jurisdiction data for use
in mitigation planning and analysis.
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▪ Hot Spot Analysis of Student Population within a School District
▪ Student Generation Analysis for school districts within Pierce County to determine which students
resided in newly constructed residences within the district.
▪ Geocoding Student Addresses Analysis to determine students that reside within & outside Pierce
County’s Urban Growth Area
▪ New attendance boundaries maps for elementary, middle, and high schools in support of student
transportation planning.
▪ Student Population Analysis to Determine Population of Students Affected by local wildfire.
▪ Wildfire support to school district in Pierce County to determine those students living within the
evacuation area of the fire so further support could be given to these students and their families.
GIS Data Services Manager / Analyst, Washington State Office of the Superintendent of
Public Instruction (OSPI), Olympia, WA (2010 – 2018)
Responsible for the development of geospatial data and geodatabases for use in the development of
GIS based solutions for internal and external OSPI customers. Served as the primary GIS personnel for
all GIS products and solutions within this state agency.
GIS/Risk Analyst, State of Washington, Olympia, WA (2010)
Cathy served as the sole GIS/Risk Analyst on this project, which involved the development of risk maps
for each of Washington’s hazards, the completion of a risk and vulnerability analysis of state-owned
and leased facilities, and a loss-avoidance study to determine the effectiveness of past mitigation-
funded projects within the State.
GIS Analyst, Washington State Military Department, Camp Murray, WA (2007 – 2010)
Cathy provided GIS products and solutions to the Military Department’s Emergency Management
Division and was responsible for coordinating with local, county, and Federal GIS professionals to
acquire GIS data to maintain data currency for the Department. She provided geospatial analysis of the
impacts of high potential dams within a specific discharge area.
Lead GIS Analyst, State Emergency Operations Center, WA (2007 – 2010)
Cathy served as the Lead GIS Analyst during activations and exercises, including 3 Federal disaster
declarations for flooding. This required working independently and as a team to provide maps and
analysis products for use in determining the course of action needed with respect to response
activities.
Project Manager, State of Washington, Olympia, WA (2007 – 2010)
Served as Project Manager and Technical Advisor on this $150K FEMA Federal grant project to enhance
statewide essential facilities data within Hazus-MH MR4. Worked with and supervised contractors,
designed the project SOW and budget, approved work invoices, and solved technical issues presented
during the project.
ADDITIONAL TRAINING AND TECHNICAL SKILLS
▪ GIS Courses: ArcGIS Desktop III: Analysis & Workflows; Creating Effective Web Mapping
Applications Using ArcGIS Server; Building Web & Mobile ArcGIS Server Applications Using the
JavaScript API; GIS Programming 101 for ArcGIS 10: Mastering Python; Getting Started w/ ArcGIS
Pro; Regression Analysis Using ArcGIS Pro; Raster Data Processing w/ ArcGIS Pro; Working with
NetCDF Data in ArcGIS Pro; Creating Vector Tiles in ArcGIS Pro; Building Geoprocessing Models
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Using ArcGIS Pro; Automating Workflows Using ArcGIS Pro Tasks IS -100 – Introduction to the
Incident Command System, ICS-100
▪ FEMA Hazus-specific training: E172 – Hazus-MH for Flood; E174 – Hazus-MH for Earthquake; E296
– Application of Hazus-MH for Risk Assessment; E313 – Basic Hazus-MH; E317 – Comprehensive
Data Management for Hazus-MH
▪ Advanced geocoding skills and database design experience, which will support the creation of
efficient, quality-controlled, and accurate geodatabases.
▪ Experience with the creation of story maps, custom symbols, styles, and designs, and accessible
mapping products that can be shared with the general public; and web application and coding
experience to support the development of public-facing online products.
▪ Experience collecting GIS data (using tools like TerraSync and Pathfinder Office), which will be of
key importance when adding new, community-identified critical facilities to our hazard analysis.
▪ Exhaustive experience utilizing commercial, private, and open-source sources of geospatial data for
inclusion in GIS analysis, reports, and cartographic products.
▪ ESRI’s ArcGIS Desktop v.10.x, ArcGIS Enterprise (v.10.x), and Portal for ArcGIS administration,
configuration, and security and related Desktop extensions including Spatial Analyst, Maplex,
Network Analyst, 3-D Analyst, Data Interoperability, Crime Analysis Spatial Extension, ArcGIS Editor
for OpenStreetMap, Geostatistical Analyst, Get Started with ArcGIS Arcade, and Building Web Apps
with ArcGIS Experience Builder
▪ ArcGIS Pro 1.x/2.x including Spatial Analyst, 3D Analyst, Network Analyst, Geostatistical Analyst, &
Data Interoperability extensions.
▪ GIS Web Mapping Application development including customization of widgets, pop-ups, &
symbology using ArcServer APIs.
▪ ArcGIS Online, Web App Builder for ArcGIS, Survey 123, QuickCapture, Collector for ArcGIS & Story
Maps for ArcGIS
▪ Advanced cartographic skills: map layouts, map books using data driven pages, style sheets,
custom symbols, templates, and map design
▪ Data collection using Trimble GPS, TerraSync, and Pathfinder Office
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Appendix B:
Required Attachments
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City of Rancho Palos Verdes Page 1 of 11
RFQ-Cal OES/FEMA Grant Management and Administration
City of Rancho Palos Verdes
Request for Qualifications (RFQ)
Cal OES/FEMA Grant Management and
Administration
Public Works Department
Attention: Russ Bryden, Principal Engineer
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
Phone: (310) 544-5262 | Email: rbryden@rpvca.gov
RFQ Release Date: October 14, 2025
Request for Clarification Deadline: October 31, 2025
RFQ Submittal Deadline: November 14, 2025
Firm Interviews (if necessary): Week of December 1, 2025
Anticipated Notice of Award: December 16, 2025
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RFQ-Cal OES/FEMA Grant Management and Administration
Cal OES/FEMA Grant Management and Administration
The City of Rancho Palos Verdes is requesting qualifications from consulting firms to
perform grant management and administration services for California Governor’s Office
of Emergency Services (Cal OES) and Federal Emergency Management Agency (FEMA)
grants in support of the projects related to ongoing remediation efforts by the City to
address the Greater Portuguese Bend Landslide Complex (Landslide Complex).
All correspondence and questions regarding this Request for Qualifications (RFQ) should
be submitted via email to:
Russ Bryden, Principal Engineer
Email: rbryden@rpvca.gov
Phone: (310) 544-5262
To be considered for this project, submit an electronic copy of the qualifications to the
above email address by 4:30 PM, on Friday, November 14, 2025.
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TABLE OF CONTENTS
I. Introduction Page 4
II. Project Description and Background Page 4
III. Scope of Services Page 4
IV. Preliminary Project Schedule Page 7
V. Qualifications Submittal Requirements Page 7
VI. Request for Clarification and Submission Confirmation Page 9
VII. Evaluation and Selection Process Page 10
VIII. Attachments
Attachment A – Sample Professional Services Agreement
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RFQ-Cal OES/FEMA Grant Management and Administration
Cal OES/FEMA Grant Management and Administration
I. INTRODUCTION
The City of Rancho Palos Verdes (City) is a scenic, upscale, residential coastal
community, with a population of approximately 42,000, located on the Palos Verdes
Peninsula of southwestern Los Angeles County.
The City is a contract city, meaning that some services are provided by contract agencies
(both public and private) and some services are delivered by the City’s own employees.
City Government: Rancho Palos Verdes is a General Law City and has operated under
the Council-Manager form of government since its incorporation in 1973. Policy-making
and legislative authority are vested in the governing City Council, which consists of five
Council Members, including the Mayor and Mayor Pro-Tem. The City is fiscally sound and
functions on an annual budget cycle.
The purpose of this document is to provide qualified firm(s) with the information needed
to submit qualifications for review by the City and, if selected, enter into a Professional
Services Agreement with the City. Enclosed is a blank Professional Services Agreement
form for review.
II. PROJECT DESCRIPTION AND BACKGROUND
The City is confronting an escalating geological hazard resulting from the reactivation and
accelerated movement of the Greater Portuguese Bend Landslide Complex (Landslide
Complex), an ancient landslide complex that has exhibited instability for several decades.
In recent years, consecutive seasons of record rainfall have subsequently increased land
movement within the Landslide Complex. This accelerating rate of displacement poses a
significant threat to critical public infrastructure, utilities, and overall regional public safety.
The City has applied for multiple regional, state, and federal grants to address this threat.
The City seeks to retain a qualified grant management and administration firm
(Consultant) to provide comprehensive technical and administrative support for the
implementation of the regional, state, and federal grants related to the Landslide
Complex. The Consultant shall be responsible for providing Cal OES/FEMA compliant
grant administration, fiscal oversight, compliance monitoring, and documentation services
throughout the performance period.
III. SCOPE OF SERVICES
The selected Consultant shall serve as an extension of City staff and shall be responsible
for managing all administrative, financial, and programmatic elements of Cal OES/FEMA
grants throughout the period of performance. The Consultant shall possess
demonstrated, successful experience providing similar grant management services to
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RFQ-Cal OES/FEMA Grant Management and Administration
municipalities within the State of California, including direct experience administering Cal
OES/FEMA grant program funds.
At minimum, the Consultant shall provide the following services:
1. Procurement Compliance
a. Assist the City in preparing Requests for Proposal (RFPs), bid
documents/special provisions, and contracts that meet all Cal OES/FEMA
procurement requirements.
b. Verify proposer/bidder eligibility per 2 CFR Part 180.
2. Grant Administration
a. Ensure full compliance with all terms and conditions of Cal OES/FEMA
awarded grants, in accordance with the executed grant agreements, by
implementing and maintaining all required post-award administrative, financial,
and programmatic obligations.
b. Maintain complete and accurate files and all pertinent correspondence, reports,
and documentation in accordance with 2 CFR Part 200 and other applicable
federal and state regulations.
c. Provide grant administration support to City staff and officials in execution
and oversight of the grants, ensuring alignment with all applicable grant
conditions.
3. Grant Management and Coordination
a. Communicate and meet with City staff to review project status, schedules,
milestones, and to resolve issues that may arise in support of grant
administration.
4. Budget, Schedule, and Reimbursement Oversight
a. Prepare, submit, and track reimbursement requests to Cal OES/FEMA as
required by grant agreements, ensuring all documentation meets federal and
State standards.
b. Coordinate with Cal OES/FEMA regarding reimbursement processing,
change requests, and any grant administration needs.
c. Prepare and process requests for grant time extensions, scope
amendments, or budget adjustments, ensuring continued eligibility under the
grant.
5. Reporting and Audit Support
a. Prepare all required grant reports as may be required by the grant
agreement and/or Cal OES/FEMA. Draft and submit reports in Cal
OES/FEMA prescribed formats, including updated metrics, milestones, and
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expenditures.
b. Support and participate in any grant audits or monitoring visits by FEMA, Cal
OES, or their designees, including preparation of responses to findings or
corrective action requests.
c. Advise the City on strengthening City internal controls for grant management
to prevent disallowed costs or audit findings.
d. Ensure all project files are organized for the minimum required retention
period per 2 CFR 200.
e. Conduct periodic internal reviews to ensure the City is prepared for a single
audit or FEMA monitoring visit at any time.
6. Agency Coordination
a. Support the City in coordinating with Cal OES, FEMA, and other grant
agencies.
The Consultant shall perform any additional tasks deemed necessary to achieve a
complete and successful grant administration outcome as described in the Project
Description and Background. The Consultant is encouraged to propose enhancements,
efficiencies, or best practices that may improve program effectiveness and ensure the
City’s full compliance with Cal OES/FEMA requirements.
Deliverables
As part of the Services, Consultant will prepare and deliver the following tangible work
products to the City.
1. Procurement Review Comments/Memoranda:
a. Memoranda identifying needed revisions to procurement documents to
comply with Cal OES/FEMA requirements.
2. Grant Management and Administration Correspondence:
a. Records of correspondence related to grant management and administration.
3. Budget, Schedule, and Reimbursement Documents:
a. Reimbursement requests consistent with all federal and state requirements
b. Grant time extension documents and grant agreement amendments.
c. Grant scope change documents and grant agreement amendments.
d. Grant budget adjustment documents and grant agreement amendments.
4. Grant Reports and Files:
a. Grant reports to Cal OES/FEMA with all required information.
b. Compiled information and documents to support grant audits.
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c. Responses to grant audits from Cal OES/FEMA.
d. Internal controls advisory memoranda.
e. Up to date complete file of all required grant documents.
5. Meeting Agenda and Minutes:
a. Documentation of coordination meetings with City staff, Cal OES/FEMA or
their designees.
City staff may request that check-sets or working versions of documents be submitted for
ongoing routine review. City staff will review all deliverables, including preparatory or
record materials for service deliverables, and provide comments. The Consultant is
required to revise draft deliverables to address City staff’s comments.
IV. PRELIMINARY PROJECT SCHEDULE
RFQ Schedule
The following is the anticipated schedule for the RFQ process:
Request for Qualifications Available October 14, 2025
Request for Clarification Due October 31, 2025
Qualifications Due November 14, 2025
Firm Interviews (if necessary) Week of December 1, 2025
Anticipated Notice of Award December 16, 2025
The City anticipates awarding a five-year contract for the scope of services.
V. QUALIFICATIONS SUBMITTAL REQUIREMENTS
This RFQ represents the requirements for an open and competitive process.
Qualifications will be accepted until 4:30 p.m. on Friday, November 14, 2025. An
evaluation of Qualifications will begin in the week of November 17, 2025. If additional
information or discussions are needed with any consultants(s), the consultant(s) will be
notified during that review period.
The City will be selecting consultants no later than Tuesday, December 16, 2025.
Qualifications may be submitted electronically via email to Russ Bryden, Principal
Engineer at rbryden@rpvca.gov. Requests for clarification of the information contained
herein must be submitted by email by Friday, October 31, 2025, at 4:30 PM.
Submission Requirements
1. Only one Qualification submittal per firm will be considered.
2. The submittal should be typed and as brief as possible while adequately describing
the qualifications of the firm. The final submittal shall be sent as a PDF via email
to Russ Bryden at rbryden@rpvca.gov.
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3. The proposing firm shall submit the following information with the package,
including the same information for subcontractors, in the following format:
a. Cover Letter: Provide the name, address, and phone number of the firm; the
present staff (size, classification, credentials); the primary contact’s name,
phone number, and email address; any qualifying statements or comments
regarding the Qualification; and identification of any sub-consultants and their
responsibilities. Identify the firm’s type of organization (individual, partnership,
corporation), including names and contact information for all officers, and proof
that the organization is currently in good standing. For State/Federally funded
projects - firm needs to be recognized as an entity to work on federal and state
funded projects. Firm should provide their “DUNS” registration information as
part of the cover letter. The signed letter should also include a paragraph
stating that the firm is unaware of any conflict of interest in performing the
proposed work. (No more than two pages)
b. Approach to Scope of Services: Re-state the Scope of Services with any
additions, expansions, clarifications, or modifications that the firm proposes in
order to provide the services and produce the deliverables contained in this
RFQ. Describe how completing the Scope of Services will be approached and
any cost-saving or value-adding strategies or innovations the firm will bring to
the project. (No more than two pages)
c. Organization and Staffing: Identify the person who will be the Project Manager
and primary contact person responsible for the overall delivery of the project.
Provide an organizational chart of the project team that clearly delineates
communication and reporting relationships among the project staff and among
the sub-consultants involved in the project. Identify key personnel to perform
work in the various tasks and include major areas of subcontracted work.
Indicate the expected contributions of each staff member in time as a
percentage of the total effort. Specifically show the availability of staff to provide
the necessary resource levels to meet the City’s needs. Indicate that the Grant
Manager and key staff will remain assigned to this project through completion
of the Scope of Services. (No more than two pages)
d. Staff Qualifications and Experience: Describe qualifications of the assigned
staff and sub-contractors including relevant technical experience. Staff
assigned to complete the Scope of Services must have p revious experience in
providing the necessary services as described under the Scope of Services.
Description of Consultant’s experience should include:
• Prior Experience: Demonstrate that the firm has significant experience
providing services similar to those described under the Scope of Services.
(No more than two page)
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• Staff Qualifications: Provide resumes for the Project Manager and any other
key staff members to be assigned to contribute to the Scope of Services,
with an emphasis on similar services which they provided to other agencies.
(No more than ten pages)
• Reference Projects: Include at least three projects with similar scope of
services performed by the project team within the past three years and
indicate the specific responsibilities of each team member on the reference
project. Provide contact information for each client. (No more than ten
pages)
e. Project Schedule: Provide an example schedule for completion of the tasks and
sub-tasks required to accomplish the scope of work. Note all deliverables and
interim milestones on the schedule. (No more than one 11” x 17” page)
f. Quality Control Plan: Describe the quality control procedures and associated
staff responsibilities which will ensure that the deliverables will meet the City’s
needs. (No more than one page)
g. Acceptance of Conditions: State the offering firm’s acceptance of all conditions
listed in the Request for Qualifications (RFQ) document and Sample
Professional Services Agreement (Attachment A). Any exceptions or
suggested changes to the RFQ or Professional Services Agreement (PSA),
including the suggested change, the reasons therefore and the impact it may
have on cost or other considerations on the firm’s behalf must be stated in the
Qualifications. Unless specifically noted by the firm, the City will rely on the
Qualifications being in compliance with all aspects of the RFQ and in
agreement with all provisions of the PSA. (No more than one page)
VI. REQUEST FOR CLARIFICATION AND SUBMISSION CONFIRMATION
1. Requests for Clarification:
Requests for clarification of the information contained herein shall be submitted
in writing prior to 4:30 pm on October 31, 2025. Responses to any clarification
question will be provided to each firm from which Qualifications have been
requested. It is highly recommended that the prospective consultant firms visit
the City to view the project location prior to submitting a request for clarification.
2. Confirmation Email:
Upon submission of Qualifications to the City, the Consultant shall request email
confirmation that the Qualifications have been received and retain the email as a
record. If email confirmation is not received, the Consultant shall correspond with
the City until confirmation is received.
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VII. EVALUATIONS AND SELECTION PROCESS
1. Evaluations:
Qualifications will be evaluated based on the following criteria:
a. Staff Qualifications and Experience (30%)
• Relevance of experience of the firm (to provide support resources to the
project team)
• Relevance of experience and strength of qualifications of the Project
Manager
• Relevance of experience and strength of qualifications of the key
personnel performing the work
• Relevance of referenced projects and client review of performance during
those projects
b. Organization and Staffing (30%)
• Availability of key staff to perform the services throughout the duration of
the project
• Assignment of appropriate staff in the right numbers to perform the Scope
of Services
• Appropriate communication and reporting relationships to meet the City’s
needs
c. Approach to Scope of Services (30%)
• Understanding of the Scope of Services as demonstrated by the
thoroughness of the Qualifications, introduction of cost-saving or value-
adding strategies or innovations (including those applying to overall project
schedule), and an overall approach most likely to result in the desired
outcome for the City.
d. Quality Control (10%)
• Adequate immediate supervision and review of staff performing the work as
well as appropriate independent peer review of the work by qualified staff
not otherwise involved in the project.
2. Selection Process:
An evaluation panel will review all Statements of Qualifications submitted and
select the top firms. These top firms may then be invited to make a (virtual)
presentation to the evaluation panel, at no cost to the City. The panel will select
the firm, if any, which best fulfills the City’s requirements. The City will then further
refine the scope and schedule with that firm and request a not to exceed proposal.
The City will negotiate the fee with that firm. The City reserves the right to negotiate
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special requirements and proposed service levels using the selected proposal as
a basis. If the City is unable to negotiate an agreeable fee for services with the top
firm, the City will negotiate with the next firm chosen among the top firms.
3. Award Notification:
The City will notify all submitees in writing of the outcome of the selection process
and intent to award. This RFQ does not commit the City to award an agreement,
nor pay any costs incurred in the preparation and submission of the proposal in
anticipation of an agreement. The City reserves the right to reject any or all
submittals, or any part thereof, to waive any formalities or informalities, and to
award the agreement to the firm deemed to be in the best interest of the City and
the Department.
4. Award of Agreement:
The selected firm shall be required to enter into a written agreement with the City,
in a form approved by the City Attorney, to perform the Scope of Services. See
sample agreement in Attachment A. This RFQ and the proposal, or any part
thereof, may be incorporated into and made a part of the final agreement; however,
the City reserves the right to further negotiate the terms and conditions of the
agreement with the selected consultant. The agreement will, in any event, include
a maximum "not to exceed" cost to the City.
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