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08-23-2021CCAgenda-SUPPLEMENTAL1.CALL TO ORDER 2.ROLL CALL NO. 2 PORTUGUESE BEND ROAD ROLLING HILLS, CA 90274 (310) 377-1521 FAX (310) 377-7288 AGENDA Regular City Council Meeting CITY COUNCIL Monday, August 23, 2021 CITY OF ROLLING HILLS 7:00 PM SUPPLEMENTAL AGENDA This meeting is held pursuant to Executive Order N-29-20 issued by Governor Gavin Newsom on March 17, 2020. All Councilmembers will participate in-person wearing masks per Los Angeles County Health Department's Health Officer Order effective Saturday, July 17, 2021. The meeting agenda is available on the City’s website. A live audio of the City Council meeting will be available on the City’s website. Both the agenda and the live audio can be found here: https://www.rolling- hills.org/government/agenda/index.php. Members of the public may come in to City Hall wearing masks, per the new Health Officer's Order. Members of the public may observe and orally participate in the meeting via Zoom and or submit written comments in real-time by emailing the City Clerk’s office at cityclerk@cityofrh.net. Your comments will become part of the official meeting record. You must provide your full name, but please do not provide any other personal information that you do not want to be published. Zoom access: https://us02web.zoom.us/j/87227175757? pwd=VzNES3Q2NFprRk5BRmdUSktWb0hmUT09 Or dial (669) 900-9128 meeting ID: 872 2717 5757 passcode: 780609 Live stream recordings to all the City Council meetings can be found here: https://cms5.revize.com/revize/rollinghillsca/government/agenda/index.php While on this page, locate the meeting date of interest then click on AUDIO. Another window will appear. In the new window, you can select the agenda item of interest and listen to the audio by hitting the play button. Written Action Minutes to the City Council meetings can be found in the AGENDA, typically under Item 4A Consent Calendar. Please contact the City Clerk at 310 377-1521 or email at cityclerk@cityofrh.net for assistance. Next Resolution No. 1286 Next Ordinance No. 371 1 3.OPEN AGENDA - PUBLIC COMMENT WELCOME This is the appropriate time for members of the public to make comments regarding the items on the consent calendar or items not listed on this agenda. Pursuant to the Brown Act, no action will take place on any items not on the agenda. 4.CONSENT CALENDAR Matters which may be acted upon by the City Council in a single motion. Any Councilmember may request removal of any item from the Consent Calendar causing it to be considered under Council Actions. 4.A.REGULAR MEETING MINUTES OF AUGUST 9, 2021. RECOMMENDATION: Approve as presented. 4.B.PAYMENT OF BILLS. RECOMMENDATION: Approve as presented. 4.C.REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR JULY 2021. RECOMMENDATION: Approve as presented. 4.D.RECEIVE AND FILE A REQUEST FOR PROPOSAL (RFP) FOR CITY HALL LANDSCAPING AND IRRIGATION DESIGN AND MAINTENANCE. RECOMMENDATION: Receive and file. 5.COMMISSION ITEMS 5.A.ZONING CASE 21-08: REQUEST FOR VARIANCES FOR ENCROACHMENT INTO THE FRONT YARD SETBACK AND STRUCTURES IN THE FRONT YARD; AND SITE PLAN REVIEW FOR GRADING LOCATED AT 3 OUTRIDER ROAD (HOYLER). RECOMMENDATION: Receive and file. 6.PUBLIC HEARINGS 7.OLD BUSINESS 7.A.CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH HQE SYSTEMS INC. FOR A NOT-TO-EXCEED AMOUNT OF $3,280 TO CONDUCT A FEASIBILITY STUDY FOR THE BLOCK CAPTAINS PROGRAM COMMUNICATION PROJECT R E C O M M E N D AT I O N : Staff recommends that the City Council approve a PLEDGE OF ALLEGIANCE 8.09.2021_CCMinutes.P.pdf Payment of Bills.pdf Rolling Hills YTD Tonnage Report July 2021.pdf CityHallCampusLandscapingRFP_2021.pdf Development_Table_-_ZC_21-08.pdf 3 Outrider Plan Package_08.23.21.pdf Vicinity Map.pdf 2021-10.PC_RESOLUTION_SupplementalPC_3_Outrider__Hoyler_.pdf 2 Professional Services Agreement with HQE Systems, Inc. to conduct a feasibility study for potential consulting services for the Block Captain Communications Project. 7.B.RECEIVE AND FILE THE CITY'S NOTICE OF INTENT (NOI) TO PARTICIPATE IN THE PENINSULA ENHANCED WATERSHED MMANAGEMENT PROGRAM (EWMP), AND DISCUSS PARTICIPATION IN THE TORRANCE AIRPORT STORMWATER BASIN PROJECT. RECOMMENDATION: Receive and file the City's NOI to join the Peninsula EWMP and discuss the City's participation in the Torrance Airport Stormwater Basin Project. 8.NEW BUSINESS 8.A.CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH GPA CONSULTING FOR A NOT-TO-EXCEED AMOUNT OF $199,215 TO PROVIDE ENVIRONMENTAL CONSULTING SERVICES FOR THE CALOES/FEMA VEGETATION MANAGEMENT GRANT PROJECT. RECOMMENDATION: Approve the Professional Services Agreement with GPA Consulting for Environmental Analysis. 8.B.CONSIDER AND APPROVE THE SECOND PROFESSIONAL SERVICES AGREEMENT AMENDMENT WITH NV5 FOR THE SEPULVEDA CANYON STORMWATER MONITORING TO INCLUDE A HYDROLOGY REPORT. RECOMMENDATION: Approve second amendment with NV5 for an additional fee of $27,600. 9.MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS 9.A.CONSIDER RANCHO PALOS VERDES' INITIATIVE TO INSTALL WILDFIRE MONITORING CAMERAS. (DIERINGER) R ECOMM ENDATION: Receive a report from Mayor Dieringer on the City of Rancho Palos Verdes' plan to install wildfire monitoring cameras, and provide direction to staff. HQE_Professional_Svcs_Agreement_Exhibit_A_Exhibit_B.pdf Outdoor Speaker Options.pdf Emergency Communications City Council Letter.docx SUPPLEMENTAL - Professional Services Agreement _ HQE Systems Inc.-c1 (002).pdf SUPPLEMENTAL - Professional Services Agreement _ HQE Systems Inc.-c1 (002).DOC SUPPLEMENTAL 7A - LETTER & EMAILS OF SUPPORT.pdf 2021.09.19EWMP Ltr.pdf PSA for Regulatory Permitting-c1.DOCX GPA_Fee Proposal.pdf GPA Scope_081221.docx CORH-20-9641-MS4 Outfall Monitoring Revised 8.18.2021-c1.pdf Second Amendment to NV5 Contract-c1.pdf RPV's Wildfire Monitoring Cameras Staff Report.pdf 3 10.MATTERS FROM STAFF 11.CLOSED SESSION - SUPPLEMENTAL 11.A.CONFERENCE WITH LEGAL COUNSEL: EXISTING LITIGATION Government Code Section 54956.9(d)(1) The City finds, based on advice from legal counsel, that disclosure in open session will prejudice the position of the City in the litigation.  Name of Case: Dr. Elliot H. Brunner and Dr. Nourit G. Korzennik v. The City of Rolling Hills; and Toshiko and Takashi Nakamura Case Number: 20TRCV00775 RECOMMENDATION: None. 12.ADJOURNMENT Next regular meeting: Monday, September 13, 2021 at 7:00 p.m. in the City Council Chamber, Rolling Hills City Hall, 2 Portuguese Bend Road, Rolling Hills, California, 90274. Notice: Public Comment is welcome on any item prior to City Council action on the item. Documents pertaining to an agenda item received after the posting of the agenda are available for review in the City Clerk's office or at the meeting at which the item will be considered. In compliance with the Americans with Disabilities Act (ADA), if you need special assistance to participate in this meeting due to your disability, please contact the City Clerk at (310) 377-1521 at least 48 hours prior to the meeting to enable the City to make reasonable arrangements to ensure accessibility and accommodation for your review of this agenda and attendance at this meeting. 4 Agenda Item No.: 4.A Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CONNIE VIRAMONTES , ADMINISTRATIVE ASSISTANT THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REGULAR MEETING MINUTES OF AUGUST 9, 2021. DATE:August 23, 2021 BACKGROUND: NONE. DISCUSSION: NONE. FISCAL IMPACT: NONE. RECOMMENDATION: Approve as presented. ATTACHMENTS: 8.09.2021_CCMinutes.P.pdf 5 Minutes 1 City Council Regular Meeting August 09, 2021 MINUTES OF A REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF ROLLING HILLS, CALIFORNIA MONDAY, AUGUST 09, 2021 1. CALL TO ORDER The City Council of the City of Rolling Hills met in person on the above date at 7:00 p.m. Mayor Bea Dieringer presiding. 2. ROLL CALL Present: Mayor Dieringer, Mayor Pro Tem Black, Mirsch, and Wilson Absent: Pieper Staff Present: Elaine Jeng, City Manager Meredith T. Elguira, Planning and Community Services Director Janely Sandoval, City Clerk Michael Jenkins, City Attorney PLEDGE OF ALLEGIANCE BY MAYOR DIERINGER. 3. OPEN AGENDA - PUBLIC COMMENT WELCOME Resident Alfred Visco informed the City Council on how the United States Forest Service (USFS) approved Phos-Chek LC-95-W for fire management, the benefits of using Phos- Chek, and the process Phos-Chek underwent in order for the USFS to approve it. Mr. Visco referred to multiple locations that have successfully used Phos-Chek that Ron Raley presented at the May 4th Western Fire Chiefs Association Wildfire Prevention Summit, and provided detail regarding the success of the City of Pasadena. Lastly, he expressed his interest in the City Council agendizing the possibility of using Phos-Chek as a fire management tool within certain canyons. Resident Joseph Juge voiced concerns regarding the use of video and audio devices to record private situations and gatherings of neighbors. He expressed that resident Dr. Tamayo, his neighbor, has taken photos and videos of their private events and other activities thereby invading their privacy and causing Mr. Juge and his family to feel harassed. Mr. Juge also explained that an email was submitted and prepared for the Council to review, and he added that Dr. Tamayo has provided them a letter acknowledging that videos have been taken and conversations have been recorded. Mr. Juge understands that taking audio recordings without consent is considered wiretapping, and although he does not agree with adding additional laws, he feels additional actions should be considered if 6 Minutes 2 City Council Regular Meeting August 09, 2021 neighbors are not open to reason regarding their actions. Lastly, he expressed that City staff and the Rolling Hills Community Association have been contacted regarding this situation and have assisted to the best of their ability. 4. CONSENT CALENDAR 4B PAYMENT OF BILLS. 4C RECEIVE AND FILE AN EXECUTED PENINSULA CITIES JOINT LETTER TO THE CALIFORNIA AND LOS ANGELES COUNTY CITIZENS REDISTRICTING COMMISSION DESCRIBING THE CITY AND THE CITY’S PREFERENCE FOR REDISTRICTING. 4D RECEIVE AND FILE AN UPDATE ON THE PENINSULA CITIES JOINT LETTER ON ASSEMBLY BILL 215 HOUSING ELEMENT, RELATIVE PROGRESS DETERMINATION. MOTION: Councilmember Mirsch motioned to receive and file items 4B, 4C, and 4D, and Mayor Pro Tem Black seconded the motion. AYES: COUNCILMEMBERS: Mayor Dieringer, Mayor Pro Tem Black, Mirsch, and Wilson. NOES: COUNCILMEMBERS: None. ABSENT: COUNCILMEMBERS: Pieper. ABSTAIN: COUNCILMEMBERS: None. 4A REGULAR MEETING MINUTES OF JULY 26, 2021. MOTION: Councilmember Wilson motioned to approve the minutes as amended, and Councilmember Mirsch seconded the motion. AYES: COUNCILMEMBERS: Mayor Dieringer, Mirsch, and Wilson. NOES: COUNCILMEMBERS: Mayor Pro Tem Black. ABSENT: COUNCILMEMBERS: Pieper. ABSTAIN: COUNCILMEMBERS: None. 5. COMMISSION ITEMS None. 6. PUBLIC HEARINGS None. 7 Minutes 3 City Council Regular Meeting August 09, 2021 7. OLD BUSINESS None. 8. NEW BUSINESS None. 9. MATTERS FROM THE CITY COUNCIL AND MEETING ATTENDANCE REPORTS 9A CONSIDER JOINT PENINSULA EMAIL TO LOS ANGELES COUNTY BOARD OF SUPERVISORS 4TH DISTRICT JANICE HAHN REQUESTING THE REPORT OF CERTAIN DATA BY THE DEPARTMENT OF PUBLIC HEALTH (MAYOR DIERINGER). MOTION: Mayor Pro Tem Black motioned for Mayor Dieringer to work with other 4th District Councilmembers to draft a letter requesting specific data for individual Peninsula cities, and Councilmember Wilson seconded the motion. AYES: COUNCILMEMBERS: Mayor Dieringer, Mayor Pro Tem Black, and Wilson. NOES: COUNCILMEMBERS: Mirsch. ABSENT: COUNCILMEMBERS: Pieper. ABSTAIN: COUNCILMEMBERS: None. 4. CONSENT CALENDAR 4D RECEIVE AND FILE AN UPDATE ON THE PENINSULA CITIES JOINT LETTER ON ASSEMBLY BILL 215 HOUSING ELEMENT, RELATIVE PROGRESS DETERMINATION. MOTION: Mayor Dieringer motioned to reconsider pulling item 4D from Consent Calendar to further discuss and edit accordingly, and Mayor Pro Tem Black seconded the motion. AYES: COUNCILMEMBERS: Mayor Dieringer and Mayor Pro Tem Black. NOES: COUNCILMEMBERS: Mirsch and Wilson. ABSENT: COUNCILMEMBERS: Pieper. ABSTAIN: COUNCILMEMBERS: None As motion to bring back item 4D did not pass, previous motion stands. 8 Minutes 4 City Council Regular Meeting August 09, 2021 10. MATTERS FROM STAFF None. Councilmember Wilson recused himself and left the City Council Chamber and City Hall at 7:56 pm. 11. CLOSED SESSION 11A CONFERENCE WITH LEGAL COUNSEL: INITIATION OF LITIGATION GOVERNMENT CODE SECTION 54956.9(d)(4) THE CITY FINDS, BASED ON THE ADVISE FROM LEGAL COUNSEL, THAT DISCUSSION IN OPEN SESSION WEILL PREJUDICE THE POSITION OF THE CITY IN THE LITIGATION. City Attorney Jenkins stated there was no action to report. 12. ADJOURNMENT Hearing no further business before the City Council, the meeting was adjourned at 8:59 p.m. The next regular meeting of the City Council is scheduled to be held on Monday, August 23, 2021 beginning at 7:00 p.m. in the City Council Chamber at City Hall, 2 Portuguese Bend Road, Rolling Hills, California. It will also be available via City’s website link at: https://www.rolling-hills.org/government/agenda/index.php Respectfully submitted, ____________________________________ Janely Sandoval City Clerk Approved, ________________________________ Bea Dieringer Mayor 9 Agenda Item No.: 4.B Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CONNIE VIRAMONTES , ADMINISTRATIVE ASSISTANT THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:PAYMENT OF BILLS. DATE:August 23, 2021 BACKGROUND: NONE. DISCUSSION: NONE. FISCAL IMPACT: NONE. RECOMMENDATION: Approve as presented. ATTACHMENTS: Payment of Bills.pdf 10 11 Agenda Item No.: 4.C Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:CONNIE VIRAMONTES , ADMINISTRATIVE ASSISTANT THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:REPUBLIC SERVICES RECYCLING TONNAGE REPORT FOR JULY 2021. DATE:August 23, 2021 BACKGROUND: NONE. DISCUSSION: NONE. FISCAL IMPACT: NONE. RECOMMENDATION: Approve as presented. ATTACHMENTS: Rolling Hills YTD Tonnage Report July 2021.pdf 12 Franchise?Y Mth/Yr Overall Commodity Tons Collected Tons Recovered Tons Disposed Diversion % Jan-21 Trash 235.42 36.03 199.39 15.30% Greenwaste 49.43 49.43 - 100.00% Jan-21 Total 284.85 85.46 199.39 30.00% Feb-21 Trash 206.11 18.38 187.73 8.92% Greenwaste 62.07 62.07 - 100.00% Feb-21 Total 268.18 80.45 187.73 30.00% Mar-21 Trash 231.10 7.19 223.91 3.11% Recycle 3.64 0.91 2.73 24.95% Greenwaste 89.04 89.04 - 100.00% Mar-21 Total 323.78 97.14 226.64 30.00% Apr-21 Trash 239.29 34.90 204.39 14.58% Greenwaste 52.70 52.70 - 100.00% Apr-21 Total 291.99 87.60 204.39 30.00% May-21 Trash 147.58 - 147.58 0.00% Greenwaste 125.97 125.97 - 100.00% May-21 Total 273.55 125.97 147.58 46.05% Jun-21 Trash 193.00 - 193.00 0.00% Greenwaste 111.34 111.34 - 100.00% Jun-21 Total 304.34 111.34 193.00 36.58% Jul-21 Trash 207.99 - 207.99 0.00% Greenwaste 96.98 96.98 - 100.00% Jul-21 Total 304.97 96.98 207.99 31.80% Grand Total 2,051.66 684.94 1,366.72 33.38% 684.94 CITY OF ROLLING HILLS RESIDENTIAL FRANCHISE 2021 Contract Requires 30% Household - Page 1 of 2 13 Agenda Item No.: 4.D Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ASHFORD BALL, SENIOR MANAGEMENT ANALYST THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:RECEIVE AND FILE A REQUEST FOR PROPOSAL (RFP) FOR CITY HALL LANDSCAPING AND IRRIGATION DESIGN AND MAINTENANCE. DATE:August 23, 2021 BACKGROUND: The City Hall campus landscaping was poorly maintained often due to broken sprinkler pipes, non- working valves and the lack of watering. Since 2019, the city conducted repairs on an as-needed basis, including insect, and gopher treatments to have a functioning irrigation system at the campus. These spot repairs are insufficient as campus continues to have broken pipes, sprinkler heads and issues with the timer for watering. DISCUSSION: To address the issues comprehensively, staff proposes to seek services from qualified licensed landscape architects or firms to inventory existing conditions (landscape, lighting and irrigation), and provide recommendations for a sustainable irrigation system, water efficient landscaping and aesthetically pleasing plant pallet for the City Hall campus. The campus includes the City Hall building, the Rolling Hills Community Association building and the tennis courts. Staff plans to post the RFP on the city website this month (August) and anticipates selection of a service provide in the month of September 2021. FISCAL IMPACT: In the adopted FY2021-2022, there is available budget for landscaping improvements and maintenance for the City Hall campus. 14 RECOMMENDATION: Receive and file. ATTACHMENTS: CityHallCampusLandscapingRFP_2021.pdf 15 INCORPORATED JANUARY 24, 1957 NO. 2 PORTUGUESE BEND ROAD ROLLING HILLS, CA 90274 (310) 377-1521 FAX (310) 377-7288 REQUEST FOR PROPOSALS LANDSCAPE ARCHITECTURAL SERVICES PROPOSALS DUE 5:00PM, SEPTEMBER 17, 2021 BACKGROUND The City of Rolling Hills is seeking proposals from qualified licensed landscape architect or firms to provide professional services to audit existing conditions (landscape, lighting and irrigation), submit WELO compliant landscape and lighting design package, install or assist in hiring a qualified licensed landscape contractor to install the proposed project at the City Hall Campus located at 2 Portuguese Bend Road, Rolling Hills, CA and Tennis Courts Facility located across the City Hall Campus. The City Hall Campus is approximately 1.3 acres and the Tennis Courts Facility is approximately 1.2 acres estimating 2.5 acres in total (Attachment 1). The City Hall Campus has three existing structures: City Hall, Rolling Hills Community Association (RHCA) office and a shed housing a generator. The RHCA is a tenant of the City. The City is responsible for the maintenance of the City Hall campus and the Tennis Courts Facility. Between 2016 and 2019 the landscaping on the campus was poorly maintained due to broken sprinkler pipes, nonworking valves and inadequate care. In early 2020, the City conducted necessary repairs, including insect, and gopher treatments to restore a fully functioning irrigation system at the campus. Current Day, 2021, even after repairs, the City seems to have continuous issues with gophers, broken sprinkler pipes and maintenance of the overall campus. With this project, the City aims to have a well-designed green space that comprises of both California native plants and waterwise plants that are adapted to our climate. These should be planted and maintained to meet WELO requirements and more importantly, meet fire fuel abatement standards and guidelines. The City is located in a very high fire severity zone and designers must avoid high-hazard plants. In addition, designers must also take into consideration CPTED principles when designing landscaped areas while also providing adequate visual screening from the adjacent main road north of the subject site. Lastly, the City will be using the City Hall Campus and Tennis Courts Facility to showcase water efficient plants and design principles, so residents will know the proper landscape materials suitable for the zone and low maintenance techniques. 16 SECTION 1 SCOPE OF SERVICES The City is requesting proposals from qualified landscape architect or companies to provide the following services:  Inventory and audit existing conditions and document  Submit complete landscape package that includes: o Irrigation plan, planting plan, lighting design plan, all applicable details/specifications, and MWELO compliance  Conduct site visits and attend working meetings with key stakeholders and staff to solicit their input on the conceptual plans before a final plan is approved by the City.  Design Fire Code compliant access around the generator shed  Design a pad that is ADA compliant for an existing freestanding USPS Mailbox  Receive approval from applicable agencies, i.e. Fire Department’s Fuel Modification Division, Building and Safety and the City’s landscape architect  Develop final approved design for implementation  Provide copies of all reports, technical memoranda, and presentation materials to city staff.  Attend up to two City Council Meetings  Develop cost estimates for the conceptual and final approved plans and specifications.  Install proposed project or oversee hiring of contractor to install project  Respond to Request for Information  Inspect the completed project and verify compliance with approved plan  Secure a Certificate of Compliance  Provide manuals and maintenance instructions for plant materials, lighting and irrigation system  Review and approve close-out documents  Provide Record Drawings in hard copy and digital format  Conduct training for maintenance crew  Provide Project Schedule SECTION 2 PROPOSAL REQUIREMENTS 1. Understanding of the Scope of Work: Firms shall provide a narrative to the approach to complete the Scope of Work efficiently and economically. 2. Organization, Credentials and Experience: Provide a summary of the Firm’s qualifications, credentials, and related experience. Describe the firm, including the personnel who will be assigned to the contract. Provide a list of three of the firm’s projects within the last five years of similar scope and content. 3. Fees: Under separate cover, provide a rate proposal for the scope of work. The cost proposal shall be identified for each task. The proposed cost budget shall present the labor rates and proposed labor hours of proposed staff for each work task described in the consultant’s proposal, as well as other direct costs. 17 4. Additional Information: Firms are to review the sample Professional Services Agreement (Attachment 5) and provide comments and or questions as a part of the firm’s proposal. SECTION 3 PROPOSAL PROCEDURE All proposals are due no later than 5:00pm on September 17, 2021. The City reserves the right to extend the deadline. The City will respond to request for clarification in written RFP addendum(s) as needed. All inquiries for clarification shall submitted in writing via email to the Senior Management Analyst by 12:00pm on September 01, 2021. The City will post any addendums to the RFP to the City’s website. Consultants planning to submit a proposal are required to refer to the website to verify that they have received all addendums issued for this RFP. Proposals shall be emailed to the Senior Management Analyst. Ashford Ball Senior Management Analyst aball@cityofrh.net (310) 377-1521 Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposal unless clearly and specifically noted in the proposal submitted and confirmed in the agreement between the City of Rolling Hills and the firm selected. The City of Rolling Hills reserves the right without prejudice to reject any or all proposals. No reimbursement will be made by the City for costs incurred in the preparation of the response to this Request for Proposal. Submitted materials will not be returned and become the property of the City of Rolling Hills. SECTION 4 SELECTION CRITERIA Proposals will be selected based on sound approach to meeting the scope of work, the ability to demonstrate efficiency use of resources, the relevant experience of proposed personnel, and dedication of personnel to complete the project within the specified timeframe. Firms may be asked to participate in an interview with the City. If necessary, interviews are tentatively scheduled for the week of September 27, 2021. SECTION 5 ATTACHMENTS Attachment 1 Site Plan Attachment 2 Aerial View of City Hall Campus and Tennis Courts Facility Attachment 3 Photographs of City Hall Campus Attachment 4 Sample Professional Services Agreement 18 ATTACHMENT 1 Site Plan 19 20 21 ATTACHMENT 2 Bird’s-eye View of City Campus 22 23 ATTACHMENT 3 Photographs of City Campus 24 25 26 27 28 ATTACHMENT 4 Sample Professional Service Agreement 29 CITY OF ROLLING HILLS PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into this day of 2019 between the City of Rolling Hills, a municipal corporation, hereinafter referred to as "CITY'' and with principal offices at -, hereinafter referred to as "CONSULTANT." 1. RECITALS: A. The CITY desires to contract the CONSULTANT for B. CONSULTANT is well qualified by reason of education and experience to perform such services; and C. CONSULTANT is willing to render such hereinafter defined. services as Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, CITY hereby engages CONSULTANT and CONSULTANT agrees to perform the services set forth in this AGREEMENT. 2. SCOPE OF WORK CONSULTANT shall perform all work necessary to complete in a manner satisfactory to CITY the services set forth in the specifications and the scope of work described in the Proposal for Exhibit A (hereinafter referred to as “SERVICES”). 3. COST Services, attached herein as The CITY agrees to pay CONSULTANT for all the work or any part of the work performed under this AGREEMENT at the rates and in the manner established in the attached Scope of Work, attached herein as Exhibit A. Total contract shall not exceed the sum of during the term of the AGREEMENT. This fee includes all expenses, consisting of all local travel, attendance at meetings, printing and submission of grants, which are accrued during that period. It also includes any escalation or inflation factors anticipated. Any increase in contract amount or scope shall be approved by expressed written amendment executed by the CITY and CONSULTANT. 30 4. METHOD OF PAYMENT CONSULTANT shall be reimbursed within 30 (thirty) days of submitting an invoice to City for the SERVICES. CONSULTANT shall submit an invoice for the SERVICES within 10 (ten) days of completing each task or portion thereof identified in Exhibit A to this AGREEMENT. CONSULTANT shall submit invoices electronically to the City Manager of the CITY and shall also provide a courtesy copy by U.S. Mail addressed to the City Manager of the CITY. 5. SUBCONTRACTING CONSULTANT may employ qualified independent subcontractor(s) to assist CONSULTANT in the performance of SERVICES with CITY’s prior written approval. 6. COMMENCEMENT OF WORK CONSULTANT shall commence work under this AGREEMENT upon execution of this AGREEMENT. 7. PERFORMANCE TO SATISFACTION OF CITY CONSULTANT agrees to perform all work to the reasonable satisfaction of CITY and within the time hereinafter specified. 8. COMPLIANCE WITH LAW All SERVICES rendered hereunder shall be provided in accordance with the requirements of relevant local, State and Federal Law. 9. ACCOUNTING RECORDS CONSULTANT must maintain accounting records and other evidence pertaining to costs incurred which records and documents shall be kept available at the CONSULTANT’s California office during the contract period and thereafter for five years from the date of final payment. 10. OWNERSHIP OF DATA All data, maps, photographs, and other material collected or prepared under the contract shall become the property of the CITY. 11. TERM OF CONTRACT This contract shall be valid for AGREEMENT. 31 Page 2 of 20 12. TERMINATION This contract may be terminated by either party with or without cause upon seven (7) days written notice to the other party. All work satisfactorily performed pursuant to the contract and prior to the date of termination may be claimed for reimbursement. 13. ASSIGNABILITY CONSULTANT shall not assign or transfer interest in this contract without the prior written consent of the CITY. 14. AMENDMENT It is mutually understood and agreed that no alteration or variation of the terms of this contract, or any subcontract requiring the approval of the CITY, shall be valid unless made in writing, signed by the parties hereto, and approved by all necessary parties. 15. NON-SOLICITATION CLAUSE The CONSULTANT warrants that he or she has not employed or retained any company or persons, other than a bona fide employee working solely for the CONSULTANT, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, the CITY shall have the right to annul this contract without liability, or, in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 16. INDEMNITY CONSULTANT shall indemnify and save harmless CITY, its elected and appointed officers and employees from all claims, damages, suits, cost or actions of every name, kind or description, brought for, or on account of, (i) injuries to or death of any person, (ii) damage to property or (iii) arising from performance of this AGREEMENT in any manner that resulted from the fault or negligence of CONSULTANT, it officers, agents, employees and/or servants in connection with this AGREEMENT. CITY shall indemnify and save harmless CONSULTANT, its officers, agents, employees, and servants from all claims, damages, suits, costs or actions of every name, kind, or descri ption, brought for, or on account of, (i) injuries to or death of any person, (ii) damage to property or (iii) arising from performance of this AGREEMENT in any manner that resulted from the fault or negligence of the CONSULTANT, its officers, agents, employees, and/or servants in connection with this AGREEMENT. If CONSULTANT should subcontract all or any portion of the SERVICES to be performed under this AGREEMENT, CONSULTANT shall require each subcontractor to indemnify, hold harmless and defend CITY and each of its officers, officials, employees 32 Page 3 of 20 agents and volunteers in accordance with the term of the preceding paragraph. This section shall survive termination or expiration of this AGREEMENT. 17. INSURANCE A. Without limiting CONSULTANT’S obligations arising under paragraph 16 - Indemnity, CONSULTANT shall not begin work under this AGREEMENT until it obtains policies of insurance required under this section. The insurance shall cover CONSULTANT, its agents, representatives and employees in connection with the performance of work under this AGREEMENT, and shall be maintained throughout the term of this AGREEMENT. Insurance coverage shall be as follows: i. Automobile Liability Insurance with minimum coverage of $300,000 for property damage, $300,000 for injury to one person/single occurrence, and $300,000 for injury to more than one person/single occurrence. ii. Public Liability and Property Damage Insurance, insuring CITY its elected and appointed officers and employees from claims for damages for personal inj ury, including death, as well as from claims for property damage which may arise from CONSULTANT’S actions under this AGREEMENT, whether or not done by CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such insurance shall have a combined single limit of not less than $500,000. iii. Worker’s Compensation Insurance for all CONSULTANT’S employees to the extent required by the State of California. CONSULTANT shall require all subcontractors who are hired by CONSULTANT to perform the SERVICES and who have employees to similarly obtain Worker’s Compensation Insurance for all of the subcontractor’s employees. iv. Professional Liability Insurance for CONSULTANT that at a minimum covers professional misconduct or lack of the requisite skill required for the performances of SERVICES in an amount of not less than $500,000 per occurrence. B. Deductibility Limits for policies referred to in subparagraphs A (i) (ii) and (iii) shall not exceed $5,000 per occurrence. C. Additional Insured. City, its elected and appointed officers and employees shall be named as additional insured on policies referred to in subparagraphs A (i) and (ii). D. Primary Insurance. The insurance required in paragraphs A (i) and (ii) shall be primary and not excess coverage. E. Evidence of Insurance. Consultant shall furnish CITY, prior to the execution of this AGREEMENT, satisfactory evidence of the insurance required, issued by an insurer authorized to do business in California, and an endorsement to each such 33 Page 4 of 20 policy of insurance evidencing that each carrier is required to give CITY at least 30 days prior wri tten notice of the cancellation of any policy during the effective period of the AGREEMENT. All required insurance policies are subject to approval of the City Attorney. Failure on the part of CONSULTANT to procure or maintain said insurance in full force and effect shall constitute a material breach of this AGREEMENT or procure or renew such insurance, and pay any premiums therefore at CONSULTANT’S expense. 18. ENFORCEMENT OF AGREEMENT In the event that legal action is commenced to enforce or declare the ri ghts created under this AGREEMENT, the prevailing party shall be entitled to an award of costs and reasonable attorney’s fees in the amount to be determined by the court. 19. CONFLICTS OF INTEREST No member of the governing body of the CITY and no other offi cer, employee, or agent of the CITY who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this AGREEMENT; and the CONSULTANT further covenants that in the performance of this AGREEMENT, no person having any such interest shall be employed. 20. INDEPENDENT CONTRACTOR The CONSULTANT is and shall at all times remain as to the CITY a wholly independent contractor. Neither the CITY nor any of its agents shall have control over the conduct of the CONSULTANT or any of the CONSULTANT’s employees or subcontractors, except as herein set forth. The CONSULTANT shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. 21. ENTIRE AGREEMENT OF THE PARTIES This AGREEMENT supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONSULTANT by CITY and contains all the covenants and agreements between the parties with respect such employment in any manner whatsoever. Each party to this AGREEMENT acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONSULTANT. 22. NOTICES. All written notices required by, or related to this AGREEMENT shall be sent by Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed 34 Page 5 of 20 below. Neither party to this AGREEMENT shall refuse to accept such mail; the parties to this AGREEMENT shall promptly inform the other party of any change of address. All notices required by this AGREEMENT are effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this AGREEMENT is as follows: CITY: Elaine Jeng, PE, City Manager City of Rolling Hills No. 2 Portuguese Bend Road Rolling Hills, CA 90274 CONSULTANT: 4. GOVERNING LAW This AGREEMENT shall be governed by and construed in accordance with the laws of the State of California, and all applicable federal statutes and regulations as amended. IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on the date and year first above written. CITY OF ROLLING HILLS CONSULTANT CITY MANAGER ELAINE JENG, PE DATE: DATE: ATTEST: CITY CLERK APPROVED AS TO FORM: MICHAEL JENKINS, CITY ATTORNEY 35 Agenda Item No.: 5.A Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:ZONING CASE 21-08: REQUEST FOR VARIANCES FOR ENCROACHMENT INTO THE FRONT YARD SETBACK AND STRUCTURES IN THE FRONT YARD; AND SITE PLAN REVIEW FOR GRADING LOCATED AT 3 OUTRIDER ROAD (HOYLER). DATE:August 23, 2021 BACKGROUND: On July 20, 2021, the four present Planning Commissioners unanimously voted to approve Zoning Case No. 21-08 and Resolution No. 2021-10 granting approval for Site Plan Review for grading and variances to locate the new swimming pool, spa, barbecue and trellis in the front yard area and for the new swimming pool and spa to encroach into the front yard setback. The project is exempt from CEQA and no appeal was filed against the project. Zoning and Land Size The property is zoned RAS-1 and has a net lot area of 47,878 square feet. The lot was developed with a 3,000 square-foot single family residence and a 1,347 square-foot attached garage. There are three existing building pads on site with 20 to 30 plus feet difference in elevation. The existing residence, garage and proposed project area are located on the lowest pad (14,917 square feet) in front of the property, the secondary building pad (2,400 square feet) is located mid-point of property approximately 32 feet higher than the primary pad, and the third pad in on the rear approximately 20 feet above the secondary pad. The equestrian set aside is located on the secondary pad. The existing topography of the entire site limits safe buildable area for a swimming pool. DISCUSSION: Applicant Request The applicant is proposing to build: a 740 square foot swimming pool, 80 square foot spa, trellis, barbecue, deck and 367 of non-exempt cubic yards of grading. Variances The applicant is requesting Variances for: the proposed swimming pool and spa structures to encroach into the front yard by approximately 23 feet and for structures to project in the front yard in front of the leading edge of the existing residence. 36 Site Plan Review The applicant is requesting a Site Plan Review (SPR) for the proposed 367 cubic yards of non-exempt grading. Structures in the front yard and in the front yard setback The subject lot has existing structures in the front yard and in the front yard setback. The previous swimming pool and pool equipment were located in front yard and front yard setback. Similarly, the proposed swimming pool and spa are proposed to be located in the front yard and front yard setback. The proposed swimming pool and spa will encroach into the required front yard setback by approximately 23 feet and five feet, respectively. Applicants are requesting to maintain the proposed uses in approximately the same location to allow them to monitor their children while in the swimming pool. The current house is oriented to open into the front yard, where the proposed amenities are going to be located. There are other locations on site for the proposed uses, however, the other locations are on separate building pads located behind the main house and are on much higher elevations. Locating the proposed uses on a higher elevation, behind the residence, eliminates the line of sight to the pool. There is no other viable and safe location for the pool on the primary pad due to the existing topography of the subject site. Non-exempt grading to fill the demolished pool area Applicants are requesting to use the excavated dirt from the proposed swimming pool area to use as fill for the previous swimming pool that was demolished. The total grading for the project is 807 cubic yards: 437 CY of cut and 367 CY of fill. The 437 CY of excavation for the swimming pool is exempt and could be exported from the site without relief from the Code. Applicants are proposing to use 367 CY to fill the demolished pool area, use in planters and to flatten the front yard area. The remaining 70 cubic yards will be exported. Maximizing the amount of fill on subject property complies with the goals of the General Plan to balance grading on site. Filling the previous pool's excavated area will restore the grade to the more natural elevation of the pad. The proposed grading will not impact site drainage. Environmental Review The proposed project has been determined not to have a significant effect on the environment and is categorically exempt from the provisions of CEQA pursuant to Section 15304 (Minor Alterations to Land) of the CEQA Guidelines, which exempts minor alterations in the condition of land, including but not limited to grading on land with a slope of less than 10 percent. The grading taking place on the property is on land with a slope of less than 10 percent. The proposed project has been determined not to have a significant effect on the environment and is categorically exempt from the provisions of CEQA pursuant to Section 15303 (New Construction or Conversion of Small Structures) of the CEQA Guidelines, which exempts accessory structures including garages, carports, patios, swimming pools, and fences. Public Participation No calls or letters were received. 17.38.050 - Required Variance findings. In granting a variance, the Commission (and Council on appeal) must make the following findings: A. That there are exceptional or extraordinary circumstances or conditions applicable to the property that do not apply generally to other properties in the same vicinity and zone; B. That such variance is necessary for the preservation and enjoyment of substantial property rights possessed by other properties in the same vicinity and zone but which is denied the property in question; 37 C. That the granting of such variance will not be materially detrimental to the public welfare or injurious to properties or improvements in the vicinity; D. That in granting the variance, the spirit and intent of this title will be observed; E. That the variance does not grant special privilege to the applicant; F. That the variance is consistent with the portions of the County of Los Angeles Hazardous Waste Management Plan relating to siting and siting criteria for hazardous waste facilities; and G. That the variance request is consistent with the general plan of the City of Rolling Hills. 17.46.050 - Required Site Plan Review findings. A. The Commission shall be required to make findings in acting to approve, conditionally approve, or deny a site plan review application. B. No project which requires site plan review approval shall be approved by the Commission, or by the City Council on appeal, unless the following findings can be made: 1. The project complies with and is consistent with the goals and policies of the general plan and all requirements of the zoning ordinance; 2. The project substantially preserves the natural and undeveloped state of the lot by minimizing building coverage. Lot coverage requirements are regarded as maximums, and the actual amount of lot coverage permitted depends upon the existing buildable area of the lot; 3. The project is harmonious in scale and mass with the site, the natural terrain and surrounding residences; 4. The project preserves and integrates into the site design, to the greatest extent possible, existing topographic features of the site, including surrounding native vegetation, mature trees, drainage courses and land forms (such as hillsides and knolls); 5. Grading has been designed to follow natural contours of the site and to minimize the amount of grading required to create the building area; 6. Grading will not modify existing drainage channels nor redirect drainage flow, unless such flow is redirected into an existing drainage course; 7. The project preserves surrounding native vegetation and mature trees and supplements these elements with drought-tolerant landscaping which is compatible with and enhances the rural character of the community, and landscaping provides a buffer or transition area between private and public areas; 8. The project is sensitive and not detrimental to the convenient and safe movement of pedestrians and vehicles; and 9. The project conforms to the requirements of the California Environmental Quality Act. C. If all of the above findings cannot be made with regard to the proposed project, or cannot be made even with changes to the project through project conditions imposed by City staff and/or the Planning Commission, the site plan review application shall be denied FISCAL IMPACT: None. RECOMMENDATION: Receive and file. ATTACHMENTS: Development_Table_-_ZC_21-08.pdf 3 Outrider Plan Package_08.23.21.pdf Vicinity Map.pdf 2021-10.PC_RESOLUTION_SupplementalPC_3_Outrider__Hoyler_.pdf 38 Development Table Zoning Case No. 2021-08 (3 OUTRIDER ROAD) EXISTING PROPOSED TOTAL Single family residence, garage, shed, swimming pool and deck New swimming pool, spa, trellis, barbecue area, deck and grading Requires Site Plan Review and Variances Net Lot Area 47,878 SF 0 SF 47,878 SF Residence 3,000 SF 0 SF 3,000 SF Garage 1,347 SF 0 SF 1,347 SF Swimming Pool/Spa 560 SF 180 SF 740 SF Pool Equipment 40 SF 0 SF 40 SF Sheds, Trellis, Barbecue, Outdoor Kitchen 67 SF 146 SF 213 SF Total Structure Area 5,014 SF 326 SF 5,340 SF Structural Coverage 10.1 % 2.5 % 12.6 % Total Structures Excluding: up to 5 legal and up to 800 SF detached structures that are not higher than 12 ft (no more than 120 SF per structure per deduction, except for trellis) 4,947 SF 180SF 5,127 SF Structural Coverage (20% maximum) 10.30% 0.37% 10.71% Grading (balanced on site) PROPOSED POOL EXCAVATION CUT: 437 CY FILL: 367 CY Total Lot Coverage (35% maximum) 25.59% 0.78% 26.37% Building Pad Coverage 1 (30%maximum) 29.14% 0 .37% 29.51% (with deductions) Building Pad Coverage 2 (30%maximum) 44% 0% 44% Disturbed Area (40% maximum) 25.59% 0.78% 26.37% Stable min. 450 SF Set aside 450 SF 0 SF Set aside 450 SF Corral min. 550 SF Set aside 550 SF 0 SF Set aside 550 SF Retaining/Garden Wall 0 FT 0 FT 2.5’ Max Height 50 LF 2.5‘ Max Height 50 LF 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 Resolution 2021-10 RESOLUTION NO. 2021-10 A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS GRANTING APPROVAL FOR SITE PLAN REVIEW FOR GRADING AND VARIANCES TO LOCATE THE NEW SWIMMING POOL, SPA, BARBECUE AND TRELLIS IN THE FRONT YARD AREA AND FOR THE NEW SWIMMING POOL AND SPA TO ENCROACH INTO FRONT YARD SETBACK ON A LOT LOCATED AT 3 OUTRIDER ROAD, ROLLING HILLS, CA. PROJECT HAS BEEN DETERMINED TO BE EXEMPT FROM CALIFORNIA ENVIRONMENTAL QUALITY ACT. (HOYLER) THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS DOES HEREBY FIND, RESOLVE AND ORDER AS FOLLOWS: Section 1. An application was duly filed by Mr. and Mrs. Hoyler (“Applicants”) with respect to real property located at 3 Outrider Road, Rolling Hills, requesting a Site Plan Review for grading of 437 cubic yards of cut and 367 cubic yards of fill and Variances for construction new swimming pool, spa, barbecue, trellis and deck in the front yard and for encroachment of the new swimming pool and spa into the front yard setback. Section 2. The Planning Commission conducted duly noticed public hearings to consider the application on July 10, 2021 including a morning field trip and an evening meeting. The applicants were notified of the public hearings in writing by first class mail. Evidence was heard and presented from all persons interested in affecting said proposal and from members of the City staff and the Planning Commission having reviewed, analyzed and studied said proposal. Section 3. The property is zoned RAS-1 and has a net lot area of 47,878 square feet. The lot is currently developed with a 3,000 square-foot single family residence and a 1,347 square-foot attached garage. There are three existing building pads on site on different elevations. The existing residence and garage are located on the lower pad (14,917 square feet) towards the front portion of the property, the secondary building pad (2,400 square feet) is on an upper, mid- point portion of the property approximately 33 feet higher than the primary pad, and third pad is in the rear of the property approximately 20 feet above the secondary pad. Section 4. This project is also categorically exempt from CEQA pursuant to Section 15301 (Existing Facilities) because it involves minor alteration of or addition to an existing private structure. The project consists of demolition of an existing 560 square foot swimming pool and deck and addition of new 740 square foot swimming pool with spa, barbecue, trellis, patio deck and 2.5 foot high planter. Section 5. The Rolling Hills Municipal Code requires Site Plan Review for a project that proposes grading pursuant to RHMC Section 17.46.020(A)(1). The project proposes 347 cubic yards of pool excavation (exempt) and 367 cubic yards of fill. The Planning Commission makes the following findings: A. The project complies with and is consistent with the goals and policies of the general plan and all requirements of the zoning ordinance. 59 Resolution 2021-10 The grading is necessary to fill in the void left by the previous swimming pool. Additionally, using the excavated dirt from the new pool (exempt grading) will minimize export of dirt. B. The project substantially preserves the natural and undeveloped state of the lot by minimizing building coverage. Lot coverage requirements are regarded as maximums, and the actual amount of lot coverage permitted depends upon the existing buildable area of the lot. The fill restores the finished grade to the current elevation of the existing front yard area. C. The proposed development, as conditioned, is harmonious in scale and mass with the site. The proposed project is located out of sight of the street and will be visible to one neighbor, and is consistent with the scale of the neighborhood when compared to properties in the vicinity. The project is low to the ground and does not cause any visual impact to the surrounding residences. The finished elevation of the pool deck is screened by landscaping and is hardly visible from the street elevation below the subject property. D. The project preserves and integrates into the site design, to the greatest extent possible, existing topographic features of the site, including surrounding native vegetation, mature trees, drainage courses and land forms (such as hillsides and knolls). site. The project is located on an existing pad and does not change the existing topography of the E. Grading has been designed to follow natural contours of the site and to minimize the amount of grading required to create the building area. The location of the project was previously graded to accommodate an activity area in the front yard. The pool excavation is exempt, however filling the area resulting from the demolition of the previous pool is necessary for safety and site restoration. The location of the project has been designed to minimize disturbance to the natural terrain of the rest of the project site. F. Grading will not modify existing drainage channels nor redirect drainage flow, unless such flow is redirected into an existing drainage course. The location of the project was previously graded to accommodate an activity area and the previous swimming pool. The fill will not redirect drainage flow. G. The project preserves surrounding native vegetation and mature trees and supplements these elements with drought-tolerant landscaping which is compatible with and enhances the rural character of the community, and landscaping provides a buffer or transition area between private and public areas. The location of the project minimizes lot disturbance by using an existing pad that previously accommodated a swimming and activity area. The project will incorporate landscaping that is approved by the Fire Department in conformance with its fire fuel modification standards. The project also incorporates planting in front of the pool deck to minimize its visual 60 Resolution 2021-10 impact from the street below. H. The project is sensitive and not detrimental to the convenient and safe movement of pedestrians and vehicles. The project will not change the on- and off-site circulation patterns. The primary access to the site will remain in the same location. I. The project conforms to the requirements of the California Environmental Quality Act. The project has been determined not to have a significant effect on the environment and is categorically exempt from the provisions of CEQA pursuant to Section 15304 (Minor Alterations to Land) of the CEQA Guidelines, which exempts minor alterations in the condition of land, including but not limited to grading on land with a slope of less than 10 percent. The grading taking place on the property is on land with a slope of less than 10 percent to account for the swimming pool, spa, deck, barbecue and trellis. The project has been determined not to have a significant effect on the environment and is categorically exempt from the provisions of CEQA pursuant to Section 15303 (New Construction or Conversion of Small Structures) of the CEQA Guidelines, which exempts accessory structures including garages, carports, patios, swimming pools, and fences. Section 6. The Rolling Hills Municipal Code requires a Variance for structures in the front yard pursuant to RHMC 17.12.250 and for structures that project into the front yard setback pursuant to RHMC Section 17.12.190. The project proposes to locate a new swimming pool, spa and trellis in the front yard area, and for the swimming pool and spa to encroach into the front yard setback. The Planning Commission makes the following findings: A. That there are exceptional or extraordinary circumstances or conditions applicable to the property that do not apply generally to other properties in the same vicinity and zone. The previous pool was located in the same area approximately 20 feet from the new pool location. Applicants are proposing the pool in the same area for the safety of their children. Relocating the pool approximately 30 feet higher behind the main residence prevents “eyes on the children” while they are in the pool. The existing house is designed to open into the courtyard area where the pool is located, on the same elevation as the house. B. That such variance is necessary for the preservation and enjoyment of substantial property rights possessed by other properties in the same vicinity and zone but which is denied the property in question; The project location helps preserve the natural terrain of the rest of the site. The proposed pool is located on the same elevation as the previous pool where it is visible from the main house, which allows adults to monitor children in the swimming pool. C. That the granting of such variance will not be materially detrimental to the public welfare or injurious to properties or improvements in the vicinity; The location of the structures in the front yard will protect the undeveloped portion of the property and will minimize further disturbance of the site. The project will be constructed in 61 Resolution 2021-10 accordance with the adopted Building Codes. D. That in granting the variance, the spirit and intent of this title will be observed; The granting of relief from the code will allow the applicant to enjoy the same rights enjoyed by other residents in the community. Many of the developments in the City have approved pools in the front yard. To minimize visual impact of the pool deck, Applicants will landscape the front of the pool deck to help improve aesthetics. E. That the variance does not grant special privilege to the applicant; The location of the swimming pool, spa, trellis and barbecue area allow Applicants to enjoy the same rights as other residents of the community. The proposed location results in the least disturbance to the site while allowing other required uses (i.e., the stable and corral) to occur in the future. The natural topography limit the buildable area on site, using the primary pad allows for minimal disturbance that will preserve the natural terrain of the site and provide the safest area for young pool users. F. That the variance is consistent with the portions of the County of Los Angeles Hazardous Waste Management Plan relating to siting and siting criteria for hazardous waste facilities. The project site is not listed on the current State of California Hazardous Waste and Substances Sites List. G. That the variance request is consistent with the general plan of the City of Rolling Hills. The location of the structures will cause the least disturbance to the natural terrain thus preserving the natural grade and drainage in the area. Section 7. Based upon the foregoing findings of this Resolution, the Planning Commission hereby approves the Site Plan Review for grading of 367 cubic yards of fill and Variances to locate the swimming pool, spa, trellis and barbecue area in the front yard area and into the front yard setback subject to the following conditions: A. The Site Plan and Variances approvals shall expire within two years from the effective date of approval if grading or construction has not commenced within two years of the approval as defined in RHMC §§ 17.46.080, 17.42.070, 17.38.070, respectively, unless otherwise extended pursuant to the requirements of those code sections. B. If any condition of this Resolution is violated, the entitlement granted by this Resolution shall be suspended and the privileges granted hereunder shall lapse and upon receipt of written notice from the City, all construction work being performed on the subject property shall immediately cease, other than work determined by the City Manager or his/her designee required to cure the violation. The suspension and stop work order will be lifted once the Applicants cures the violation to the satisfaction of the City Manager or his/her designee. In the event that the Applicant disputes the City Manager or his/her designee’s determination that a violation exists or 62 Resolution 2021-10 disputes how the violation must be cured, the Applicant may request a hearing before the City Council. The hearing shall be scheduled at the next regular meeting of the City Council for which the agenda has not yet been posted; the Applicant shall be provided written notice of the hearing. The stop work order shall remain in effect during the pendency of the hearing. The City Council shall make a determination as to whether a violation of this Resolution has occurred. If the Council determines that a violation has not occurred or has been cured by the time of the hearing, the Council will lift the suspension and the stop work order. If the Council determines that a violation has occurred and has not yet been cured, the Council shall provide the Applicant with a deadline to cure the violation; no construction work shall be performed on the property until and unless the violation is cured by the deadline, other than work designated by the Council to accomplish the cure. If the violation is not cured by the deadline, the Council may either extend the deadline at the Applicant’s request or schedule a hearing for the revocation of the entitlements granted by this Resolution pursuant to RHMC Chapter 17.58. C. All requirements of the Building Code and the Zoning Ordinance including outdoor lighting requirements, roofing material requirements, stable and corral area set aside requirements, pool safety measures, and all other requirements of the zone in which the subject property is located must be complied with, unless otherwise set forth in this approval. D. The project shall be developed and maintained in substantial conformance with the Site Plan on file in the City Planning Department dated July 9, 2021 or as may be further amended and approved by the Los Angeles County Building Department, the City’s Community Services and Planning Director, or Planning Commission pursuant to Section 17.38.065, 17.42.065, and 17.46.070, attached. E. Structural lot coverage shall not exceed 5,340 square feet or 12.6% in conformance with lot coverage limitations of the Zoning Ordinance. F. Total lot coverage of structures and paved areas shall not exceed 5,127 square feet or 10.71% in conformance with lot coverage limitations of the Zoning Ordinance. G. The disturbed area of the lot shall not exceed 26.37%, which is in conformance with 40% maximum lot disturbance limitations. H. Residential building pad coverage shall not exceed 29.51%. I. Grading fill for this project shall not exceed 367 cubic yards. J. The property on which the project is located shall contain a set aside area to provide an area meeting all standards for a stable, corral with access thereto as is shown on the plan dated July 9, 2021. K. 65% of the demolition and construction materials shall be recycled/diverted. Prior to granting a final inspection, verification to be submitted to staff regarding the amount of recycled/diverted material and where it was taken on forms provided by the City. The hauling company shall obtain a hauling permit and pay the applicable fees. The applicant shall apply for a Construction and Demolition Debris permit if clearing, grubbing and demolition will take place prior to issuance of the Final Planning Approval. L. No irrigation or drainage device may be located on a property in such a manner as 63 Resolution 2021-10 to contribute to erosion or in any way adversely affect easements, natural drainage course or a trail. Drainage for this project shall be approved by the Building and Safety Department. M. All graded areas shall be landscaped. Landscaping shall be designed using native plants, shrubs and trees. Any new trees and shrubs planned to be planted in conjunction with this project shall, at maturity, not be higher than the ridge height of the main residence. No plants shall be planted, which would result in a hedge like screen. Eucalyptus, palms, pampas grass, juniper, pine and acacia shall not be planted on site. N. The landscaping shall be subject to the requirements of the City’s Water Efficient Landscape Ordinance, (Chapter 13.18 of the RHMC), and shall be submitted to the City prior to obtaining a grading permit. O. During construction, dust control measures shall be used to stabilize the soil from wind erosion and reduce dust and objectionable odors generated by construction activities in accordance with South Coast Air Quality Management District, Los Angeles County and local ordinances, and engineering practices. P. During construction, activities shall conform with air quality management district requirements, stormwater pollution prevention practices, county and local ordinances, and engineering practices so that people and property are not exposed to undue vehicle trips, noise, dust, objectionable odors, landslides, mudflows, erosion, or land subsidence. Q. During construction, to the extent feasible, all parking shall take place on the project site, but if necessary, any overflow parking may take place within the nearby roadway easements, without blocking access to and over the common driveway to the residences adjacent thereto. R. The Applicants shall be responsible for keeping the common access roadway in good condition during the entire construction process and shall, at their sole expense, make necessary repairs to the common access roadway should any damage occur during construction of their project. S. During construction, the Applicants shall be required to schedule and regulate construction and related traffic noise throughout the day between the hours of 7 AM and 6 PM, Monday through Saturday only, when construction and mechanical equipment noise is permitted, so as not to interfere with the quiet residential environment of the City of Rolling Hills. T. If an above ground drainage design is utilized, it shall be designed in such a manner as not to cross over any equestrian trails. Any drainage system shall not discharge water onto a trail, shall incorporate earth tone colors, including in the design of the dissipater and be screened from any trail and neighbors views to the maximum extent practicable, without impairing the function of the drain system. U. The contractor shall not use tools that could produce a spark, including for clearing and grubbing, during red flag warning conditions. Weather conditions can be found at: http://www.wrh.noaa.gov/lox/main.php?suite=safety&page=hazard_definitions#FIRE. It is the sole responsibility of the property owner and/or his/her contractor to monitor the red flag warning conditions. Should a red flag warning be declared and if work is to be conducted on the 64 Resolution 2021-10 property, the contractor shall have readily available fire distinguisher. V. The Applicants shall be required to conform with the Regional Water Quality Control Board and County Public Works Department Best Management Practices (BMP’s) requirements related to solid waste, drainage, cisterns, and storm water drainage facilities management and to the City’s Low Impact development Ordinance (LID), if applicable. Further the Applicants shall be required to conform to the County Health Department requirements for a septic system. W. Prior to finaling of the project an “as graded” and “as constructed” plans and certifications, including certifications of ridgelines of the structures, shall be provided to the Planning Department and the Building Department to ascertain that the completed project is in compliance with the approved plans. In addition, any modifications made to the project during construction, shall be depicted on the “as built/as graded” plan and one hardcopy and one electronic copy shall be submitted to the Planning Department prior to issuance of the Final Certificate of Occupancy. X. The project shall be reviewed and approved by the Rolling Hills Community Association Architectural Review Committee prior to the issuance of any permits. Y. The working drawings submitted to the County Department of Building and Safety for plan check review shall conform to the development plan described in Condition D. Z. Prior to submittal of final plans to the Building Department for issuance of grading and/or building permits, the plans for the project shall be submitted to staff for verification that the final plans are in compliance with the plans approved by the Planning Commission AA. Prior to the issuance of building or grading permits, Applicant shall execute an Affidavit of Acceptance of all conditions of this permit pursuant to Zoning Ordinance, or the approval shall not be effective. The affidavit shall be recorded together with the Resolution against the Property. Applicants shall be and remain in compliance with all conditions of this permit. BB. Prior to finaling of the project an “as graded” and “as constructed” plans and certifications, including certifications of ridgelines of the structures, shall be provided to the Planning Department and the Building Department to ascertain that the completed project is in compliance with the approved plans. In addition, any modifications made to the project during construction, shall be depicted on the “as built/as graded” plan. CC. Applicants shall comply with the Requirements of the Fire Department for access, water flow and fire fuel modification prior to issuance of the Building permit. DD. The conditions of approval enumerated in this Resolution shall be printed on the front sheet of the development plans and shall be available at the site at all times. EE. Before construction, Applicants shall clear the property of any dead or alive tumbleweed or dead tree, shrub, palm frond or other plant. FF. Applicants shall use planting materials that will screen the swimming pool deck and garden walls from view at street level. Landscaping shall screen any required railings to the maximum extent feasible. 65 Resolution 2021-10 GG. Applicants shall indemnify, protect, defend, and hold the City, and/or any of its officials, officers, employees, agents, departments, agencies, authorized volunteers and instrumentalities thereof, harmless from any and all claims, demands, lawsuits, writs of mandamus, and other actions and proceedings (whether legal, equitable, declaratory, administrative or adjudicatory in nature), and alternative dispute resolution procedures (including, but not limited to arbitrations, mediations, and other such procedures), judgments, orders, and decisions (collectively “Actions”), brought against the City, and/or any of its officials, officers, employees, agents, departments, agencies, and instrumentalities thereof, that challenge, attack, or seek to modify, set aside, void, or annul, any action of, or any permit or approval issued by the City and/or any of its officials, officers, employees, agents, departments, agencies, and instrumentalities thereof (including actions approved by the voters of the City) for or concerning the project, whether such Actions are brought under the California Environmental Quality Act, the Planning and Zoning Law, the Code of Civil Procedure Sections 1085 or 1094.5, or any other federal, state, or local constitution, statute, law, ordinance, charter, rule, regulation, or any decision of a court of competent jurisdiction. It is expressly agreed that the City shall have the right to approve, which approval will not be unreasonably withheld, the legal counsel providing the City’s defense, and that applicant shall reimburse City for any costs and expenses directly and necessarily incurred by the City in the course of the defense. City shall promptly notify the applicant of any Action brought and City shall cooperate with applicant in the defense of the Action. PASSED, APPROVED AND ADOPTED THIS 20TH DAY OF JULY 2021. BRAD CHELF, CHAIRMAN ATTEST: JANELY SANDOVAL, CITY CLERK 66 Resolution 2021-10 STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) §§ CITY OF ROLLING HILLS ) I certify that the foregoing Resolution No. 2021-10 entitled: A RESOLUTION OF THE PLANNING COMMISSION OF THE CITY OF ROLLING HILLS GRANTING APPROVAL FOR SITE PLAN REVIEW FOR GRADING AND VARIANCES TO LOCATE THE NEW SWIMMING POOL, SPA, BARBECUE AND TRELLIS IN THE FRONT YARD AREA AND FOR THE NEW SWIMMING POOL AND SPA TO ENCROACH INTO FRONT YARD SETBACK ON A LOT LOCATED AT 3 OUTRIDER ROAD, ROLLING HILLS, CA (HOYLER). PROJECT HAS BEEN DETERMINED TO BE EXEMPT FROM CALIFORNIA ENVIRONMENTAL QUALITY ACT was approved and adopted at an adjourned regular meeting of the Planning Commission on July 20, 2021 by the following roll call vote: AYES: NOES: ABSENT: ABSTAIN: and in compliance with the laws of California was posted at the following: Administrative Officer JANELY SANDOVAL, CITY CLERK 67 Agenda Item No.: 7.A Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ASHFORD BALL, SENIOR MANAGEMENT ANALYST THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT: CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH HQE SYSTEMS INC. FOR A NOT-TO-EXCEED AMOUNT OF $3,280 TO CONDUCT A FEASIBILITY STUDY FOR THE BLOCK CAPTAINS PROGRAM COMMUNICATION PROJECT DATE:August 23, 2021 BACKGROUND: In the FY2019-2020 approved budget, the City Council allocated funding to purchase radios for the Block Captain program. These handheld radios were intended to provide a method of communication between City Hall and the community during emergencies with prolonged power failure. Approximately $500 of the $6,600 budget was used to purchase four test radios. The radios were recommended by the President of the Peninsula Amateur Radio Club. When the Peninsula Amateur Radio Club could not longer serve the City, a qualified professional was needed to get the test radios programmed. In FY2020-2021, the City Council approved budget for the Block Captain Program to purchase 65 communication devices and provided support to continue with the communication project. In February 2021, staff advertised a Request for Proposal (RFP) to solicit proposals from qualified firms to assist the city in designing a turnkey Emergency Communications System to support the Block Captain Program. The city was seeking a proposer who had experience in emergency communication solutions that would meet the needs of the end user in functionality and financial outlays. In lieu of specifying the purchase of handheld radios, the RFP allowed proposers to provide alternative solutions to meet the City's needs. On March 25, 2021, the City received one (1) proposal from HQE Systems, Inc. After reviewing the proposal, staff contacted HQE Systems, Inc. and scheduled an interview to learn more about the firm and discuss the proposal and City project. On April 8, 2021, staff met via video conference with HQE Systems, Inc. and received a presentation on the firm's history and core capabilities. Discussion ensued on the City's needs, the Block Captain Program, and HQE Systems, Inc. proposal and fee proposal. During the course of the interview, HQE Systems, Inc. outlined a recommended system, alternative to the handheld radios, that would meet the 68 City's needs. It was apparent that an analysis of multiple emergency communication systems would not be warranted. On April 26, 2021, staff recommended to the City Council to engage the services of HQE Systems Inc. for the Block Captain Communications project for a feasibility study of the recommended system. City Council decided to delay the item and directed Councilmember Jeff Pieper to work with staff to better understand the evolution of the communication project, from purchasing handheld radios to a siren system and the scope of the feasibility study. DISCUSSION: As directed, staff met with Councilmember Pieper on four occasions: May 20, 2021, July 15, 2021, July 23, 2021 and August 12, 2021. Some of the meetings with Councilmember Pieper included the Lead Block Captains Arlene and Gene Honbo. In preparation of other meetings with Councilmember Pieper, staff worked with the City's Project Manager Alan Palermo and HQE Systems Inc. to provide technical information requested by Councilmember Pieper. The feasibility study would be comprised of HQE Systems Inc. to identify the hardware, the location of the hardware, software, system integration, and detailed cost estimate to install a siren system for the community. The Lead Block Captains, along with many members of the Block Captains are in support of the project. Included with this report is a letter from the Lead Block Captains expressing support for the project. FISCAL IMPACT: In the FY 2021-2022 adopted budget, under fund 65-917, there is sufficient funds to engage HQE Systems Inc. for the feasibility study for $3,280. RECOMMENDATION: Staff recommends that the City Council approve a Professional Services Agreement with HQE Systems, Inc. to conduct a feasibility study for potential consulting services for the Block Captain Communications Project. ATTACHMENTS: HQE_Professional_Svcs_Agreement_Exhibit_A_Exhibit_B.pdf Outdoor Speaker Options.pdf Emergency Communications City Council Letter.docx SUPPLEMENTAL - Professional Services Agreement _ HQE Systems Inc.-c1 (002).pdf SUPPLEMENTAL - Professional Services Agreement _ HQE Systems Inc.-c1 (002).DOC SUPPLEMENTAL 7A - LETTER & EMAILS OF SUPPORT.pdf 69 65277.00001\33890315.2 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this ___ day of April 2021 by and between the CITY OF ROLLING HILLS, a California municipal corporation (hereinafter the “CITY”), and HQE Systems, Inc., a California corporation with its principal office at 42075 Remington Avenue, Suite #109, Temecula, California 92590 (hereinafter the “CONSULTANT”). City and Consultant are sometimes referred to in this Agreement individually as a “Party” and collectively as the “Parties.” 1. RECITALS: A. CITY is in need of professional services for the following project: Emergency Communications System (“the Project”). B. CONSULTANT is duly licensed and/or has the necessary qualifications to provide such services for the Project. C. Parties desire to establish the terms for the CITY to retain the CONSULTANT in order to provide the services described herein. Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, CITY and CONSULTANT agree the following terms, as set forth in this Agreement. 2. SCOPE OF WORK CONSULTANT shall provide the services described in the Scope of Services attached hereto as Exhibit A, which is attached to this Agreement and incorporated herein by reference (the “Services”). the term of this Agreement shall be for a period of one (1) year from the date of execution of this Agreement unless terminated sooner pursuant to the provisions of this Agreement or when the services are complete. Such term may be extended upon written agreement of both CITY and CONSULTANT. 3. COST The CITY agrees to pay CONSULTANT for the Services provided by Consultant, a fixed fee of Three Thousand Two Hundred Eighty Dollars ($3,280). This amount includes the cost for the Services and all expenses, travel and mileage, attendance at meetings, and reimbursable expenses. 4. METHOD OF PAYMENT Upon full execution of this Agreement, CONSULTANT shall submit an invoice in duplicate and addressed to the CITY OF ROLLING HILLS, CITY MANAGER, 2 Portuguese Bend Road, Rolling Hills, CA 90274. CITY shall remit payment for the Services within fourteen (14 days) of receiving this invoice. 70 65277.00001\33890315.2 5. SUBCONTRACTING CONSULTANT warrants that it will not employ any independent subcontractors to assist CONSULTANT with the performance of the Services without CITY’s prior written approval. 6. COMPLIANCE WITH LAW All Services rendered under this Agreement will be provided in accordance with the requirements of relevant local, state, and federal laws. 7. ACCOUNTING RECORDS CONSULTANT shall maintain accounting records and other evidence pertaining to costs incurred for the Services under this Agreement. Records and documents shall be kept available at the CONSULTANT’s Temecula office for five years from the date of final payment. 8. OWNERSHIP OF DATA All data, maps, photographs, and other material collected or prepared under the Agreement shall become and remain the property of the CITY. 9. ASSIGNABILITY CONSULTANT warrants that it will not assign or transfer any interest in this Agreement without the prior written consent of CITY. 10. NON-SOLICITATION CLAUSE The CONSULTANT warrants that it does not employ or retain any company or persons, other than a bona fide employee working solely for the CONSULTANT, to obtain any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. INDEMNITY A. CONSULTANT shall indemnify and save harmless CITY, its elected and appointed officers and employees from all claims, damages, suits, costs, or actions of every name, kind, or description, brought for, or on account of, (i) injuries to or death of any person, (ii) damage to property, or (iii) arising from performance of this Agreement in any manner that results from the fault or negligence of CONSULTANT, its officers, agents, employees, and/or servants in connection with this Agreement. 71 65277.00001\33890315.2 B. CITY shall indemnify and save harmless CONSULTANT, its officers, agents, employees, and/or servants from all claims, damages, suits, costs, or actions of every name, kind, or description, brought for, or on account of, (i) injuries to or death of any person, (ii) damage to property, or (iii) arising from performance of this Agreement in any manner that result from the fault or negligence of CITY, its elected and appointed officers and employees in connection with this Agreement. C. If CONSULTANT subcontracted any portion of the Services to be performed under this Agreement, CONSULTANT warrants that it required each subcontractor to indemnify, hold harmless, and defend CITY and each of its officers, officials, employees, agents, and volunteers in accordance with paragraph A for such subcontractor’s fault or negligence in connection with this Agreement. D. Survival. The obligations established by this section will survive termination of this Agreement. 12. INSURANCE A. Without limiting CONSULTANT’S obligations arising under paragraph 11 - Indemnity, CONSULTANT warrants that it obtained and maintained policies of insurance required under this section while providing the Services under this Agreement. The insurance covered CONSULTANT, its agents, representatives, and employees in connection with the performance of the Services under this Agreement. Insurance policies included coverage for the following: i. Automobile Liability Insurance with minimum coverage of $300,000 for property damage, $300,000 for injury to one person/single occurrence, and $300,000 for injury to more than one person/single occurrence. ii. Public Liability and Property Damage Insurance, insuring CITY its elected and appointed officers, agents, and employees from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT’S actions under this Agreement, whether or not done by CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such insurance shall have a combined single limit of not less than $500,000. iii. Worker’s Compensation Insurance for all CONSULTANT’S employees to the extent required by the State of California. CONSULTANT shall require all subcontractors who are hired by CONSULTANT to perform the Services and who have employees to similarly obtain Worker’s Compensation Insurance for all of the subcontractor’s employees. iv. Professional Liability Insurance for CONSULTANT that at a minimum covers professional misconduct or lack of the requisite skill required for the performance of Services in the amount of not less than $500,000 per occurrence. 72 65277.00001\33890315.2 B. Deductibility Limits for policies referred to in subparagraphs A (i) (ii) and (iii) shall not exceed $5,000 per occurrence. C. Endorsements. Each automobile liability insurance policy and public liability and property damage insurance policy shall be endorsed with the language of Sections (i) – (ii) below. (i) Additional Insured Clause. The CITY, its elected or appointed officers, and employees, shall be named as additional insureds. (ii) Primary Insurance Clause. The insurance required by subparagraphs A(i), (ii) and (v) shall be primary and not excess coverage. D. Evidence of Insurance. CONSULTANT shall furnish to CITY, prior to the execution of this Agreement, satisfactory evidence of the insurance required, issued by an insurer authorized to do business in California. All required insurance policies are subject to the approval of the City Attorney. 13. ENFORCEMENT OF AGREEMENT In the event that legal action is commenced to enforce or declare the rights created under this Agreement, the prevailing party shall be entitled to an award of costs and reasonable attorney’s fees in the amount to be determined by the court. 14. CONFLICTS OF INTEREST No member of the governing body of the CITY and no other officer, employee, or agent of the CITY who exercises any functions or responsibilities in connection with the planning and carrying out of the program, had any personal financial interest, direct or indirect, in this Agreement; and the CONSULTANT further covenants that in the performance of this Agreement, no person having any such interest was employed. 15. INDEPENDENT CONTRACTOR The CONSULTANT was and at all times remains as to the CITY a wholly independent contractor. Neither the CITY nor any of its agents had control over the conduct of the CONSULTANT or any of the CONSULTANT’s employees in the performance of the Services, except as herein set forth. The CONSULTANT did not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. 16. ENTIRE AGREEMENT OF THE PARTIES This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONSULTANT by CITY and contains all the covenants and agreements between the parties with respect to such employment in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, orally or otherwise, have been made by any party, or anyone acting 73 65277.00001\33890315.2 on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONSULTANT. 17. NOTICE All written notices required by or related to this Agreement shall be sent by Certified Mail, return receipt requested, postage prepaid, and addressed as listed below. Neither party to this Agreement shall refuse to accept such mail; the parties to this Agreement shall promptly inform the other party of any change of address. All notices required by this Agreement are effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this Agreement is as follows: CITY: Elaine Jeng, PE, City Manager City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, California 90274. CONSULTANT: Henry Hernandez, Chief Operating Officer HQE Systems, Inc. 42075 Remington Avenue, Ste. 109 Temecula, CA 92590 18. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of California and all applicable federal statutes and regulations as amended. 19. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONSULTANT for any work performed under this Agreement. Acceptance of payment shall be any negotiation of the CITY’s check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONSULTANT, its employees, sub-consultants, and agents for the accuracy and competency of the information provided and/or work performed under the 2019 Agreement and this Agreement; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the CONSULTANT, its employees, sub-consultants and agents. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year written below. 74 65277.00001\33890315.2 CITY OF ROLLING HILLS HQE SYSTEMS, INC. __________________________ __________________________ ELAINE JENG, City Manager HENRY HERNANDEZ, Chief Operating Officer DATE:___________ DATE:_____________ ATTEST: __________________________ CITY CLERK APPROVED AS TO FORM: __________________________ MICHAEL JENKINS CITY ATTORNEY 75 65277.00001\33890315.2 EXHIBIT A SCOPE OF WORK Task 1 - Planning Phase 1. CONSULTANT will conduct an internal kickoff meeting to gather Project information and discuss general Project schedule and milestones. 2. CONSULTANT will execute Task 1 of the Project Scope set by the CITY and all of the essential tasks outlined by the CITY. Specifically, the CONSULTANT will: 2.1 Conduct a general assessment of the CITY’s requirements (goals and objectives) to improve the CITY’s overall emergency mass communications. 2.2 After a review of the goals and objectives set by the CITY, conduct an assessment of the CITY’s terrain and identify support infrastructure on site (communications, electrical, etc.). 2.3 Utilizing the information gathered from the assessment, provide the CITY with a recommendation for the ideal mass communication solution (“Solution”) that meets the CITY’s goals and objectives, and improves the overall safety for its citizens. 2.4 This ideal Solution will be delineated in a final report that will include all of the following: 2.4.1 Executive Summary Report of Task 1; 2.4.2 Sound propagation analysis and map; 2.4.3 Proposed Solution that meets the needs of the City; 2.4.4 A budget estimate for the Solution including estimated costs for: equipment, labor, and maintenance service; and 2.4.5 A proposed Project schedule for the Solution. 76 MAIN PROPOSAL FOR: CITY OF ROLLING HILLS EMERGENCY COMMUNICATIONS SYSTEM CONSULTING SERVICES Due Date: March 25, 2021 Proposal Prepared For:Proposal Approved By: City of Rolling Hills HQE Systems Inc. No. 2 Portugese 42075 Remington Ave, Suite #109 Rolling Hills, CA 90274 Temecula, CA 92590 POC:Elaine Jeng, P.E.POC:Mr. Henry Hernandez Title:City Manager Title:Chief Operating Officer Email:Ejeng@CityOfRH.Net Email:Contracts@HQESystems.com Tel:(310) 377-1521 Tel:(800) 967-3036 X203 or (951) 281-0462 HQE Systems, Inc. has the following credentials: 77 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA Table of Contents 1. Coverletter 2 2. Company Information 4 Why Our Customers Choose Us 4 What We Offer (Our Core Competencies)4 Where We Support Our Customers From 5 Qualifications Of Key Personnel Assigned To The City ’s Project 6 Overview of Past Performances (Last 3 Years)8 Detailed Past Performance Details (Past 3 Years)9 3. Consulting Capabilities 12 HQE’s Full Mass Notification Systems (MNS) Experience 12 How We Will Approach the City of Rolling Hills Project 13 What We Are Offering (Key Solution Items)15 4. Cost, Training, Customer Support 15 Cost of The Offer 15 Training 15 Customer Support 15 Attached Appendices 1: Cost Proposal 2 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 78 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA 1. Coverletter To Whom It May Concern: Since opening its doors in 2014,HQE Systems has developed into a Full Service Technology Company that is headquartered in Temecula,CA.HQE’s core competencies include,Mass Notification Systems, Electronic Security Systems,Software Development,Systems Integration,Prototyping,and Staffing Services.HQE is pleased to submit a response to the City of Rolling Hills request for a quote regarding the Emergency Communications Systems Consulting Services. It is with great pleasure that we present you with the following response to provide the City of Rolling Hills with the Emergency Communications System, to include: ❖Subject Matter Experts with expertise in Emergency Communications Systems ❖Consult and assist the City in all phases of the project ❖Full turn-key solution service The consulting solution being offered for this solicitation from HQE meets or exceeds in any specifications the stated requirements.HQE acknowledges,understands,and complies with all FARS, Scope,Requirements,and Instructions outlined in this document,the Statement of Work (SOW),and attachments. If you have any questions or concerns, please contact our dedicated team for this project : Contract Issue POC:Mr. Henry Hernandez Chief Operating Officer Contracts@HQESystems.com (800) 967-3036 Ext 203 Technical Issue POC:Mr. Nick Ellis Lead Project Manager BD@HQESystems.com (800) 967-3036 Customer Support:Ms. Desiree Carr Business Development Specialist BD@HQESystems.com (800) 967-3036 Company Name:HQE Systems, Inc. Address:42075 Remington Ave, STE 109, Temecula,CA 92590 Phone/Fax:1 (800) 967-3036 / 1 (760) 645-7183 Classification:Service-Disabled Veteran Owned Small Business (SDVOSB) California, Disabled Veteran Business Enterprise (DVBE) Minority Owned Business Enterprise (MBE) Disadvantaged Business Enterprise (DBE) Small Business Enterprise (SBE) DUNS:079240822 CA SB/DVBE 1770659 CAGE:72W82 SAM/WAWF ACTIVE TIN:46-4509607 SDVOSB ACTIVE 3 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 79 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA 2. Company Information Why Our Customers Choose Us HQE Systems,Inc.(HQE)is a Minority Owned, Service Disabled Veteran Owned Small Business (SDVOSB)with its headquarters located in Temecula,California.HQE was founded by service disabled veterans who wanted to continue to serve our communities after honorably serving in the military.For a short period,the founders of HQE worked as Subject Matter Experts (SMEs)for our nation's largest technology companies.With the work ethics sharpened in the military and the technical knowledge gained from working in the large technology companies,the founders of HQE made the decision to open HQE’s door officially in 2014.Since then,HQE has grown to become an internationally recognized full service technology company servicing over 1,000+ sites worldwide. The value of HQE goes beyond just our technically exceptional offer and price.Since 2014,we have continued to solve problems for our clients through the use of innovative software development and systems integration.Any company can offer a piece of equipment and install it.That ’s the easy part. But very few are capable of integrating legacy technologies with modern systems.In the end,our new customers always become our longtime customers due to our ability to solve problems that others won’t touch. We solve problems! What We Offer (Our Core Competencies) 4 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 80 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA Where We Support Our Customers From HQE’s main headquarters is located in the Westside Technology Park of Temecula,California.In order to provide the best service to the customers,HQE has established an east coast headquarters office and 22 technical field support offices in the continental United States.Internationally,HQE currently has 6 technical field support offices located worldwide. Main HQ Office Eastcoast HQ Office European Support Office 42075 Remington Ave 4030 Wake Forest Road Muhldorfer Strabe 1 Suite 109 Suite 349 85661 Temecula, CA 92590 Raleigh, NC Forstinning - Germany HQE’s Technical Support Center (U.S. Only) Region I: Western U.S.Region II: Central U.S.Region III: Eastern U.S. Sacramento, CA Houston, TX Washington, D.C. Los Angeles, CA San Antonio, TX Quantico, V.A. San Diego, CA Nashville, TN Boston, MA Seattle, WA Little Rock, AR Charlotte, NC Las Vegas, NV St Louis, MO Atlanta, GA Salt Lake City, UT Louisville, KY Tampa, FL Albuquerque, NM Indianapolis, IN (Pending)West Palm Beach, FL Denver, CO Oklahoma City, (Pending)New York City, NY Note: Europe (Region IV) & Asia (Region V) technical support locations not shown on this table. 5 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 81 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA Qualifications Of Key Personnel Assigned To The City ’s Project HQE’s Key Personnel includes company officers,directors,and associates bringing over 150+years of Mass Notification Systems engineering design,installation and maintenance experience.All of our leadership and the key personnel have maintained TOP SECRET and SECRET security clearances and have direct experience working with Cities. Dedicated Staff To This Project Responsibilities To This Project Name Key Roles Responsibilities To The Project 1 Qais Alkurdi Corporate Monitor Responsible for the overall quality assurance 2 Henry Hernandez Project Director Manage all deliverables timelines & support 3 Sean Benson Quality Control Provide QC support to the project 4 Nick Ellis Lead Project Manager Provide on the ground coordination & support 5 Walter Bellevile Software Developer Software Design Expert 6 Charles West Senior Field Engineer Systems Design Expert 7 Andrew Hernandez Technical Supervisor Outdoor Systems Technical Expert 8 Fern Abundis Technician / Safety Rep Electrical (High & Low Voltage) Expert 9 Desiree Carr Customer Service Rep Provide 24/7/365 customer service *Note: CAD Tech’s role is identified but is not a key role. 6 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 82 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA Credentials/Resumes/Certifications/Licenses Credentials, Certifications, Education Qais Alkurdi Henry Hernandez Sean Benson Nick Ellis Charles West Desiree Carr Walter Belleville Andrew Hernandez Fern Abdunis 1 Mass Notification Experience (Years)17 15 20 13 8 6 5 6 5 2 Formal Education MBA B.A.MBA B.A.B.A.A.A.B.A. 3 Project Management X X X X X X 4 Microsoft Office Suite X X X X X X X X X 5 SiRcom Systems X X X X X X X X 6 Federal Signal Systems X X X X X X X 7 Whelen Systems X X X X X X X 8 ATI Systems X X X X X X 9 American Signal Systems X X X X X X X 10 Alertus Systems X X X X X 11 SAP Certified Technology Associate X X X 12 Security Network Servers X X X X X 13 Video Management Software X X X X X X X X 14 Network Surveillance Cameras X X X X X X X 15 Card Readers/Badge Scanners X X X X X X X 16 Personnel/Vehicle Access Gates X X X X X X X 17 Gate & Fence Perimeter Security X X X X X X X 18 Active Shooter Sensors X X X X X X X 19 Asset Tracking Sensors & Software X X X X X X X X 20 Software Developer X X X X X X 7 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 83 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA Overview of Past Performances (Last 3 Years) Over the past three years,HQE has designed,implemented,and successfully handed over numerous projects throughout the world.Our success has been built on our capabilities to be of value to our clients by being able to provide the needed service at the right phase of the client ’s requirements.From small to major projects,HQE has participated in every phase of the requirements lifestyle.The below graphic depicts projects that HQE was directly responsible for the successful completion of the project. In the past 3 years,HQE has deployed multiple teams worldwide to earn a 5 star customer service rating in the Department of Defense’s performance rating. General Consulting Projects Project Management Projects Installation & Upgrade Projects Sustainment Projects Total Projects 7 15 93 42 157 ❖General Consulting:Providing subject matter expertise to conduct gap analysis and design a partial or complete solution requirement that can be utilized to purchase a solution. ❖Project Management:Providing oversight and operations management services to oversee a specified project. ❖Installation &Upgrades:Providing hardware,software,and integrations services for new capabilities. When requested, to upgrade the current legacy system in place. ❖Maintenance &Sustainment:Providing scheduled preventative and corrective maintenance.To include on-call service support for systems in place. ❖Full Turn-Key Projects:Providing a full service support from start to finish of a single or multiple projects.HQE’s value to the client is that with our in-house design,engineering,installation,and software team, we can accomplish any size and scope project required by our clients. 8 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 84 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA Detailed Past Performance Details (Past 3 Years) 1 Past Performance Contract Details Past Performance Contract General Project Description Client Name Dept. of Public Health ❖The Department of Public Health required HQE to assess and design an emergency mass notification system to overhaul their existing legacy system. ❖The complexities of the project were: ➢No original design plans of the installed equipment ➢Entire system was degraded or not working ❖The final custom system consisted of security and emergency management command and control software with integrated: ➢Emergency Mass Notification Command and Control Software ➢34 Giant Voice Sirens Install & Maintenance ➢14 - Building Integrations Modules ➢2,132- Indoor Paging Speakers ➢8 - Mobile Giant Voice Trailers ➢Replacement and upgrade of the legacy Giant Voice system to the upgraded modern solution Client Organization State Government Client Industry Healthcare Client Location Richmond, CA System Purchased Mass Notification System Type of Contract Open Bid Competition Contract Role Prime Contractor Contract Ref. #19-PO-01533 Contract Budget $603,218.90 Contract Period Sept 2019 - Oct 2020 2 Past Performance Contract Details Past Performance Contract General Project Description Client Name U.S. Navy & Marine Corps ❖The U.S. Navy and Marine Corp’ Security and Emergency Management Programs Office required HQE to design, plan, install (upgrade), and maintain an enterprise level integrated modern mass notification system. ❖The complexities of the project where: ➢Overall project required services at 15 different locations ➢Limited original design plans of the installed security systems ➢Over 25 different brands to integrate into the overall new plan ➢The new system had to be installed without taking the legacy system offline ❖Installed and currently maintaining: ➢Emergency Mass Notification Command and Control Software ➢183 Giant Voice Sirens New ➢2,420 - CCTV Camera Systems ➢89 - Server Systems ➢112 - High Definition Recorders ➢74 - New indoor units consisting of transceivers ➢56 - db Omni-Directional Antenna ➢39 - UWI-1302 ➢382 - Integrated Electronic Security and Mass Notification System units with existing FACP. Verified volume levels and priority at the FACP. Client Organization Federal Government Client Industry Department of Defense Client Location 15 Major Projects ❖Camp Pendleton, CA ❖Camp Smith, HI ❖Camp B.M., CA ❖Air Station, AZ ❖US Navy SPAWAR, SC ❖Camp Lejeune, NC ❖Recruit Depot, CA ❖Navy Norfolk, VA ❖Okinawa, Japan ❖Camp Geiger, NC ❖Quantico, VA ❖HQMC, D.C. ❖Virginia Beach, VA ❖Coronado, CA ❖PT Mugu, CA System Purchased Mass Notification System Type of Contract Open Bid Competition Contract Role Prime Contractor Contract Ref. #N65236-15-NR-55421 Contract Budget Currently $4,805,496.00 Contract Period June 2018 - Present 9 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 85 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA 3 Past Performance Contract Details Past Performance Contract General Project Description Client Name U.S. Air Force ❖The U.S. Air Force required HQE to design, plan, install (upgrade), and maintain an enterprise level integrated mass notification and electronic security system independent for each military installation. ❖The complexities of the project where: ➢Overall project required services at 11 different locations (to include international sites with local government construction & electrical policies) ➢Over 18 different brands to integrate into the overall new plan ➢The new system had to be installed without taking the legacy system offline ❖Installed and currently maintaining: ➢38 Emergency Mass Notification Command and Control Software Servers ➢78 Giant Voice Sirens ➢38 Indoor Mass Notification Integrations ➢274 - High Definition Recorders ➢149 - New indoor units consisting of transceivers ➢132 - 9db Omni-Directional Antennas ➢76 - UWI-1302 ➢782 - Integrated Electronic Security and Mass Notification System units with existing FACP. Verified volume levels and priority at the FACP. Client Organization Federal Government Client Industry Department of Defense Client Location 10 Major Projects ❖McConnell AFB, KS ❖Davis-Monthan, AZ ❖Melrose AFB, NM ❖Kirtland AFB, NM ❖Alconbury AB, UK ❖Molesworth AB, UK ❖Volkel, Netherlands ❖Kleine Brogel, Belgium ❖Mildenhall, UK ❖Wrightpatterson, OH ❖Minot, ND System Purchased Mass Notification System Type of Contract Open Bid Competition Contract Role Prime Contractor Contract Ref. #N65236-15-NR-55421 Contract Budget Currently $605,496.00 Contract Period Sept 2017 - Present 4 Past Performance Contract Details Past Performance Contract General Project Description Client Name Fayette County School Dis.❖Fayette County School District required a complete security and emergency management system. The project was scoped and awarded in phases by the School District. ❖The complexities of the project were: ➢Over 40 different sites needed to be integrated into a single command and control system ➢Original design plans were missing. ➢Multiple software and hardware required integration into the main system ❖Partially installed and planned for install: ➢Command and control software ➢40 - Giant Voice Sirens ➢Over 5,000 access control systems ➢Over 1,000 intrusion detection systems ➢Car printers ➢Integration of active shooter, inclement weather, and FEMA alerts systems Client Organization County School District Client Industry K - 12 Schools Client Location Fayette County, KY System Purchased Mas Notification System Type of Contract Open Bid Competition Contract Role Prime Contractor Contract Ref. #N65236-15-NR-55421 Contract Budget Currently $1,350,000.00 Contract Period Sept 2020 - Present 10 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 86 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA 5 Past Performance Contract Details Past Performance Contract General Project Description Client Name Partner Engineering Inc.❖Partner Engineering Inc. directly awarded all low voltage (security and mass notification systems) requirements to HQE. HQE was recommended by the Children's Hospital of LA for a previous major hospital project that was successfully completed. ❖The complexities of the projects: ➢This project was required to build the solution within strict compliance laws of the Office of Statewide Health Planning and Development (OSHPD). ➢All projects had outdated and incorrect building design plans. ➢All sites required HQE’s team to work without hindering the patient service being provided on site (to include students at the middle school). ❖Installed and currently maintaining ➢12 Emergency Mass Notification Command and Control Software On Premise Servers ➢31 Giant Voice Sirens ➢2,590 - CCTV Camera Systems ➢180 - Server Systems ➢280 - High Definition Recorders ➢4,678 - Access Control Systems Client Organization Private Company Client Industry Construction & Engineering Client Location 7 Projects ❖Antelope Valley Hospital ❖Mercy San Juan Hospital ❖Regional Medical Center San Juan ❖Cottonwood Cornerstone ❖Avenel Middle School❖Bergen County Technical❖Partner Eng. Western Campuses (CA, NV, AZ) System Purchased Mass Notification System Type of Contract Direct Award Contract Role Sub Contractor Contract Ref. #19-S8473 19-S9012 20-S0872 20-S1623 20-S2809 Contract Budget Currently $2,705,300.00 Contract Period June 2019 -Sept 2020 6 Past Performance Contract Details Past Performance Contract General Project Description Client Name CHLA, USC, UCLA ❖CHLA, USC, and UCLA have a combined initiative to develop a working cooperation between the three campuses. As the lead, CHLA required HQE to design, install, and maintain a state of the art security and mass notification system. ❖The complexities of the projects: ➢Working within strict OSHPD compliance ➢Working to integrate 3 major organizations into a single system ❖Installed and currently maintain ➢Emergency Mass Notification Command and Control Cloud Servers ➢54 - Giant Voice Sirens ➢835 - CCTV Camera Systems ➢22 - Indoor Notification Systems Client Organization Non-Profit, Private, Public Client Industry Healthcare & Higher Ed. Client Location 4 Projects ❖Children's Hospital of LA (CHLA) ❖University of Southern California (USC) ❖University of LA (UCLA) System Purchased Electronic Security System Type of Contract Open Bid Competition Contract Role Prime Contractor Contract Ref. #20-3847 Contract Budget Currently $2,932,000.00 Contract Period June 2019 -Sept 202 11 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 87 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA 3. Consulting Capabilities HQE’s Full Mass Notification Systems (MNS) Experience HQE provides a full turn-key solution and services for all MNS capabilities consulting.Our MNS engineering team can support any size organization and scope to ensure the right security system is in place.HQE can provide solutions for systems design,planning,installation,upgrades,and sustainment services. Our in-house MNS capabilities include (are not limited to): ❖Mass Notification C2 Software:On Premise or Cloud Based C2 Software ❖Electronic Mass Notification System (EMNS):Software mass notification solution ➢Emails Alerts Phone Calls SMS Text Alerts ➢Desktop Alerts Social Media Alerts Push Notifications ❖Indoor Notification:Unified indoor alerting capabilities ➢Fire Alarm Integration Cable TV Alerts Visual/Audio Beacons ➢Marquee Sign Alerts VoIP Integration Paging Systems ➢Panic Alarms Workplace Violence Active Shooter Sensors ❖Outdoor Warning System:All weather intelligible audio Giant Voice Sirens Specific to this solicitation,HQE’s capable of providing the specified life cycle consulting of the Emergency Communications System for the City of Rolling Hills.Our MNS engineers and technicians have over 150+years of experience working with all indoor and outdoor Emergency Communications Systems. We Are Experts At Compliance Laws & Regulations 12 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 88 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA How We Will Approach the City of Rolling Hills Project HQE’s subject matter experts have studied and assessed the ideal project solution for City of Rolling Hills. For this Emergency Communications System Consulting Services,HQE suggests that the Waterfall Project Management Methodology be utilized.This process will allow for City of Rolling Hills and HQE’s team to effectively and efficiently move through the project milestones and work schedule. ❖Planning Phase ➢This phase is initiated when HQE receives the intent to award notice from the City. ➢Goals of this phase are: ■Execute Task 1 of the Project Scope set by the City and all of the specified essential tasks outlined by the City as the sub-tasks.(HQE & City) ■Coordinate and finalize all administrative (contract)requirements (HQE & City) ■Conduct an internal kickoff meeting with the HQE’s designated staff to prepare for (HQE) ■Coordinate and execute an official kickoff meeting for the project (HQE & City) ●Introduction of the project team (HQE & City) ●Request for any final information requests from client (HQE) ●Discuss general project schedule and milestones (HQE & City) ■Execute Task 2:of the Project Scope set by the City and all of the specified essential tasks outlined by the City as the sub-tasks.(HQE & City) ■Create the tentative plan of action based on information captured from the City (HQE) ➢This phase ends when the plan is established by HQE and approved by the City (HQE & City) ❖Designing Phase ➢This phase is initiated when HQE receives the approval for the updated project plan based on the information gathered during the planning phase. ➢Goals of this phase are: ■Execute Task 3 of the Project Scope set by the City and all of the specified essential tasks outlined by the City as the sub-tasks.(HQE & City) ■Technical design of the specified systems requirement is compiled into the comprehensive overall system architecture. (HQE) ■An updated detailed bill of materials (BOM)is finalized (hardware,software,and consumable materials) for sourcing. (HQE) ■HQE to update the provide the overall lead times of the supplies being requested to vendors to the City that may have an impact on the initial project. 13 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 89 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA This will assist the City in approving a general Period of Performance. (HQE) ■HQE to coordinate with the client’s project POC to confirm the approved execution schedule (tentative planning purposes).(HQE & Client) ■HQE to assist the City in writing the request for proposal to include the BOM, Period of Performance (POP),and any other requirements needed to fully detail out the solicitation. (HQE and City) ■HQE to assist the City in finalizing the RFP and the City posts the RFP on their business portal. (HQE & City) ■HQE to collect questions from vendors and answer all technical questions. (HQE) ➢This phase ends when the proposal submission date is closed for the Project. ❖Execution Phase ➢This phase is initiated when the City and the HQE’s team officially open the proposals. ➢Goals for this phase are: ■HQE to assist the City with the technical evaluations of the proposals from the Vendors. (HQE and City) ■HQE to score the vendors in ranking for technical acceptance. (HQE) ■HQE to assist the City in the initial kick off meeting with the Vendor. (HQE) ■HQE to assist the City in assisting in the management of the start of the project with the vendor. (HQE) ■HQE to provide assistance to the City in managing the installation of the system by the vendor. ■HQE to ensure the vendor installs the system per the agreed upon terms and conditions of the specifications of the system awarded. ➢This phase ends when testing and turnover date is agreed to by all parties. (HQE) ❖Test and Turnover Phase ➢This phase is initiated when the test and turnover date is agreed to by HQE and all state holders. (HQE & City) ➢Goals for this phase are: ■Detailed site walkthrough of all the works performed by the Vendor.(HQE & City) ■HQE to assist the City in observing the Vendor test the agreed upon percentage of the system per the OEM standards. (HQE & City) ■HQE to identify any issues for the Vendor to fix found during the test and turnover phase. (HQE & City) ■HQE to collect and provide the City with the systems test and turnover files/ report. (HQE) ■HQE to assist the City in setting up through the vendor the conduct of any training offered by the Vendor to the City. (HQE &City) ➢This phase ends when the client signs off on the test and turnover certificate. ❖Customer Support Phase ➢This phase is initiated when the system is accepted by the City. ➢Goals of this phase are: 14 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 90 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA ■Execute Task 4:of the Project Scope set by the City and all of the specified essential tasks outlined by the City as the sub-tasks.(HQE & City) ■Provide any additional information and or support to assist the City in maintaining and incorporating any new systems for future life safety and security capabilities. ➢This phase ends on the last day of the service portion of the contract. What We Are Offering (Key Solution Items) ❖An experienced full Emergency Communication Systems Subject Matter Expert (SME) Consulting Team. ❖Support the City’s identified Tasks 1 to 4. ❖Support the City in other tasks that may not be identified in the original tasks list to ensure the success of the Project. ❖Provide the City ’s staff/stakeholders with key familiarization training /presentations to ensure the successful implementation of the Emergency Communication System. ❖Optional Items for consideration: ➢Emergency Mass Notification assessment and survey of key sites (City Hall, Schools,Parks,etc.to improve the City’s overall Life Safety and Security readiness).HQE performs this task for the Department of Defense for their sensitive and non-sensitive sites. 4. Cost, Training, Customer Support Cost of The Offer ❖The total cost of the final solution being offered is: See Attachment 1, Cost Proposal ➢Note: HQE is fully staffed to support multiple Project Managers to perform this Project. If the City requires HQE to complete this entire project within a short period of time, HQE is capable of allocating additional dedicated Project Managers to accomplish the Project within the City ’s desired timeline if requested. Training ❖HQE’s Emergency Mass Communication Systems experts will provide the City’s stakeholders with the following training sessions to improve the City ’s knowledge in the best practice for Emergency Management and Communications Systems. ➢General overview of the Emergency Communications Industry ➢General overview of the compliance laws and regulations ➢General overview of the system being requested by the City and how it impacts the City ’s growth and sustainability Customer Support ❖The following customer support plan will be activated upon completion of the project. ➢Assigned Customer Representative: Ms. Desiree Carr ➢Assigned Technical Project Manager: Mr. Nick Ellis 15 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 91 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA ➢Customer support plan includes: ■General and technical issues (remote) during the normal working hours (9am to 4pm PSD, M-Sat). ■Emergency support, 24/7/365 customer support: A 24/7 support will be provided during the City ’s Task 3 and Task 4 phase if something arises that will require the City to request for HQE’s technical support (in case of an Emergency). End of Proposal “It is our goal at HQE to continue to serve our veterans through our ‘Hire Veterans Policy HQE-2015-2025’.We appreciate all of our current and past customers who have helped us meet our goals of hiring veterans throughout the years.Your support in HQE is directly impacting the support of our amazing veterans.Thank you for your considerations and support of a Minority Business Enterprise (MBE),Disadvantaged Business Enterprise (DBE),and Service Disabled Veteran Owned Small Business (SDVOSB)!.” Thank You from the team of HQE Systems Inc. Qais Alkurdi, CEO Henry Hernandez, COO Disabled Veteran / Retired Disabled Veteran 16 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 92 COST PROPOSAL FOR: CITY OF ROLLING HILLS EMERGENCY COMMUNICATIONS SYSTEM CONSULTING SERVICES Due Date: March 25, 2021 Proposal Prepared For:Proposal Approved By: City of Rolling Hills HQE Systems Inc. No. 2 Portugese 42075 Remington Ave, Suite #109 Rolling Hills, CA 90274 Temecula, CA 92590 POC:Elaine Jeng, P.E.POC:Mr. Henry Hernandez Title:City Manager Title:Chief Operating Officer Email:Ejeng@CityOfRH.Net Email:Contracts@HQESystems.com Tel:(310) 377-1521 Tel:(800) 967-3036 X203 or (951) 281-0462 HQE Systems, Inc. has the following credentials: 93 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA 1. LABOR RATES LINE POSITION HOURLY RATE 1 Senior Project Manager $102.00 / HR 2 Project Manager $77.00 / HR 3 CAD Technician $42.00 / HR 4 Technical Writer $29.00 / HR 2. PROPOSED FEE PER TASK LINE CITY’S REQUIRED TASK PROPOSED TASK HOURS TOTAL RATE 1 Task 1 - Information Gathering/Project Scope 2 Senior Project Manager 8 $816.00 3 Project Manager 32 $2,464.00 4 CAD Technician 0 $0 5 Technical Writer 0 $0 6 Task 1 Total 40 $3,280.00 LINE CITY’S REQUIRED TASK PROPOSED TASK HOURS TOTAL RATE 1 Task 2 - Review / Analysis of potential ECS’s 2 Senior Project Manager 8 $816.00 3 Project Manager 32 $2,464.00 4 CAD Technician 0 $0 5 Technical Writer 8 $232.00 6 Task 1 Total 48 $3,512.00 2 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 94 EMERGENCY COMMUNICATIONS SYSTEM CONSULTING ROLLING HILLS, CA LINE CITY’S REQUIRED TASK PROPOSED TASK HOURS TOTAL RATE 1 Task 3 - Bidding / Procurement Services 2 Senior Project Manager 16 $1,632.00 3 Project Manager 80 $6,160.00 4 CAD Technician 32 $1,344.00 5 Technical Writer 32 $982.00 6 Task 3 Total 160 $10,118.00 LINE CITY’S REQUIRED TASK PROPOSED TASK HOURS TOTAL RATE 1 Task 4 - Technical Assistance Post Deployment of System 2 Senior Project Manager 12 $1,224.00 3 Project Manager 96 $7,392.00 4 CAD Technician 8 $336.00 5 Technical Writer 8 $232.00 6 Task 4 Total 120 $9,184.00 ❖Total labor cost for entire project:$26,094.00 3 |Page HQE SYSTEMS INC.|A Service Disabled Veteran Owned Small Business (SDVOSB) 95 Outdoor Life Safety Siren Mounting Options 96 No Penetration Roof Option (Tripod Stabilized)Roof Option Fixed Mast Or Retracted Mast Option * Mast is retracted when not in use to minimize silhouette on the roof line. Upon an alert trigger, the mast will automatically self erect and the alert will be activated from the outdoor sirens. Estimated time to erect and alert is less than a minute. Auto Erect Standby Position Activated Position No Roof Penetration. Stabilized with weights. 97 Requires 5 Min To Deploy From Set Up PointMobile Trailers Option May require 3 - 4 trailers to cover the city. 98 Use Existing Infrastructure To Mount SirensSide Mount Option Fixed Mounting On Buildings * Mast is permanently fixed safely to side of buildings. HQE has utilized this mounting option in over 100+ buildings in hurricane, tornado, and earthquake prevalent areas. This allows for a low profile while utilizing existing infrastructure as the mounting source. Painted To Match Surroundings 99 Use Existing Infrastructure To Mount SirensLight Pole Mount Option Fixed On Traffic and Road Light Poles * The low profile circular speaker housing is visually pleasing and blends in well with surroundings. HQE can install these inconspicuous speakers on traffic lights, road light poles, and any other vertical poles that is desired by the City. Painted To Match The Light Pole. Circular speakers can operate individually or in a stack. For this purpose, only 1 or 2 speakers are required. 100 Use Existing Infrastructure To Mount SirensWater Tower Mount Option Fixed On Elevated Towers * The outdoor sirens can be fixed on top of City’s already existing infrastructure to minimize additional mounting “poles” to be installed. Fixed Safely On Existing Water Towers 101 August 19, 2021 Dear Honorable Mayor and RH City Councilmembers: An important priority of the Block Captain program since 2019 is Emergency Communications. How will residents be notified of an emergency evacuation? Will notification be limited to people who pre-register to receive emergency alerts? What happens in the event of no electricity or phone service? In 2019 the RH Wildfire Mitigation Survey asked residents about emergency communications: How high of a priority is emergency communications (5 being the highest)? o 122 respondents rated emergency communications as a 5 or 4 (28 % priority 5/ 29% priority 4) If every-day communications fail what means would you like to use? o 89 respondents (45%) chose sirens; 85 respondents (43%) chose walkie- talkies. We support the RH City Council to approve a feasibility study to determine if sirens are a viable option to support emergency communications to all RH residents in the event of a major power outage. We understand from the LA County Fire Department that given the close proximity to a potential wildfire starting on the peninsula, residents in RH would not have the benefit of an evacuation alert or warning; residents would likely be asked to evacuate immediately. Thus, we support having an emergency plan that considers all potential scenarios, including a worst-case one. Respectfully, Block Captain Leads Arlene Honbo – 33 Portuguese Bend Road Gene Honbo – 33 Portuguese Bend Road 102 65277.00001\33890315.1 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 23rd day of August 2021 by and between the CITY OF ROLLING HILLS, a California municipal corporation (hereinafter the “CITY”), and HQE Systems, Inc., a California corporation with its principal office at 42075 Remington Avenue, Suite #109, Temecula, California 92590 (hereinafter the “CONSULTANT”). CITY and CONSULTANT are sometimes referred to in this Agreement individually as a “Party” and collectively as the “Parties.” 1. RECITALS: A. CITY is in need of professional services for the following project: Emergency Communications System (“the Project”). B. CONSULTANT has the necessary qualifications to provide such services for the Project. C. Parties desire to establish the terms for the CITY to retain the CONSULTANT in order to provide the services described herein. Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, CITY and CONSULTANT agree the following terms, as set forth in this Agreement. 2. SCOPE OF WORK CONSULTANT shall provide the services described in the Scope of Services attached hereto as Exhibit A, which is attached to this Agreement and incorporated herein by reference (the “Services”). The term of this Agreement shall be for a period of one (1) year from the date of execution of this Agreement unless terminated sooner pursuant to the provisions of this Agreement. Such term may be extended upon written agreement of both CITY and CONSULTANT. 3. COST The CITY agrees to pay CONSULTANT for the Services, a fixed fee of Three Thousand Two Hundred Eighty Dollars ($3,280). This amount includes the cost for the Services and all expenses, travel and mileage, attendance at meetings, and reimbursable expenses. 4. METHOD OF PAYMENT Upon full execution of this Agreement, CONSULTANT shall submit an invoice in duplicate and addressed to the CITY OF ROLLING HILLS, CITY MANAGER, 2 Portuguese Bend Road, Rolling Hills, CA 90274. CITY shall remit payment for the Services within fourteen (14 days) of receiving this invoice. 103 65277.00001\33890315.1 5. SUBCONTRACTING CONSULTANT warrants that it will not employ any independent subcontractors to assist CONSULTANT with the performance of the Services without CITY’s prior written approval. If CITY consents to such subcontract, CONTRACTOR shall be fully responsible to CITY for all acts or omissions of the subcontractor. 6. COMPLIANCE WITH LAW All Services rendered under this Agreement will be provided in accordance with the requirements of relevant local, state, and federal laws. 7. ACCOUNTING RECORDS CONSULTANT shall maintain accounting records and other evidence pertaining to costs incurred for the Services under this Agreement. Records and documents shall be kept available at the CONSULTANT’s Temecula office for five years from the date of final payment. 8. OWNERSHIP OF DATA All data, maps, photographs, and other material collected or prepared under the Agreement shall become and remain the property of the CITY. 9. ASSIGNABILITY CONSULTANT warrants that it will not assign or transfer any interest in this Agreement without the prior written consent of CITY. 10. NON-SOLICITATION CLAUSE The CONSULTANT warrants that it does not employ or retain any company or persons, other than a bona fide employee working solely for the CONSULTANT, to obtain any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11. INDEMNITY A. CONSULTANT shall indemnify, defend, and hold harmless CITY, its officers, agents and employees, from and against any and all liability, damages, expenses, causes of action, suits, claims, costs, fees, penalties, or judgments, of any nature whatsoever, including reasonable attorneys fees and costs of suit, brought by or owed to third parties, to the extent caused by CONSULTANT’s negligent or wrongful performance of the work or breach of this Agreement. 104 65277.00001\33890315.1 B. CITY shall indemnify, defend, and hold harmless CONSULTANT, its officers, directors, agents and employees, from and against any and all liability, damages, expenses, causes of action, suits, claims, costs, fees, penalties, or judgments, of any nature whatsoever, including reasonable attorneys fees and costs of suit, brought by or owed to third parties, to the extent caused by CITY’s negligent or wrongful performance or breach of this Agreement. 12. INSURANCE A. Without limiting CONSULTANT’S obligations arising under paragraph 11 - Indemnity, CONSULTANT warrants that it shall obtain and maintain policies of insurance required under this section while providing the Services under this Agreement. The insurance shall cover CONSULTANT, its agents, representatives, and employees in connection with the performance of the Services under this Agreement. Insurance policies included coverage for the following: i. Automobile Liability Insurance with minimum coverage of $300,000 for property damage, $300,000 for injury to one person/single occurrence, and $300,000 for injury to more than one person/single occurrence. ii. Public Liability and Property Damage Insurance, insuring CITY its elected and appointed officers, agents, and employees from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT’S actions under this Agreement, whether or not done by CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such insurance shall have a combined single limit of not less than $500,000. iii. Worker’s Compensation Insurance for all CONSULTANT’S employees to the extent required by the State of California. CONSULTANT shall require all subcontractors who are hired by CONSULTANT to perform the Services and who have employees to similarly obtain Worker’s Compensation Insurance for all of the subcontractor’s employees. iv. Professional Liability Insurance for CONSULTANT that at a minimum covers professional misconduct or lack of the requisite skill required for the performance of Services in the amount of not less than $500,000 per occurrence. B. Deductibility Limits for policies referred to in subparagraphs A (i) (ii) and (iii) shall not exceed $5,000 per occurrence. C. Endorsements. Each automobile liability insurance policy and public liability and property damage insurance policy shall be endorsed with the language of Sections (i) – (ii) below. (i) Additional Insured Clause. The CITY, its elected and appointed officers, and employees, shall be named as additional insureds. 105 65277.00001\33890315.1 (ii) Primary Insurance Clause. The insurance required by subparagraphs A(i), (ii) and (v) shall be primary and not excess coverage. D. Evidence of Insurance. CONSULTANT shall furnish to CITY, prior to the execution of this Agreement, satisfactory evidence of the insurance required, issued by an insurer authorized to do business in California. All required insurance policies are subject to the approval of the City Attorney. 13. ENFORCEMENT OF AGREEMENT In the event that legal action is commenced to enforce or declare the rights created under this Agreement, the prevailing party shall be entitled to an award of costs and reasonable attorney’s fees in the amount to be determined by the court. 14. CONFLICTS OF INTEREST No member of the governing body of the CITY and no other officer, employee, or agent of the CITY who exercises any functions or responsibilities in connection with the planning and carrying out of the program, had any personal financial interest, direct or indirect, in this Agreement; and the CONSULTANT further covenants that in the performance of this Agreement, no person having any such interest was employed. 15. INDEPENDENT CONTRACTOR The CONSULTANT is and at all times remains as to the CITY a wholly independent contractor. Neither the CITY nor any of its agents had control over the conduct of the CONSULTANT or any of the CONSULTANT’s employees in the performance of the Services, except as herein set forth. The CONSULTANT did not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. 16. ENTIRE AGREEMENT OF THE PARTIES This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONSULTANT by CITY and contains all the covenants and agreements between the parties with respect to such employment in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONSULTANT. 17. NOTICE All written notices required by or related to this Agreement shall be sent by Certified Mail, return receipt requested, postage prepaid, and addressed as listed below. Neither party to this Agreement shall refuse to accept such mail; the parties to this Agreement shall promptly inform the other party of any change of address. All notices required by this Agreement are 106 65277.00001\33890315.1 effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this Agreement is as follows: CITY: Elaine Jeng, PE, City Manager City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, California 90274. CONSULTANT: Henry Hernandez, Chief Operating Officer HQE Systems, Inc. 42075 Remington Avenue, Ste. 109 Temecula, CA 92590 18. GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of California and all applicable federal statutes and regulations as amended. 19. FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONSULTANT for any work performed under this Agreement. Acceptance of payment shall be any negotiation of the CITY’s check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONSULTANT, its employees, subcontractors, and agents for the accuracy and competency of the information provided and/or work performed under this Agreement; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the CONSULTANT, its employees, subcontractors, and agents. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year written below. CITY OF ROLLING HILLS HQE SYSTEMS, INC. __________________________ __________________________ ELAINE JENG, City Manager HENRY HERNANDEZ, Chief Operating Officer DATE:___________ DATE:_____________ 107 65277.00001\33890315.1 ATTEST: __________________________ CITY CLERK APPROVED AS TO FORM: __________________________ MICHAEL JENKINS CITY ATTORNEY EXHIBIT A SCOPE OF WORK 108 65277.00001\33890315.1 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 23 rd day of August 2021 by and between the CITY OF ROLLING HILLS, a California municipal corporation (hereinafter the “CITY”), and HQE Systems, Inc., a California corporation with its principal office at 42075 Remington Avenue,Suite #109, Temecula,California 92590 (hereinafter the “CONSULTANT”). CITY and CONSULTANT are sometimes referred to in this Agreement individually as a “Party” and collectively as the “Parties.” 1.RECITALS: A.CITY is in need of professional services for the following project: Emergency Communications System (“the Project”). B.CONSULTANT has the necessary qualifications to provide such services for the Project. C.Parties desire to establish the terms for the CITY to retain the CONSULTANT in order to provide the services described herein. Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, CITY and CONSULTANT agree the following terms, as set forth in this Agreement. 2.SCOPE OF WORK CONSULTANT shall provide the services described in the Scope of Services attached hereto as Exhibit A, which is attached to this Agreement and incorporated herein by reference (the “Services”). The term of this Agreement shall be for a period of one (1) year from the date of execution of this Agreement unless terminated sooner pursuant to the provisions of this Agreement. Such term may be extended upon written agreement of both CITY and CONSULTANT. 3.COST The CITY agrees to pay CONSULTANT for the Services, a fixed fee of Three Thousand Two Hundred Eighty Dollars ($3,280). This amount includes the cost for the Services and all expenses, travel and mileage, attendance at meetings, and reimbursable expenses. 4.METHOD OF PAYMENT Upon full execution of this Agreement, CONSULTANT shall submit an invoice in duplicate and addressed to the CITY OF ROLLING HILLS, CITY MANAGER, 2 Portuguese Bend Road, Rolling Hills, CA 90274. CITY shall remit payment for the Services within fourteen (14 days) of receiving this invoice. 109 65277.00001\33890315.1 5.SUBCONTRACTING CONSULTANT warrants that it will not employ any independent subcontractors to assist CONSULTANT with the performance of the Services without CITY’s prior written approval. If CITY consents to such subcontract, CONTRACTOR shall be fully responsible to CITY for all acts or omissions of the subcontractor. 6.COMPLIANCE WITH LAW All Services rendered under this Agreement will be provided in accordance with the requirements of relevant local, state, and federal laws. 7.ACCOUNTING RECORDS CONSULTANT shall maintain accounting records and other evidence pertaining to costs incurred for the Services under this Agreement. Records and documents shall be kept available at the CONSULTANT’s Temecula office for five years from the date of final payment. 8.OWNERSHIP OF DATA All data, maps, photographs, and other material collected or prepared under the Agreement shall become and remain the property of the CITY. 9.ASSIGNABILITY CONSULTANT warrants that it will not assign or transfer any interest in this Agreement without the prior written consent of CITY. 10.NON-SOLICITATION CLAUSE The CONSULTANT warrants that it does not employ or retain any company or persons, other than a bona fide employee working solely for the CONSULTANT, to obtain any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the CITY shall have the right to annul this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration or otherwise recover the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent fee. 11.INDEMNITY A.CONSULTANT shall indemnify, defend, and hold harmless CITY, its officers, agents and employees, from and against any and all liability, damages, expenses, causes of action, suits, claims, costs, fees, penalties, or judgments, of any nature whatsoever, including reasonable attorneys fees and costs of suit, brought by or owed to third parties, to the extent caused by CONSULTANT’s negligent or wrongful performance of the work or breach of this Agreement. 110 65277.00001\33890315.1 B.CITY shall indemnify, defend, and hold harmless CONSULTANT, its officers, directors, agents and employees, from and against any and all liability, damages, expenses, causes of action, suits, claims, costs, fees, penalties, or judgments, of any nature whatsoever, including reasonable attorneys fees and costs of suit, brought by or owed to third parties, to the extent caused by CITY’s negligent or wrongful performance or breach of this Agreement. 12.INSURANCE A.Without limiting CONSULTANT’S obligations arising under paragraph 11 - Indemnity, CONSULTANT warrants that it shall obtain and maintain policies of insurance required under this section while providing the Services under this Agreement. The insurance shall cover CONSULTANT, its agents, representatives, and employees in connection with the performance of the Services under this Agreement. Insurance policies included coverage for the following: i.Automobile Liability Insurance with minimum coverage of $300,000 for property damage, $300,000 for injury to one person/single occurrence, and $300,000 for injury to more than one person/single occurrence. ii.Public Liability and Property Damage Insurance, insuring CITY its elected and appointed officers, agents, and employees from claims for damages for personal injury, including death, as well as from claims for property damage which may arise from CONSULTANT’S actions under this Agreement, whether or not done by CONSULTANT or anyone directly or indirectly employed by CONSULTANT. Such insurance shall have a combined single limit of not less than $500,000. iii.Worker’s Compensation Insurance for all CONSULTANT’S employees to the extent required by the State of California. CONSULTANT shall require all subcontractors who are hired by CONSULTANT to perform the Services and who have employees to similarly obtain Worker’s Compensation Insurance for all of the subcontractor’s employees. iv.Professional Liability Insurance for CONSULTANT that at a minimum covers professional misconduct or lack of the requisite skill required for the performance of Services in the amount of not less than $500,000 per occurrence. B.Deductibility Limits for policies referred to in subparagraphs A (i) (ii) and (iii) shall not exceed $5,000 per occurrence. C.Endorsements. Each automobile liability insurance policy and public liability and property damage insurance policy shall be endorsed with the language of Sections (i) – (ii) below. (i)Additional Insured Clause. The CITY, its elected and appointed officers, and employees, shall be named as additional insureds. 111 65277.00001\33890315.1 (ii)Primary Insurance Clause. The insurance required by subparagraphs A(i), (ii) and (v) shall be primary and not excess coverage. D.Evidence of Insurance. CONSULTANT shall furnish to CITY, prior to the execution of this Agreement, satisfactory evidence of the insurance required, issued by an insurer authorized to do business in California. All required insurance policies are subject to the approval of the City Attorney. 13.ENFORCEMENT OF AGREEMENT In the event that legal action is commenced to enforce or declare the rights created under this Agreement, the prevailing party shall be entitled to an award of costs and reasonable attorney’s fees in the amount to be determined by the court. 14.CONFLICTS OF INTEREST No member of the governing body of the CITY and no other officer, employee, or agent of the CITY who exercises any functions or responsibilities in connection with the planning and carrying out of the program, had any personal financial interest, direct or indirect, in this Agreement; and the CONSULTANT further covenants that in the performance of this Agreement, no person having any such interest was employed. 15.INDEPENDENT CONTRACTOR The CONSULTANT is and at all times remains as to the CITY a wholly independent contractor. Neither the CITY nor any of its agents had control over the conduct of the CONSULTANT or any of the CONSULTANT’s employees in the performance of the Services, except as herein set forth. The CONSULTANT did not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the CITY. 16.ENTIRE AGREEMENT OF THE PARTIES This Agreement supersedes any and all other agreements, either oral or in writing, between the parties hereto with respect to the employment of CONSULTANT by CITY and contains all the covenants and agreements between the parties with respect to such employment in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement or amendment hereto shall be effective unless executed in writing and signed by both CITY and CONSULTANT. 17.NOTICE All written notices required by or related to this Agreement shall be sent by Certified Mail, return receipt requested, postage prepaid, and addressed as listed below. Neither party to this Agreement shall refuse to accept such mail; the parties to this Agreement shall promptly inform the other party of any change of address. All notices required by this Agreement are 112 65277.00001\33890315.1 effective on the day of receipt, unless otherwise indicated herein. The mailing address of each party to this Agreement is as follows: CITY:Elaine Jeng, PE, City Manager City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, California 90274. CONSULTANT: Henry Hernandez, Chief Operating Officer HQE Systems, Inc. 42075 Remington Avenue, Ste. 109 Temecula, CA 92590 18.GOVERNING LAW This Agreement shall be governed by and construed in accordance with the laws of the State of California and all applicable federal statutes and regulations as amended. 19.FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE The acceptance by the CONSULTANT of the final payment made under this Agreement shall operate as and be a release of the CITY from all claims and liabilities for compensation to the CONSULTANT for any work performed under this Agreement. Acceptance of payment shall be any negotiation of the CITY’s check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the CITY shall not constitute, nor be deemed, a release of the responsibility and liability of the CONSULTANT, its employees, subcontractors, and agents for the accuracy and competency of the information provided and/or work performed under this Agreement; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the CITY for any defect or error in the work prepared by the CONSULTANT, its employees, subcontractors, and agents. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year written below. CITY OF ROLLING HILLS HQE SYSTEMS, INC. __________________________ __________________________ ELAINE JENG, City Manager HENRY HERNANDEZ, Chief Operating Officer DATE:___________ DATE:_____________ 113 65277.00001\33890315.1 ATTEST: __________________________ CITY CLERK APPROVED AS TO FORM: __________________________ MICHAEL JENKINS CITY ATTORNEY EXHIBIT A SCOPE OF WORK 114 7A - Supplemental August 23, 2021 Carol Marrone - 17 Southfield, Block Captain, Zone 17c 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 1 Janely Sandoval From:Arlene Honbo <arleneahonbo@gmail.com> Sent:Monday, August 23, 2021 4:32 PM To:City Clerk Cc:Elaine Jeng Subject:Fwd: Final - Letter to RH City Council- Emergency Communications Dear Janely, Will you please add Carol Marrone's name to the letter submitted on behalf of the Block Captains? She is the Block Captain for Zone 17c and lives at 17 Southfield. Thank you, Arlene ---------- Forwarded message --------- From: <chestnutnd@aol.com> Date: Mon, Aug 23, 2021 at 3:53 PM Subject: Re: Final - Letter to RH City Council- Emergency Communications To: arleneahonbo@gmail.com <arleneahonbo@gmail.com> Dear Arlene, I am so sorry that I did not reply earlier. If you and Gene think this is the way to go, I am 100% in. Please add my name to the letter. Best wishes, Carol Marrone -----Original Message----- From: Arlene Honbo <arleneahonbo@gmail.com> To: Arlene Honbo <arleneahonbo@gmail.com> Sent: Mon, Aug 23, 2021 3:04 pm Subject: Final - Letter to RH City Council- Emergency Communications 143 Agenda Item No.: 7.B Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:RECEIVE AND FILE THE CITY'S NOTICE OF INTENT (NOI) TO PARTICIPATE IN THE PENINSULA ENHANCED WATERSHED MMANAGEMENT PROGRAM (EWMP), AND DISCUSS PARTICIPATION IN THE TORRANCE AIRPORT STORMWATER BASIN PROJECT. DATE:August 23, 2021 BACKGROUND: On June 28, 2021, the City Council directed staff to participate in the Peninsula Enhanced Watershed Management Program (EWMP). The City Council also directed staff to discuss with the Los Angeles Regional Water Quality Control Board staff (RB staff) on the city's planned approach for compliance with the Machado Lake pollutant loading by demonstrating that the design volume in the tributary areas to the Machado Lake is retained within the City using the Sepulveda Canyon monitoring data. As directed, staff met with RB staff on August 9, 2021 and announced the City's intent to join the Peninsula EWMP. Staff also discussed with the RB staff the City's compliance approach. RB staff advised the City to submit a formal Notice of Intent (NOI) letter outlining the City's next steps to join the EWMP. The NOI letter is attached to this report. Prior to submitting the NOI letter on August 20, 2021, City staff reached out to the Peninsula Watershed Management group for approval to join the EWMP and consent to the send the NOI letter to the Regional Board. The City received a unanimous approval from the group. On behalf of the City, McGowan Consulting will be preparing a detailed and comprehensive addendum to the Peninsula EWMP plan and submit the addendum to the RB staff by November 1, 2021. The Peninsula Watershed Management group already submitted their plan on June 30, 2021. In lieu of resubmitting the entire document, requiring the approval of the other cities in the Peninsula EWMP, the RB staff asked for an addendum to the plan. At the June 28, 2021 City Council meeting, staff was also directed to approach the City of Torrance about a modular design for the Torrance Airport Storwmater Basin Project. The City participated in the feasibility study for the Torrance Airport Stormwater Basin Project and the project received grant funds from Measure W, the Los Angeles County Safe, Clean Water Program for the design of the project. 144 Presently, the project does not include a discharge volume for Rolling Hills because the City was not a participant of the Peninsula EWMP in 2012. Participants of the Peninsula EWMP were required to run a model showing stormwater discharges to Machado Lake. The participants used the discharge volume to design the Torrance Airport Stormwater Basin Project. The City of Torrance is preparing to release a Request for Proposal (RFP) for project design. In response to Rolling Hills' request for modular design to allow the flexibility for project participation, the City of Torrance said that Rolling Hills must decide on participation in the project before the RFP is released, anticipated at the end of August 2021. The modular design idea was not considered. DISCUSSION: Joining the Torrance Airport Stormwater Basin Project would provide the City of Rolling Hills a guarantee that it will comply with allowable Machado Lake pollutant levels in case the City cannot demonstrate that it can meet the retaining stormwater discharge volume. If the City is able to demonstrate that the discharge volume is retained within City boundaries, there would be no need for the City to join the Torrance Airport Stormwater Basin Project. The addendum to the Peninsula EWMP will not be submitted to the RB staff until November 1, 2021. The RB staff may take months to review the addendum. The earliest that the City will have feedback from the RB staff on the proposed compliance approach would be towards the end of the year while the City of Torrance is requiring the City to provide direction on participation in the Torrance Airport Stormwater Basin Project by August 2021. McGowan Consultant discussed with staff that the City may elect to provide a design volume to the City of Torrance and be included in the project RFP while it waits for the results of the hydrologic analysis and response from the RB staff on the Peninsula EWMP. If positive results are received from the RB staff, the City can pull out of the project prior to final design or construction. FISCAL IMPACT: The FY 2021-2022 adopted budget includes $40,000 for participating in the Peninsula EWMP. The anticipated cost of participation is between $20,000 and $40,000, depending on the iterations of reviews by the Regional Board staff. There is no cost to the City to continue participation in the Torrance Airport Storwwmater Basin Project RFP for design services. RECOMMENDATION: Receive and file the City's NOI to join the Peninsula EWMP and discuss the City's participation in the Torrance Airport Stormwater Basin Project. ATTACHMENTS: 2021.09.19EWMP Ltr.pdf 145 146 147 148 Agenda Item No.: 8.A Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:ASHFORD BALL, SENIOR MANAGEMENT ANALYST THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE A PROFESSIONAL SERVICES AGREEMENT WITH GPA CONSULTING FOR A NOT-TO-EXCEED AMOUNT OF $199,215 TO PROVIDE ENVIRONMENTAL CONSULTING SERVICES FOR THE CALOES/FEMA VEGETATION MANAGEMENT GRANT PROJECT. DATE:August 23, 2021 BACKGROUND: The City was awarded funds by CalOES/FEMA for Phase 1 of the Vegetation Management in the canyons for design development to determine the project locations and mitigation methods. Phase 1 of the project also includes environmental assessment, and legal services. The City must meet the grant requirements by completing the tasks for Phase 1 by November 16, 2021. The project location and the project design was conducted by the Los Angeles County Fire Department at no cost to the City. The next step is to complete the environmental assessment. The City conducted two unsuccessful competitive solicitations for environmental services in July and August 2021. No firms were interested in the project. DISCUSSION: In consultation with CalOES, the City was advised to contact firms for proposals. Having conducted vegetation management work in the Nature Preserve commissioned by the City, the Palos Verdes Peninsula Land Conservancy (Land Conservancy) was asked to provide experienced environmental firms to serve the grant project. The Land Conservancy introduced GPA Consulting to city staff. GPA Consulting provides a variety of services in the areas of environmental planning, historic preservation, and biology. GPA Consulting is also well-versed in providing California Environmental Quality Act (CEQA) studies, navigating federally funded projects, conducting large-scale historic resource surveys, facilitating public meetings, and developing public policy. GPA Consulting's expertise and professional experiences are appropriate for the project, and appears to be capable to meet the requirements of the City's grant project. 149 Based on GPA Consulting's experience, the environmental assessment for the project could not be completed by November 16, 2021. The City requested a project extension with CalOES to July 2022 to complete Phase 1 milestones. CalOES is anticipated to provide a response to the City's extension request in September 2021. FISCAL IMPACT: In December 2020, the City Council approved Resolution 1247 to accept the grant funds for the Vegetation Management project in the amount of $242,625 with a required match in the amount of $80,875. All project expenses are invoiced to the grantor with a 75% and 25% split. GPA Consulting estimates a fee of $199,215 to complete the environmental assessment for the project. There is available budget to engage GPA Consulting for services. Twenty-five percent of the fee or $49,804 would be funded using General Fund and 75% of the fee or $149,412 would be funded using the grant funds. In the FY 2021-2022 adopted budget, there is sufficient budget to fund 25% of the environmental assessment fee. RECOMMENDATION: Approve the Professional Services Agreement with GPA Consulting for Environmental Analysis. ATTACHMENTS: PSA for Regulatory Permitting-c1.DOCX GPA_Fee Proposal.pdf GPA Scope_081221.docx 150 1 PROFESSIONAL SERVICES AGREEMENT REGULATORY PERMITTING SERVICES This Agreement is made and entered into by and between the City of Rolling Hills, a municipal corporation (hereinafter referred to as the "City"), and GPA Consulting, Inc., a California corporation (hereinafter referred to as "Consultant"). R E C I T A L S A. The City desires to utilize the services of Consultant as an independent contractor to satisfy the environmental requirements for the Vegetative Management Mitigation Project funded by the Federal Hazard Mitigation Grant Program (HMGP). B. The Consultant warrants to the City that it has the qualifications, experience, and facilities to perform properly and timely the services under this Agreement. C. The City does not have the personnel able and available to perform the services required under this Agreement. NOW, THEREFORE, the City and the Consultant agree as follows: 1.0 SCOPE OF THE CONSULTANT’S SERVICES. The Consultant agrees to provide the services and perform the tasks set forth in the Scope of Work, attached to and made part of this Agreement as Exhibit A, except that, to the extent that any provision in Exhibit A conflicts with this Agreement, the provisions of this Agreement shall govern. The Scope of Work may be amended from time to time in writing and signed by both parties by way of written amendment to this Agreement. The location where services are to be performed shall be determined by mutual agreement of the parties’ representatives. To the extent that services are performed in City Hall, Consultant agrees that its employees will abide by any COVID-19 protocols then in effect. Consultant shall perform all services under this Agreement in accordance with the standard of care generally exercised by like professionals under similar circumstances and in a manner reasonably satisfactory to City. 2.0 TERM OF AGREEMENT. This Agreement will become effective upon execution by both parties and will remain in effect for a period of one year from said date unless otherwise expressly extended and agreed to by both parties in writing through written amendment to this Agreement or terminated by either party as provided herein. 3.0 COMPENSATION FOR SERVICES. The City shall pay the Consultant for its professional services rendered and costs incurred pursuant to this Agreement in accordance with Exhibit B, the Scope of Work’s fee and cost schedule for the services attached to and made part of this Agreement subject to a do not exceed amount in the amount of $199,214.40. Compensation shall under no circumstances be increased except 151 2 by written amendment of this Agreement. The Consultant shall be paid within forty-five (45) days of presentation of an invoice to the City for services performed to the City’s satisfaction. The Consultant shall submit invoices monthly describing the services performed, the date services were performed, a description of reimbursable costs, and any other information requested by the City. 4.0 CONTRACT ADMINISTRATION 4.1 The City’s Representative. Unless otherwise designated in writing, the City Manager shall serve as the City’s representative for the administration of this Agreement. All activities performed by the Consultant shall be coordinated with the City Manager. 4.2 Manager-in-Charge. For the Consultant, ____________, shall be in charge of all matters relating to this Agreement and any agreement or approval made by such person shall be binding on the Consultant. The Manager-in-Charge shall not be replaced without the written consent of the City. 4.3 Responsibilities of the City. The City shall provide all relevant documentation in its possession to the Consultant upon request and City staff shall work with Consultant in order to facilitate its performance of its services hereunder. 4.4 Personnel. The Consultant represents that it has or will secure at its own expense all personnel required to perform the services under this Agreement. All of the services required under this Agreement will be performed by the Consultant or under its supervision, and all personnel engaged in the work shall be qualified to perform such services. The Consultant reserves the right to determine the assignment of its own employees to the performance of the Consultant’s services under this Agreement, but the City reserves the right, for good cause, to require the Consultant to exclude any employee from performing services on the City’s premises. 5.0 TERMINATION. 5.1 Either the City Manager or the Consultant may terminate this Agreement, without cause, by giving the other party thirty (30) days written notice of such termination and the effective date thereof. In the event of such termination, Consultant shall prepare and shall be entitled to receive compensation pursuant to a close-out bill for services rendered in a manner reasonably satisfactory to the City and fees incurred pursuant to this Agreement through the notice of termination. 5.2 If the Consultant or the City fail to fulfill in a timely and proper manner its obligations under this Agreement, or if the Consultant or the City violate any of the covenants, agreements, or stipulations of this Agreement, the Consultant or the City shall have the right to terminate this Agreement by giving written notice to the other party of such termination and specifying the effective date of such termination. The Consultant shall be entitled to receive compensation in accordance with the terms of this Agreement 152 3 for any work satisfactorily completed hereunder. Notwithstanding the foregoing, the Consultants shall not be relieved of liability for damage sustained by virtue of any breach of this Agreement and any payments due under this Agreement may be withheld to off- set anticipated damages. 5.3 In the event of termination, all finished or unfinished documents, reports, photographs, films, charts, data, studies, surveys, drawings, models, maps, or other documentation prepared by or in the possession of the Consultant under this Agreement shall be returned to the City. 6.0 INDEMNIFICATION. Consultant shall indemnify, defend with counsel approved by City, and hold harmless City, its officers, officials, employees, and volunteers from and against all liability, loss, damage, expense, cost (including without limitation reasonable attorneys’ fees, expert fees, and all other costs and fees of litigation) of every nature arising out of or in connection with Consultant’s performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, regardless of City’s passive negligence, but excepting such loss or damage which is caused by the sole active negligence or willful misconduct of the City. Should City in its sole discretion find Consultant’s legal counsel unacceptable, then Consultant shall reimburse the City its costs of defense, including without limitation reasonable attorneys’ fees, expert fees, and all other costs and fees of litigation. The Consultant shall promptly pay any final judgment rendered against the City (and its officers, officials, employees, and volunteers) covered by this indemnity obligation. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement. 7.0 INSURANCE REQUIREMENTS. 7.1 The Consultant, at the Consultant’s own cost and expense, shall procure and maintain, for the duration of the Agreement, the following insurance policies: 7.1.1 Workers’ Compensation Coverage. The Consultant shall maintain Workers’ Compensation Insurance for its employees in accordance with the laws of the State of California. In addition, the Consultant shall require any and every subcontractor to similarly maintain Workers’ Compensation Insurance in accordance with the laws of the State of California for all of the subcontractor’s employees. Any notice of cancellation or non-renewal of all Workers’ Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against the City, its officers, agents, employees, and volunteers for losses arising from work performed by the Consultant for City. 7.1.2 General Liability Coverage. The Consultant shall maintain commercial general liability insurance in an amount of not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be 153 4 performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. 7.1.3 Automobile Liability Coverage. The Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired, and non-owned vehicles, in an amount of not less than three hundred thousand dollars ($300,000) combined single limit for each occurrence. If Consultant or Consultant’s employees will use personal automobiles in any way on this project, Consultant shall obtain evidence of personal automobile liability coverage for each such person. 7.1.4 Professional Liability Coverage. The Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors, or omissions which may arise from the Consultant’s operations under this Agreement, whether such operations are by the Consultant or by its employees or subcontractors. The amount of this insurance shall not be less than one million dollars ($1,000,000) on a claims-made annual aggregate basis, or a combined single-limit-per- occurrence basis. When coverage is provided on a “claims made basis,” Consultant will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover Consultant for all claims made by City arising out of any errors or omissions of Consultant, or its officers, employees, or agents during the time this Agreement was in effect. 7.2 Endorsements. Each insurance policy shall be issued by insurers possessing a Best’s rating of no less than A-:VII. Each general liability insurance policy shall be endorsed with the specific language of Section 8.2.1 – 8.2.7 below. Consultant also agrees to require all Consultants and subcontractors to do likewise. 7.2.1 “The City, its elected or appointed officers, officials, employees, agents, and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts, or equipment furnished in connection with such work or operations.” 7.2.2 This policy shall be considered primary insurance with respect to the City, its elected or appointed officers, officials, employees, agents, and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with this policy. 7.2.3 This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. 7.2.4 Notwithstanding the provisions included in any of the ISO Additional Insured Endorsement forms, Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amounts of 154 5 coverage required. Any insurance proceeds available to the City in excess of the limits and coverage required under this Agreement and which is applicable to a given loss will be available to the City . 7.2.5 The insurer waives all rights of subrogation against the City, its elected or appointed officers, officials, employees, or agents regardless of the applicability of any insurance proceeds, and agrees to require all subcontractors to do likewise. 7.2.6 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents, or volunteers. 7.2.7 The insurance provided by this policy shall not be suspended, voided, or reduced in coverage or in limits except after thirty (30) days’ written notice has been submitted to the City and approved of in writing, except in the case of cancellation, for which ten (10) days’ written notice shall be provided. 7.2.8 Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this Agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. 7.3 Self Insured Retention/Deductibles. Policies required by this Agreement shall allow City, as additional insured, to satisfy the self-insured retention (“SIR”) and/or deductible of the policy in lieu of the Owner (as the named insured) should Owner fail to pay the SIR or deductible requirements. The amount of the SIR or deductible shall be subject to the approval of the City Attorney and the Finance Director. Owner understands and agrees that satisfaction of this requirement is an express condition precedent to the effectiveness of this Agreement. Failure by Owner as primary insured to pay its SIR or deductible constitutes a material breach of this Agreement. Should City pay the SIR or deductible on Owner’s behalf upon the Owner’s failure or refusal to do so in order to secure defense and indemnification as an additional insured under the policy, City may include such amounts as damages in any action against Owner for breach of this Agreement in addition to any other damages incurred by City due to the breach. 7.4 Certificates of Insurance. The Consultant shall provide certificates of insurance with original endorsements to the City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. The Consultant shall provide written evidence of current automobile coverage to comply with the automobile insurance requirement. 155 6 7.5 Failure to Procure Insurance. Failure on the part of the Consultant to procure or maintain required insurance shall constitute a material breach of contract under which the City may terminate this Agreement pursuant to Section 5.2 above. 8.0 ASSIGNMENT AND SUBCONTRACTING. The parties recognize that a substantial inducement to the City for entering into this Agreement is the professional reputation, experience, and competence of the Consultant. Assignments of any or all rights, duties, or obligations of the Consultant under this Agreement will be permitted only with the express written consent of the City. The Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If the City consents to such subcontract, the Consultant shall be fully responsible to the City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between the City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law. 9.0 COMPLIANCE WITH LAWS, CODES, ORDINANCES, AND REGULATIONS.The Consultant shall use the standard of care in its profession and comply with all applicable federal, state, and local laws, codes, ordinances, and regulations. 9.1 Taxes. The Consultant agrees to pay all required taxes on amounts paid to the Consultant under this Agreement, and to indemnify and hold the City harmless from any and all taxes, assessments, penalties, and interest asserted against the City by reason of the independent contractor relationship created by this Agreement. In the event that the City is audited by any Federal or State agency regarding the independent contractor status of the Consultant and the audit in any way fails to sustain the validity of a wholly independent contractor relationship between the City and the Consultant, then the Consultant agrees to reimburse the City for all costs, including accounting and attorneys’ fees, arising out of such audit and any appeals relating thereto. 9.2 Workers’ Compensation Law. The Consultant shall fully comply with the workers’ compensation law regarding the Consultant and the Consultant’s employees. The Consultant further agrees to indemnify and hold the City harmless from any failure of the Consultant to comply with applicable workers’ compensation laws. The City shall have the right to offset against the amount of any compensation due to the Consultant as a result of the Consultant’s failure to promptly pay to the City any reimbursement or indemnification arising under this Section. 9.3 Licenses. The Consultant represents and warrants to the City that it has all licenses, permits, qualifications, insurance, and approvals of whatsoever nature which are legally required of the Consultant to practice its profession. The Consultant represents and warrants to the City that the Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement any licenses, permits, insurance, and approvals which are legally required of the Consultant to practice its profession. 156 7 10.0 CONFLICT OF INTEREST. The Consultant confirms that it has no financial, contractual, or other interest or obligation that conflicts with or is harmful to performance of its obligations under this Agreement. The Consultant shall not during the term of this Agreement knowingly obtain such an interest or incur such an obligation, nor shall it employ or subcontract with any person for performance of this Agreement who has such incompatible interest or obligation. Consultant and its associates and subcontractors will comply with all conflict of interest statutes of the State of California applicable to Consultant’s services under this Agreement, including, but not limited to, the Political Reform Act (Government Code Sections 81000,et seq.)and Government Code Section 1090. 11.0 RECORDS AND AUDITS.The Consultant shall maintain accounts and records, including personnel, property, and financial records, adequate to identify and account for all costs pertaining to this Agreement and such other records as may be deemed necessary by the City or any authorized representative. All records shall be made available at the request of the City, with reasonable notice, during regular business hours, and shall be retained by the Consultant for a period of three years after the expiration of this Agreement. 12.0 OWNERSHIP OF DOCUMENTS. It is understood and agreed that the City shall own all documents and other work product of the Consultant, except the Consultant’s notes and workpapers, which pertain to the work performed under this Agreement. The City shall have the sole right to use such materials in its discretion and without further compensation to the Consultant , but any re-use of such documents by the City on any other project without prior written consent of the Consultant shall be at the sole risk of the City. The Consultant shall at its sole expense provide all such documents to the City upon request. 13.0 INDEPENDENT CONTRACTOR. The Consultant is and shall at all times remain as to the City a wholly independent contractor. Neither the City nor any of its agents shall have control over the conduct of the Consultant or any of the Consultant’s employees or agents, except as herein set forth. The Consultant shall not at any time or in any manner represent that it or any of its agents or employees are in any manner agents or employees of the City. The Consultant shall have no power to incur any debt, obligation, or liability on behalf of the City or otherwise act on behalf of the City as an agent. 14.0 NOTICE. All Notices permitted or required under this Agreement shall be in writing, and shall be deemed made when delivered to the applicable party’s representative as provided in this Agreement. Additionally, such notices may be given to the respective parties at the following addresses, or at such other addresses as the parties may provide in writing for this purpose. Such notices shall be deemed made when personally delivered or when mailed forty-eight (48) hours after deposit in the U.S. mail, first-class postage prepaid, and addressed to the party at its applicable address. 157 8 City of Rolling Hills 2 Portuguese Bend Road. Rolling Hills, CA 900 Attention: City Manager CONSULTANT: Attention: 15.0 GOVERNING LAW. This Agreement shall be governed by the laws of the State of California. 16.0 ENTIRE AGREEMENT; MODIFICATION. This Agreement supersedes any and all other agreements, either oral or written, between the parties, and contains all of the covenants and agreements between the parties. Each party to this Agreement acknowledges that no representations, inducements, promises, or agreements, oral or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. Any agreement, statement, or promise not contained in the Agreement, and any modification to the Agreement, will be effective only if signed by both parties through written amendment to the Agreement. 17.0 WAIVER. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver of a subsequent breach of the same or any other provision under this Agreement. 18.0 EXECUTION. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart. 19.0 AUTHORITY TO ENTER AGREEMENT. The Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform this Agreement. Each party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and to bind each respective party 20.0 COPYRIGHT. No reports, maps, or other documents produced in whole or in part under this Agreement shall be the subject of an application for copyright by or on behalf of the Consultant. 21.0 FINAL PAYMENT ACCEPTANCE CONSTITUTES RELEASE. Final Payment Acceptance Constitutes Release. The acceptance by the Consultant of the final payment made under this Agreement shall operate as and be a release of the City from all claims and liabilities for compensation to the Consultant for anything done, furnished or relating to the Consultant’s work or services. Acceptance of 158 9 payment shall be any negotiation of the City’s check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by the City shall not constitute, nor be deemed, a release of the responsibility and liability of the Consultant, its employees, subcontractors, and agents for the accuracy and competency of the information provided or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by the City for any defect or error in the work prepared by the Consultant, its employees, subcontractors, and agents. 22.0 CORRECTIONS.In addition to the above indemnification obligations, the Consultant shall correct, at its expense, all errors in the work which may be disclosed during the City’s review of the Consultant’s report or plans. Should the Consultant fail to make such correction in a reasonably timely manner, such correction shall be made by the City, and the cost thereof shall be charged to the Consultant. 23.0 ATTORNEYS’ FEES. The parties hereto acknowledge and agree that each will bear his/her or its own costs, expenses, and attorneys' fees arising out of and/or connected with the negotiation, drafting, and execution of the Agreement, and all matters arising out of or connected therewith except that, in the event any action is brought by any party hereto to enforce this Agreement, the prevailing party in such action shall be entitled to reasonable attorneys' fees and costs in addition to all other relief to which that party or those parties may be entitled. This Agreement is executed on _______________, 2021, at City of Rolling Hills, California. CITY OF ROLLING HILLS:CONSULTANT: _________________________________________________________________ Elaine Jeng, P.E., City Manager By: ATTEST: ___________________________ Janely Sandoval, City Clerk APPROVED AS TO FORM: ___________________________________ Michael Jenkins, City Attorney 159 10 EXHIBIT A SCOPE OF SERVICES 160 11 EXHIBIT B FEE AND COST SCHEDULE 161 162 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 1 Project Understanding and Approach The City of Rolling Hills is requesting proposals from qualified firms to provide professional services to satisfy the environmental requirements for the Vegetative Management Mitigation Project funded by the Federal Hazard Mitigation Grant Program (HMGP). The City of Rolling Hills is located in a Very High Fire Hazard Severity Zone designated by Cal Fire and considered at-risk for wildfire events. The City has historically been subject to fires/wildfires threatening loss of life and property. The City applied for funding through the HMGP to create defensible space/fuel breaks to protect homeowners from wildfires within the City. The City was awarded funds for Phase 1 of the project for design development to determine the project locations and methods within the City. Phase 1 of the project also includes a CEQA assessment and legal services. The City must meet the grant requirements by completing the tasks for Phase 1 by November 16, 2021. FEMA/Cal OES will consider releasing additional grant funds for Phase 2 for implementation based on satisfactory work on completing Phase 1. It is understood that we would be clearing the parcels on either side of Crest Road East. (Figure “Crew Work for Veg Project: Potential Project Parcels” Page 93/101 of the RFQ. The project will utilize federal funding (FEMA); therefore, environmental documentation pursuant to the National Environmental Policy Act (NEPA) is required. It is assumed that GPA will complete the NEPA document (Categorical Exclusion) and anticipated support documents: technical studies to support NEPA and FEMA Site Information, Environmental Review and Checklist, Section 106 and Section 7 Consultation. It is also anticipated that the City of Rolling Hills will be the lead agency for CEQA and GPA will complete an IS/MND to comply with CEQA. The technical studies identified in task 2 will support the CEQA and NEPA documents and various state and federal laws. Scope of Work Task 1: Project Management/Information Gathering and Determine Grant Requirements GPA believes environmental coordination in all phases of the project is critical to project delivery. GPA understands the importance of following the project schedule and meeting design milestones. GPA anticipates that coordination and project management will need to occur with the project engineers, City staff, FEMA, and permitting agencies in all phases of the project. GPA will maintain a clear line of communication with the project team and conduct regular status checks to ensure all environmental tasks are on schedule and within budget. GPA will prepare monthly progress reports that include the progress of each task, new and ongoing issues, proposed resolutions, and estimated impacts on the schedule. GPA will also maintain electronic copies of the complete environmental document prepared by GPAand will provide the City with a copy of the final environmental documents upon project completion. GPA has experience with projects with similar time constraints and understands that consistent communication in all phases of the project will help ensure that all milestones will be achieved within the required schedule and budget. Also during this task we will review existing documentation that has been completed to date submit a memorandum on the final scope to satisfy FEMA NEPA and CEQA for the City. 163 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 2 Deliverables:Monthly Progress Reports and final copies of complete GPA-prepared documentation and Environmental Clearance Memorandum Task 2: Conduct Environmental Assessment and Prepare Necessary Documents to Secure Clearance for Project Implementation At project initiation, GPA will work closely with the City and Fire Department to define a complete and detailed project description. The project description will identify the project purpose and need, project objectives, project components, project location, and timing of the project. GPA can conduct a site visit with the project team to visually assess and photograph existing conditions, and to confirm the appropriate environmental study limits. Deliverables:Complete Project Description; attendance at initial site visit. Task 2.1:Biological Technical Memorandum Background Research and Biological Study Area Delineation GPA will review available data on biological resources recorded on and within the vicinity of the project area, including all plant and wildlife species with the potential to be in the area. This review will include conducting searches in databases such as the California Natural Diversity Database (CNDDB), National Wetlands Inventory, and California Native Plant Society. Additionally, a list of threatened and endangered species with the potential to be within the project area will be requested from the United States Fish and Wildlife Service (USFWS). GPA will also work with the City to delineate an appropriate Biological Study Area (BSA) that will cover the direct and indirect impact areas for the project, including all temporary and permanent impact areas. After the data has been reviewed, a BSA map will be created and used for the biologicalanalysis. Biological Field Reconnaissance GPA will systematically survey the BSA for plant and wildlife species, their signs, and/or potential habitat. GPA will inventory all botanical and wildlife resources observed in the BSA and will identify and record all existing vegetation communities in this area in accordance with CDFW’s Guidelines for Assessing the Effects of Proposed Projects on Rare, Threatened, and Endangered Plants and Natural Communities. Floristic surveys will be conducted during the appropriate blooming period for species with the potential to be in the project area (May), if feasible. Special attention will be given to tree and vegetation species that would be impacted (e.g. trimmed or removed) during maintenance activities. Other sensitive biological resources that will be assessed during the reconnaissance include the presence of wildlife movement corridors, habitat linkages, and the presence of potentially jurisdictional wetlands, waters of the United States (U.S.) and waters of the state. As part of the development of this scope of work, GPA completed a preliminary CNDDB search for protected and special-status species recorded within the vicinity of the project area (Torrance and San Pedro 7.5 Minute Quadrangle (Quad) and immediate surrounding quads), in addition to a preliminary USFWS species list. The searches identified multiple special-status wildlife species, including several federally and/or state threatened, endangered, or candidate species, that have been recorded within the search area, including the state threatened tricolored blackbird (Agelaius tricolor), state candidate endangered Crotch bumble bee (Bombus crotchii), federally threatened western snowy plover (Charadrius nivosus nivosus), federally threatened and state endangered western yellow- billed cuckoo (Coccyzus americanus occidentalis), federal candidate monarch - California overwintering population (Danaus plexippus pop. 1), federally endangered El Segundo blue butterfly (Euphilotes battoides allyni), federally endangered Palos Verdes blue butterfly (Glaucopsyche lygdamus palosverdesensis), federally endangered Pacific pocket mouse (Perognathus longimembris pacificus), federally threatened coastal California gnatcatcher (Polioptila californica californica), state threatened bank swallow (Riparia riparia), federally and state endangered Mohave tui chub (Siphateles bicolor mohavensis), federally and state endangered California least tern (Sternula antillarum 164 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 3 browni), federally endangered Riverside fairy shrimp (Streptocephalus woottoni), federally and state endangered least Bell’s vireo (Vireo bellii pusillus), in addition to other special-status species. The search also identified multiple federally and/or state threatened or endangered special-status plant species with potential to be in the project area based on geographical location. In addition, a portion of the project area is within critical habitat for the coastal California gnatcatcher. According to the CNDDB, the following federally or state listed threatened, endangered, or candidate species have been observed within five miles of the project area including the Palos Verdes blue butterfly, Mohave tui chub, California least tern, Lyon’s pentachaeta (Pentachaeta lyonii), tricolored blackbird, Pacific pocket mouse, monarch - California overwintering population, El Segundo blue butterfly, coastal California gnatcatcher, bank swallow, Riverside fairy shrimp, and Crotch bumble bee. Because the project is in a largely undeveloped area, there may be habitat for these and other special-status species within the project area. GPA will assess the existing habitat and potential for special-status species to be in the BSA during field surveys. Focused/protocol wildlife surveys to determine presence/absence of federally or state threatened and endangered species, if required, are not included in this scope of work. If it is determined that the project could result in impacts on any federally or state listed threatened or endangered species, consultation with the USFWS and/or CDFW would be conducted under separate tasks below. Reporting and Mapping Following completion of the background research, site investigations, and field reconnaissance, GPA will summarize the results of these studies into a Biological Technical Memorandum (Memo). The Memo will include a discussion of the existing biological resources in the BSA, applicable regulations, potential project impacts, and proposed avoidance, minimization, and mitigation measures to minimize and/or mitigate these impacts to the extent feasible. The Memo will also discuss any consultation required with other agencies to obtain project approvals and environmental permits, if necessary. GPA will also conduct vegetation mapping in accordance with the National Vegetation Classification and A Manual of California Vegetation. Vegetation communities will be mapped at the alliance level, where appropriate. GPA will digitize vegetation communities and special-status resources, including plants and wildlife observed on site, into a Geographical Information System (GIS) format. Deliverables:One electronic copy of the Biological Technical Memorandum Task 2.2: USFWS Endangered Species Consultation Under the Federal Endangered Species Act (FESA), if the project may affect a USFWS threatened or endangered species, or designated critical habitat, Section 7 consultation with the USFWS is required. Based on preliminary analysis there is potential for federally listed species to be in the project area. GPA anticipates that FESA consultation may be required. GPA will prepare the Section 7 consultation initiation package, including the Biological Assessment, and will coordinate with FEMA and the City for review and submittal of the Section 7 consultation initiation package to USFWS. If requested, GPA will attend internal phone meetings and/or USFWS phone meetings held as part of the consultation process. GPA will provide support to the FEMA to streamline the FESA consultation process, including preparation of supplemental information requested by the USFWS. Deliverable:One electronic copy and one hard copy of the USFWS FESA consultation package Task 2.3: California Endangered Species Act Consultation 165 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 4 Under the California Endangered Species Act (CESA), if the project may result in the ‘take’ of a state threatened, endangered, or candidate species, consultation with the CDFW is required. Based on preliminary analysis there is potential for state listed species to be in the project area. GPA anticipates that CESA consultation may be required. If required, GPA will prepare the request for a Consistency Determination or Incidental Take Permit application and will coordinate with the City for review and submittal of the consultation initiation package/Incidental Take Permit application to CDFW. If requested, GPA will attend internal phone meetings and/or CDFW phone meetings held as part of the consultation process. GPA will provide support to the City to streamline the CESA consultation processes, including preparation of supplemental information requested by CDFW and negotiating the required compensatory mitigation. GPA will also provide technical assistance to the City to refine impact avoidance, minimization, and mitigation measures, as required by CDFW to reduce project impacts and potential for take of listed species to the maximum extent feasible. Deliverable:One electronic copy and one hard copy of the CESA consultation package and CDFW supplemental information request Task 2.4:Regulatory Permitting Section 404 of the Clean Water Act Nationwide Permit Section 404 of the Clean Water Act regulates, and authorizes the USACE to issue permits for the discharge of dredged or fill materials into waters of the U.S. Paintbrush Canyon Creek is a natural waterway and is expected to fall under the jurisdiction of the USACE as waters of the U.S. If project activities will result in temporary or permanent impacts on Paintbrush Canyon Creek, a Section 404 Permit will be required. It is expected that the project will fall within the scope of the USACE Nationwide Permit (NWP) 3 for “Maintenance” under category c: temporary structures, fills, and work necessary to conduct maintenance activity. Under this category, submittal of a pre-construction notification and an aquatic delineation is not required. Therefore, the project is expected to fall under a non-notifying NWP 3. Section 401 of the Clean Water Act Water Quality Certification Section 401 of the Clean Water Act provides the RWQCB with jurisdiction over waters of the state. Section 401 of the Clean Water Act requires applicants acquiring permits from the USACE under Section 404 obtain a Water Quality Certification from the RWQCB for the state in which the discharge originates. The RWQCB typically takes jurisdiction over all surface and ground waters in the state of California; therefore, Paintbrush Canyon Creek is also waters of the state. If project activities will result in temporary or permanent impacts on Paintbrush Canyon Creek, GPA will prepare an application for a Section 401 Water Quality Certification for submittal to the RWQCB. The application will include a brief description of the project, an assessment of impacts to waters of the state, measures and best management practices to minimize impacts, a proposed mitigation plan, and other pertinent project information, as required by the RWQCB. If warranted, a site visit will be coordinated with the RWQCB and other regulatory agencies to facilitate the process. Section 1602 of the California Fish and Game Code Lake or Streambed Alteration Agreement Section 1602 of the California Fish and Game Code requires submittal of a Lake or Streambed Alteration Notification to the CDFW for any activity that may substantially divert or obstruct the natural flow or substantially change the bed, channel, or bank of any river, stream, or lake. Streams (and rivers) are defined by the presence of a channel bed and banks and at least an intermittent flow of water; therefore, Paintbrush Canyon Creek is expected to fall under the jurisdiction of the CDFW. The CDFW typically requires notification for activities that will be conducted within jurisdictional areas. The CDFW reviews the proposed actions and, ifnecessary, submits to the applicant a proposal for measures to protect affected 166 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 5 fish and wildlife resources. The final proposal that is mutually agreed upon by CDFW and the applicant is the Lake or Streambed Alteration Agreement. GPA will prepare a Lake or Streambed Alteration Notification package for submittal to the CDFW. The notification will include a brief description of the project, an assessment of impacts to CDFW jurisdictional areas, measures and best management practices to minimize impacts, a proposed mitigation plan, and other pertinent project information, as required by the CDFW. In addition, GPA will map the habitat and calculate impacts within the 100-year floodplain in the BSA. All trees within the 100-year floodplain will be identified and mapped and the diameter of each tree will be measured at breast height. If warranted, a site visit will be coordinated with the CDFW and other regulatory agencies to facilitate the process. Deliverables:One electronic copy of the 401 and 1602 notification/application packages Task 2.5: Air Quality Impact Assessment AMBIENT Air Quality & Noise Consulting will prepare an air quality impact assessment for the project. Existing air quality conditions and applicable rules, regulations, and significance thresholds will be summarized. The assessment will be prepared in memorandum format based on the CEQA environmental checklist questions. It is anticipated that a qualitative discussion of short-term air quality impacts would be sufficient. However, if deemed necessary, short- term emissions of criteria air pollutants will be quantified. Emissions will be quantified based on equipment usage, schedules, and worker trip information, to be provided. Mitigation measures will be identified for potentially significant impacts. The effectiveness of proposed mitigation measures will be discussed. Deliverables:One electronic copy of the air quality impact assessment Task 2.6: Greenhouse Gas Impact Assessment AMBIENT Air Quality & Noise Consulting will prepare a GHG impact assessment for the project. Applicable regulations and significance thresholds will be summarized. The assessment will be prepared in memorandum format based on the CEQA environmental checklist questions. It is anticipated that a qualitative discussion of short- term GHG impacts would be sufficient. However, if deemed necessary, short-term emissions of GHGs will be quantified. Emissions will be quantified based on equipment usage, schedules, and worker trip information, to be provided. Mitigation measures will be identified for potentially significant impacts. The effectiveness of proposed mitigation measures will be discussed. Deliverables:One electronic copy of the greenhouse gas impact assessment Task 2.7: Noise Impact Assessment AMBIENT Air Quality & Noise Consulting will prepare a noise impact assessment for the project. Applicable regulations, including applicable noise-control ordinances, and significance thresholds will be summarized. Ambient noise measurement surveys are not anticipated to be required and are not included. The assessment will be prepared in memorandum format based on the CEQA environmental checklist questions. It is anticipated that a qualitative discussion of short-term noise impacts would be sufficient. However, if deemed necessary, short-term noise levels associated with project activities will be quantified. Noise levels will be quantified based on equipment usage, schedules, and worker trip information, to be provided. Mitigation measures will be identified for potentially significant impacts. The effectiveness of proposed mitigation measures will be discussed. Deliverables:One electronic copy of the noise impact assessment Task 2.8: AB-52/NHPA Consultation Assistance DUKE CRM will contact the Native American Heritage Commission (NAHC) for a list of groups to consult with under AB-52 and Section 106. The City will need to provide their AB-52 consultation list; if a list is not available, we will 167 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 6 send letters to the groups listed by the NAHC. DUKE CRM will work with the City and FEMA to distribute notification/consultation letters via U.S. Certified Mail initiating the consultation process under both AB-52 and NHPA. DUKE CRM will send letters on the City and FEMA letterhead. We will make up to two attempts to follow-up with Native American groups (email and/or telephone). It is important to note that while DUKE CRM will support the City and FEMA’s efforts, the consultation required under AB-52 and NHPA is between Tribes and the government agencies. We will be available for limited consultation with the City/FEMA, if requested. However, if any meetings or extended consultation are necessary with Native Americans, DUKE CRM will bill hourly at the Project Manager’s rate and require a contract amendment. DUKE CRM will provide a summary-of-consultation matrix to the City. Task 2.9: Cultural Resources Study Research DUKE CRM will complete a records search at the South-Central Coastal Information Center (SCCIC), located at California State University, Fullerton. The SCCIC is the State-designated repository for records concerning known archaeological and historic resources and prior cultural resource studies in Los Angeles County. The records search will include up to a ½-mile radius. Limited research using on-line and inhouse resources will be conducted. Field Survey (if needed) Records search data will inform the necessity to conduct pedestrian survey of the Project area. If an adequate survey has been conducted in the last 10 years and no cultural resources have been previously identified within or near the Project, then a survey will not be necessary. The purpose of the survey is to identify cultural resources within the Project boundaries, characterize the setting of the Project, and field check any previously recorded cultural resources discovered by the records search. Photographs will be taken. For the purposes of this proposal, DUKE C R M does not anticipate the identification of cultural resources within the Project boundaries; if resources are discovered additional tasks and costs, not included herein, will be necessary. Report Upon completion of these tasks, DUKE C R M will prepare a cultural resource report. The report will include a project description, setting, methods, results, and recommendations. DUKE C R M will prepare one draft of the report for review by the CLIENT, one draft report for the City, and one draft report for FEMA. The report will be provided in PDF and/or MS Word electronic format. No hard copies or reproductions are included. If additional reviews are necessary or a more detailed technical report needs to be prepared as determined by any agency, a contract amendment may be necessary. Associated Tasks and Costs Tasks associated with the completion of the project include photography, graphics, and word processing/editing. In addition, expenses necessary in the completion of this project will be included (archive fees, mileage, tolls, etc.). These tasks and costs are included in the cost estimate. Additional budget will be necessary if additional rounds of comments are necessary. DUKE CRM does not anticipate attendance at any project meetings. If needed, attendance will be billed out at the Project Manager’s rate attached. Data Needs The CLIENT will need to provide project data, including a project description, project maps and site plans in electronic format (PDF). In addition, background historical information, cultural resources studies, and geotechnical reports relevant to the Project should be provided. Task 2.10:Initial Study/Mitigated Negative Declaration 168 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 7 If, following completion of the environmental technical studies, it is determined that the project may have significant impacts to environmental resources that would require the preparation of an Initial Study (IS) and issuance of a Mitigated Negative Declaration (MND), then GPA will complete the preparation of all CEQA documentation and support the City in meeting its Lead Agency responsibilities for public notification and approval of the CEQA document. Following completion of the technical analyses described previously, GPA will prepare an Administrative Draft IS, consistent with CEQA Guidelines Appendix G (as amended December 2018). The document will be prepared in a format approved by the City, and shall include all the required sections for an IS. GPA will then submit the Administrative Draft IS to the City for review and will coordinate, as needed, for review and approval of the document. Once the Administrative Draft IS is approved by the City, GPA will finalize the revisions and prepare the Draft IS and Draft MND for public circulation. Once the Administrative Draft IS is approved by the City, GPA will finalize the revisions and prepare the Draft IS and Draft MND for public circulation. GPA will also prepare the Notice of Completion (NOC), Notice of Intent to Adopt a Negative Declaration (NOI), and coordinate with the City for any final reviews and approval to circulate the document. GPA will produce electronic copies of the Draft IS/MND and distribute the document to the appropriate agencies and public for review and comment. GPA will also file the NOC with the State Clearinghouse and the NOI with the Los AngelesCounty Clerk. It is assumed that the Citywill be responsible for any local and/or media postings of notices and document copies. Following circulation of the Draft IS/MND, GPA will coordinate with the City to prepare responses to any public comments received and incorporate the responses and any required revisions into the document. GPA will then prepare a Final IS/MND and submit it to the City for review. GPA will coordinate as needed to make further revisions and obtain approval to finalize the document. GPA will coordinate as needed for the adoption of the Final IS/MND by the Cityand will support the Cityin preparation of any necessary documentation needed to support this adoption, including staff reports, resolutions, and other documentation. Within five days of project approval, GPA will prepare and file a Notice of Determination (NOD) with the County Clerk. Concurrent to preparation of the Final IS/MND, GPA will prepare a Mitigation Monitoring and Reporting Plan (MMRP) for the purposes of tracking compliance with identified avoidance, minimization, and mitigation measures. The MMRP will include a description of required measures, timing of implementation, and responsible parties. The MMRP may be included as a section of the Final MND or as a stand-alone document. GPA will submit the draft MMRP to the City for review and will coordinate as needed to make further revisions and obtain approval to finalize the document. Deliverables: Electronic copy of the Administrative Draft IS/MND;Draft IS/MND; Notice of Completion and Notice of Intent; Final IS/MND, Notice of Determination, and Mitigation, Monitoring and Reporting Plan Task 3:Meetings/Stakeholder Meetings GPA’s Project Director and Project Manager will attend the project kick-off meeting virtually and attend up to five project meetings for the project by zoom or other technology. GPA will also attend two community meetings and two City Council meetings. Deliverables:GPA Project Manager and Project Director in-person participation in the project kick-off meeting and attendance by telephone at up to five project meetings. GPA will provide an electronic copy of the meeting minutes. 169 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 8 Task 3.1:Public Outreach, Public Hearing It is assumed that there will be one public hearing during the circulation period of the Draft IS/MND in order to receive public comments for incorporation into the final environmental document. It is assumed that the meeting would be held in the City Council chambers or similar City facility. GPA will work with the City to provide support during the public hearing, as needed. It is assumed that support provided by GPA will include the preparation of notifications of a public hearing, preparation of hand-outs and comment/speaker cards, presentation of project status during the hearing, and/or video recordation of the public hearing. During the public circulation period, GPA will maintain a file of any comments received for use in preparing the Final IS/MND Deliverable:One Public Meeting; Public Information Materials. Task 4:Provide Technical Support during Cal OES and FEMA’s Review of the Environmental Documents GPA will provide technical support during the review of the environmental documents. This will include responding to a request for information and responding to review comments in accordance with the scope language with each task in this scope and the assumptions listed below. GPA would submit all the federal technical reports to OES and FEMA for their review and respond to any of their comments. Once the technical studies are approved GPA expects FEMA to issue a Categorical Exclusion. Deliverable:FEMA NEPA Categorical Exclusion Assumptions This scope has been prepared based on the following assumptions: This scope of work is based on the project information provided by the City/fire department. If the limits of the project area or scope of the project change substantially, GPA will provide an additional scope of work and budget to support this effort. A high-resolution aerial map with the project boundaries will be provided by the engineer for GPA use in the BSA, and other maps. Any rights of entry required to conduct field surveys within the entire BSA will be provided. Up to three rounds of comments on each deliverable. If responses to additional comments are requested, GPA will provide an additional scope of work and budget to support this effort. All pertinent information, including project design information and any existing background technical information, including the FEMA-prepared Consultation Initiation Package, will be provided to GPA as needed to complete the technical analysis. This scope of work includes responding to two rounds of comments on submittals (i.e. Biological Technical Memorandum and Biological Assessment) from the City. If responses to additional comments are requested, GPA will provide an additional scope of work and budget to support this effort. This scope of work includes responding to three rounds of comments, one from the City and two from FEMA, and up to two internal or agency phone meetings in support of FESA and CESA consultation. If responses to additional comments are requested, GPA will provide an additional scope of work and budget to support this effort. The City or FEMA will provide all fees associated with the regulatory permits, any Incidental Take Permit applications and any CDFW, USFWS, or other regulatory agency obligatory compensatory mitigation. A Habitat Mitigation and Monitoring Plan, if required to support the permitting phase, is not included in this scope of work. If such a report is required to obtain permits (for compensatory or on-site mitigation for 170 Vegetative Management Mitigation Project August 2021 City of Rolling Hills 9 permanent impacts), GPA will provide an additional scope of work and budget to support this effort. The mitigation plan included in the regulatory permit application is limited to initial identification of proposed mitigation options. If additional coordination is needed, an additional scope of work and budget will be provided. Credit coordination beyond the initial identification of required credits is not included in this scope of work. If additional coordination is requested, GPA will provide an additional scope of work and budget to support this effort 171 Agenda Item No.: 8.B Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER AND APPROVE THE SECOND PROFESSIONAL SERVICES AGREEMENT AMENDMENT WITH NV5 FOR THE SEPULVEDA CANYON STORMWATER MONITORING TO INCLUDE A HYDROLOGY REPORT. DATE:August 23, 2021 BACKGROUND: On August 9, 2021, staff and McGowan's Consulting team met with the Los Angeles Regional Water Quality Control Board staff (RB staff) to discuss the process for joining the Peninsula Enhanced Watershed Management Program (EWMP). The City's compliance strategy to meet the Machado Lake pollutant levels is to demonstrate the retaining of stormwater discharges within the City using monitoring data collected during last rainy season. The data collected last season shows that the City's natural canyons and low impact development has the natural capacity to retain the 85%, 24-hour rainfall runoff. On behalf of the City, NV5 has been monitoring and collecting stormwater discharges at the Sepulveda Canyon for the past 12 months. Recently, NV5's contract was extended to include another year of stormwater monitoring and collection. DISCUSSION: Based on discussions with the RB staff, the City requested for NV5 to revisit the scope of work to ensure coverage to have the additional information RB staff requested as a part of the City's participation in the Peninsula EWMP. In reviewing the agreement with NV5, in May 2021, the City engaged NV5 by the way of first amendment, for continued stormwater monitoring services in the Sepulveda Canyon by using unexpended funds (approximately $29,000). The first amendment also noted that if there are unexpended funds from the continued monitoring, the second level of unexpended funds would be used to conduct a hydrological analysis of the retentive capacity of the Sepulveda Canyon relative to the 85%, 24-hour runoff event, and extrapolate the analysis to the other canyons within the City. As requested by the RB staff, this hydrological analysis is needed now and cannot wait until the end of another season of monitoring to commence the analysis. 172 FISCAL IMPACT: The cost to conduct a hydrological analysis is $27,600 and can be funded using the Measure W, Safe Clean Water Funds local return. If the hydrological analysis scope of work is approved, NV5's overall contract amount would be $72,159 ($44,558 original contract and first amendment + $27,600 second amendment). RECOMMENDATION: Approve second amendment with NV5 for an additional fee of $27,600. ATTACHMENTS: CORH-20-9641-MS4 Outfall Monitoring Revised 8.18.2021-c1.pdf Second Amendment to NV5 Contract-c1.pdf 173 Alta Environmental, an NV5 Company 3777 Long Beach Boulevard Annex Building Long Beach CA 90807 United States of America T (562) 495 5777 F (562) 495 5877 Toll-free (800) 777-0605 | NV5.com June 23, 2020, Revised May 5, 2021, Revised August 18, 2021 City of Rolling Hills 2 Portuguese Bend Road Rolling Hills, CA 90274 Attn: Elaine Jeng, City Manager Meredith Elguira, Director, Planning and Community Services RE: Scope of Work and Budget for Canyon Monitoring 2020-2021 and 2021-2022 Dear Ms. Jeng and Ms. Elguira, Alta Environmental, an NV5 Company (Alta|NV5) is pleased to present the City of Rolling Hills (City) with this scope of work and cost estimate to conduct Canyon Monitoring for the 2020-2021 and 2021-2022 monitoring year. Alta|NV5, as a key subcontractor to Anchor QEA, has been implementing Municipal Separate Storm Sewer System (MS4) Outfall Monitoring the Palos Verdes Peninsula Coordinated Integrated Monitoring Program (CIMP) since 2016. Alta|NV5 is 100% committed to providing the City with exceptional, high quality monitoring and data processing support. We are eager to support the City with sound technical experience, dedicated customer service, and strategic recommendations that protect your operational interests, your stakeholder’s concerns, and the environment. Please do not hesitate to call me with any questions. For and on behalf of Alta|NV5, Garth Engelhorn, CPSWQ, QISP/ToR Water Resources Senior Project Manager 1155 Sportfisher Dr., Suite 202 Oceanside, CA 92054 Phone Number:760-237-2703 Email: Garth.Engelhorn@nv5.com 174 2 1 EXHIBIT A: SCOPE OF WORK Alta|NV5 will conduct the following tasks to implement the Canyon Monitoring during the 2020-2021 and 2021-2022 monitoring year. The objective of this Canyon Monitoring is to implement a program consistent with the current MS4 outfall monitoring being conducted as part of the Palos Verdes Peninsula CIMP. The objective of the Palos Verdes Peninsula CIMP outfall monitoring program is to determine the quality of a permittee’s discharge relative to municipal action levels, to determine whether a permittee’s discharge is in compliance with stormwater water-quality-based effluent limitations (WQBELs) derived from the Total Maximum Daily Load (TMDL) waste load allocations and to determine whether a permittee’s discharge causes or contributes to an exceedance of receiving water limitations. The 2016 Palos Verdes Peninsula CIMP Outfall Sampling and Analysis Plan (SAP), documents the procedures and methods currently used for outfall monitoring in accordance with the CIMP. All of the field sampling methods, laboratory analytical methods, Quality Assurance and Quality Control (QA/QC), data management, and reporting described below will be conducted according the 2016 Palos Verdes Peninsula CIMP Outfall SAP. Task 1: Project Management and Coordination Alta|NV5 will routinely coordinate with the City to provide updates and discuss any potential modifications necessary for the water quality monitoring and reporting activities. This task includes planning and implementation of the project, coordination with the subcontracting laboratories, relevant meeting attendance, coordination with the City, budget management, and monthly invoicing/reporting. Task 2: Dry Weather Monthly TMDL Monitoring (Task 2 will not be conducted during the 2021-2022 monitoring year.) Alta|NV5 will conduct monthly dry weather Machado Lake Nutrients TMDL monitoring at the proposed monitoring site located at the crossing of Sepulveda Canyon at the south side (upstream) of Middleridge Road, in coordination with the existing Palos Verdes Peninsula CIMP outfall monitoring program. Based on an initial field reconnaissance conducted during May 2020, the proposed monitoring location was observed to be dry and without dry weather flows. This task includes twelve monthly site visits to confirm presence or absence of flow (July 2020 through June 2021) and document site conditions. If flow is observed during a monthly site visit, samples will be collected. For budgeting purposes, it was assumed that up to four monthly sample events will be conducted between July 2020 and June 2021. The sampling events will likely occur during the winter months when dry weather base flows are elevated. Dry weather sampling may be conducted any time but only after an antecedent dry period of at least three days has passed since the last rainfall event (less than 0.1 inch of rainfall each day). Throughout the 2020-2021 monitoring year, no dry weather flows were observed during monthly site visits to confirm presence or absence of flow, and now dry weather sampling events were conducted. The dry weather samples will be collected and submitted to an Environmental Laboratory Accreditation Program (ELAP) certified laboratory for the following constituents: • Total kjeldahl nitrogen by United States Environmental Protection Agency (USEPA) method 351.2 • Total phosphorous by USEPA method 365.1 • Nitrate/nitrite by Standard Method (SM) 4500 NO3 E Flow rates will be measured or estimated in accordance with the USEPA NPDES Storm Water Sampling Guidance Document (USEPA 833-B-92-001). Field measurements taken with an YSI water quality data sonde or similar device will be calibrated against standards and will follow guidelines from the State of California’s Surface Water Ambient Monitoring Program (SWAMP) (MPSL-DFG 2014). The water quality field measurements will be documented on the field observation form and include the following parameters: • pH • Temperature • Specific conductance Formatted: Font: Not Bold Formatted: Font: Not Bold Formatted: Font: Not Bold Deleted: During the 2021-2022 monitoring year, Alta|NV5 will use the remaining unused funds from the 2020-2021 monitoring year to conduct dry weather site visits as-needed and as the budget allows, if wet weather flows are observed in the preceding month. 175 3 • Dissolved Oxygen Task 3: Wet Weather Monitoring (Alta|NV5 will conduct up to two wet weather sampling events and conduct continuous flow monitoring during the 2021-2022 monitoring year.) Alta|NV5 will conduct two wet weather sampling events at the proposed monitoring site located at the crossing of Sepulveda Canyon at the south side (upstream) of Middleridge Road. Wet weather sampling will occur two times a year within the wet season (October 1, 2021 through April 30, 2022). The first significant rain event after October 1, 2021 of will be targeted for wet weather sampling, along with two subsequent events, in coordination with the existing Palos Verdes Peninsula CIMP outfall monitoring program. Wet weather events are defined as having a predicted rainfall of at least 0.25 inch with a 70% probability of rainfall at least 24 hours prior to the event start time. Wet weather sampling events will be separated by an antecedent dry period (less than 0.1 inch of rain per day) of at least three days. Throughout the 2020-2021 monitoring year, no wet weather flows were observed by field staff during wet weather events. The continuous flow data recorded by the on-site flowmeter also confirmed the absence of flow throughout the 2020-2021 monitoring year. For each of the two wet weather monitoring events per monitoring year, Alta|NV5 will deploy one team of two scientists at each of the to ensure the health and safety of field personnel and implementation of clean sampling techniques. Teams will collect manual grab samples with a swing sampler pole once every 20 minutes over a 3-hour period (or at a frequency equivalent to 10 aliquots over the expected duration of stormwater discharge) to create composites sample representative of the hydrograph (e.g., rising, peak, or rise and fall depending on duration of storm). One composite sample comprised of ten individual 1-liter aliquots will be collected for the water matrix constituents (10-liters total) and one composite sample comprised of ten individual 10-liter aliquots will be collected for the sediment matrix constituents (100- liters total). Collection of in situ water quality measurements and fecal indicator bacteria grab samples will be take near the peak of the hydrograph. The sediment matrix constituents will be analysed by the laboratory once per monitoring year. It is estimated that approximately 300-liters of stormwater will need to be filtered to obtain a minimum of 80 grams which is required for the sediment analysis. Following each wet weather monitoring event, Alta|NV5 will submit eight 20-liter carboys (160-liters per event) to the laboratory, which will be individually filtered, preserved, and composited to create a single sediment sample for analysis after the completion of the second and final monitoring event. The wet weather samples will be collected and submitted to an ELAP certified laboratory for the following constituents: Water Matrix (composite samples) will be analyzed each storm • Total Kjeldahl nitrogen by USEPA method 351.2 • Total phosphorous by USEPA method 365.1 • Total hardness by SM 2340C • Total suspended solids by SM 2540D • Nitrate/nitrite by SM 4500 NO3 E • Total and dissolved metals by USEPA method 1640 and 7470A (copper, lead, mercury, zinc) • Organochlorine pesticides by USEPA method 8270C with selective ion monitoring • Polycyclic aromatic hydrocarbons by USEPA method 625 SIM Water Matrix (grab samples) will be analysed each storm • Total coliforms, fecal coliforms, Enterococci, and E. Coli by SM 9221B Sediment Matrix (filtered from water composite samples) will be analysed once per year as a composite of two wet weather samples. Moved (insertion) [1] Deleted: Continuous flow measurements will be collected with portable flow meters and flow rates will be measured or estimated in accordance with the USEPA NPDES Storm Water Sampling Guidance Document (USEPA 833-B-92-001). ¶ Deleted: three Deleted: three Deleted: 2020 Deleted: 2021 Deleted: 2020 Deleted: During the 2021-2022 monitoring year, Alta|NV5 will use the remaining unused funds from the 2020-2021 monitoring year to collect continuous remote flow measurements and conduct wet weather monitoring events as-needed and as the remaining budget allows. Deleted: ¶ Deleted: hree Deleted: five Deleted: 100 Deleted: third Deleted: three 176 4 • Total solids by SM 2540B • Organochlorine pesticides and polychlorinated biphenyl congeners by USEPA method 8270C selected ion monitoring During the 2021-2022 monitoring year from October 1, 2021 through April 30, 2022, Alta|NV5 will collect continuous flow measurements with using a remote telemetry enabled flow meter and flow rates will be measured or estimated in accordance with the USEPA NPDES Storm Water Sampling Guidance Document (USEPA 833-B-92-001) at one location in Sepulveda Canyon. Field measurements taken with an YSI water quality data sonde or similar device will be calibrated against standards and will follow guidelines from the State of California’s SWAMP (MPSL-DFG 2014). The water quality field measurements will be documented on the field observation form and include the following parameters: • pH • Temperature • Specific conductance • Dissolved Oxygen Task 4. Data QA/QC and Event Summary Reports (Alta|NV5 will conduct data QA/QC of the two wet weather sampling events targeted during the 2021- 2022 monitoring year and provide up to two event summary reports. CEDEN formatting and a Technical Memorandum is not included in the 2021-2022 budget.) Within 15 days of each wet weather sampling event, Alta|NV5 will create an event summary report including the following information: • Completed field data sheet • Copy of the chain of custody; • Photos of site and conditions; • A short summary description of field activities. Following completion of the sampling activities for the 2021-2022 monitoring year, Alta|NV5 will compile all field observations and analytical chemistry into a format consistent with the California Environmental Data Exchange Network (CEDEN) management system. Alta|NV5 will use the CEDEN templates provided in Microsoft Excel (versions 97-2003) format, each template contains multiple worksheets, sample data submissions, and an associated guidance document. The formatting process includes applying CEDEN valid values and qualifiers; working with the State Board to make CEDEN updates to valid values; and, resolving errors identified by data checkers. After the CEDEN compatible data files have successfully passed the data checkers, Alta|NV5 will provide the City with a summary of exceedance of applicable water quality-based effluent limits, RWLs, and/or action levels will be identified per sampling date. Alta|NV5 will prepare a technical memorandum identifying recommendations (e.g., sampling location or method revisions, analytical method revisions, and additional constituents for analysis based on water quality priorities) for adaptive management. The technical memorandum will be submitted by September 1, 2022. Due to the absence of both dry weather and wet weather flows during the 2020-2021 monitoring year, no water quality events were completed. Quality Assurance and Quality Control– QA/QC for sampling processes will include proper collection of the samples to minimize the possibility of contamination. Samples will be collected in laboratory- supplied, laboratory-certified, contaminant-free sample bottles. Sample processing and handling for water chemistry will be conducted in accordance with guidance developed in the Quality Assurance Program Plan for the State of California’s Surface Water Ambient Monitoring Program (SWAMP) (State Water Formatted: Space After: 5.65 pt Formatted: Font: Times New Roman, 11 pt Formatted: Normal, No bullets or numbering Moved up [1]: Continuous flow measurements will be collected with portable flow meters and flow rates will be measured or estimated in accordance with the USEPA NPDES Storm Water Sampling Guidance Document (USEPA 833-B-92-001). Formatted: Justified Deleted: , Formatting, and Technical Memorandum Deleted: dry or Deleted: 2020 Deleted: 2021 Deleted: 2021 Deleted: Task 4 will be completed by September 1, 2022 if water quality events are conducted during the 2021-2022 monitoring year 177 5 Resources Control Board (SWRCB) 2008). Field staff will ensure sample holding temperatures are maintained from sample collection through delivery to the laboratory. All instruments will be calibrated in accordance with manufacturer’s specifications. Calibration of the flow monitoring and sampling equipment will be conducted immediately prior to deployment or use and will be field verified during each sample event. Field QA/QC samples include field duplicates and field blanks following SWAMP guidance. Field QA/QC are useful in identifying possible problems resulting from sample collection or sample processing in the field. A field blank will be collected during sample collection and a field duplicate will be collected immediately following the collection of the original sample and analyzed in the same manner as the original sample. Task 5. Sepulveda Canyon Hydrologic Modelling and Analysis Alta|NV5 will set up a hydrologic model (e.g. HEC-HMS or similar) for the Sepulveda Canyon drainage area. Alta|NV5 will use available data provided by the City and United States Geological Survey (USGS) topography, supplemented with data gathered from the site investigation, aerial photography, and overall delineated drainage areas to delineate smaller sub-drainage areas within the Sepulveda Canyon. Other information to be obtained includes rainfall isohyetal lines, hydrologic soil types, curve numbers, and lengths of flow paths through the sub-drainage areas. Geographic Information System (GIS) tools will be used to process the various data sets and develop input parameters for the hydrologic model. Per Section IX.A.4.k of the recently adopted Regional Phase I MS4 NPDES Permit, hydrologic simulations will be conducted for the Sepulveda Canyon to determine the runoff volume of the 85th percentile, 24-hour storm event. Hydrologic analyses will be completed to determine the discharge values at various points of interest, such as outfall location and drainage area outlet. The model assumptions from Sepulveda Canyon will be used to extrapolate hydrologic simulations for other canyon subwatersheds including: • Aqua Magnon Canyon • Blackwater Canyon • Upper Bent Spring Canyon • George F Canyon • Unnamed Canyons (1, 2, & 3) Task 6. Hydrologic Modelling Technical Memorandum Alta|NV5 will prepare a brief technical memorandum summarizing the results of the overall hydrologic assessment for the Sepulveda Canyon, and other canyons as applicable, performed as described in Task 5. The memorandum will identify the purpose of the analysis, input data used, assumptions, methodology, results, conclusions, and any limitations, and be accompanied with applicable maps and figures. A draft memorandum will be provided to the City for review and comment. Following one round of comments, Alta|NV5 will prepare and submit a final technical memorandum. Formatted: Justified Deleted: ¶ Deleted: K Formatted: Superscript Deleted: M Deleted: may be Deleted: within the City as-needed and as the remaining budget allows. Formatted: Font: Times New Roman, 11 pt Formatted: Font: Times New Roman, 11 pt, English (Australia) Formatted: Font: Times New Roman, 11 pt Formatted: Justified, Space Before: 3.85 pt, After: 5.65 pt, Don't add space between paragraphs of the same style, Line spacing: Exactly 12.5 pt, Bulleted + Level: 1 + Aligned at: 0.25" + Indent at: 0.5" Deleted: ¶ Formatted: Text, Space Before: 12 pt Deleted: report Deleted: Draft reports shall Deleted: be presented 178 6 Assumptions • (Task 2, Task 3 (except the continuous monitoring portion), and Task 4 will not be conducted during the 2020-2021 monitoring year. Alta|NV5 will use the remaining available funds to conduct Task 1, the continuous flow monitoring portion of Task 3, Task 5, and Task 6 of this scope of work as the remaining budget allows.) • Due to the limited availability of discharge data in the drainage catchments, calibrated simulations will not be considered in Task 5. • Task 5 does not include hydrologic simulations of Portuguese Bend Canyons #1, #2, #3, and Trump Golf Course Canyon. • Task 6 assumes preparation of one draft memorandum and one final memorandum to address comments from the City and LARWQCB. • Proposed costs for Task 6 do not include rebuilding/rerunning the model. Should significant revisions to the model be requested, this can performed by Alta|NV5 for an additional cost. • Alta|NV5 assumed that monthly sampling for Task 2 will only be conducted concurrently with the existing Palos Verdes Peninsula CIMP outfall monitoring program. If for any reason NV5 is no longer conducting existing Palos Verdes Peninsula CIMP outfall monitoring program, the costs for NV5 to conduct the monthly monitoring would need to be revised. • One field duplicate and one field blank will be analysed for dry weather and wet weather sampling tasks, for a total of four (4) QA/QC samples during the 2020-2021 monitoring year. A field duplicate and field blank will not be collected and analyzed for the sediment matrix constituents. QA/QC results from the existing Palos Verdes Peninsula CIMP outfall monitoring program will be utilized to the extent possible. • Access agreements may be necessary, but no encroachment permits will be required. • Traffic control plans will not be necessary. Standard traffic caution procedures will be used as- needed. • Alta|NV5 assumed the Canyon site may require confined space entry for installation and removal. When confined space entry is required, field teams properly trained and certified in confined space entry will use confined space equipment including use of a tripod, winch, and harness system for fall protection and emergency egress, four gas monitoring, two-way communication, and air ventilation as-needed. • Alta|NV5 will rely on the best available weather forecasts and coordinate with the City to target storm events meeting the mobilization criteria. Should forecasts change as a storm event is in progress or if a qualifying storm event does not produce sufficient runoff to conduct sampling, Alta|NV5 will cease sampling and try to mitigate any unnecessary efforts. The budget for Task 3 includes two false starts and will be billed on a time and materials basis not to exceed $1,250 per false start and not to exceed a total of $2,500. References MPSL-DFW, 2014. SOP for Conducting Field Measurements and Field Collections of Water and Bed Sediment Samples with Associated Field Measurements and Physical Habitat in California. Version 1.1. March 2014. SWRCB (State Water Resources Control Board), 2008. SWRCB, Surface Water Ambient Monitoring Program Quality Assurance Program Plan (SWAMP). Final Technical Report Version 1. September 2008. USEPA (U.S Environmental Protection Agency), 1992. NPDES Storm Water Sampling Guidance Document. EPA 833-B-92-001. Office of Water, USEPA, Washington, DC. July 1992. Formatted: Font: Times New Roman, 11 pt, Font color: AutoFormatted: Font: Times New Roman, 11 pt, Font color: AutoFormatted: Justified, Space Before: 0 pt, Line spacing: single, Don't adjust space between Latin and Asian text, Don't adjust space between Asian text and numbers Formatted: Font: Times New Roman, 11 pt, English (Australia) Formatted: Font: Times New Roman, 11 pt Formatted: Font: Times New Roman, 11 pt, English (Australia) Formatted: Font: Times New Roman, 11 pt Deleted: ¶ 179 7 2 EXHIBIT B - COST ESTIMATE Alta|NV5 has estimated the total cost to complete all tasks described in the scope of work below. Due to the absence of both dry weather and wet weather flows during the 2020-2021 monitoring year, no water quality events were completed and approximately 37 percent of the 2020-2021 budget was expended. During the 2021-2022 monitoring year, Alta|NV5 will use the remaining unused funds from the 2020-2021 monitoring year (approximately $28,000) and additional funds to conduct scope of work proposed for the 2021-2022 monitoring year. The cost estimate summary for each task proposed for the 2021-2022 monitoring year and total project cost is provided in the updated Table 1 (2021-2022). The budget for Task 3 includes two false starts and will be billed on a time and materials basis not to exceed $1,250 per false start and not to exceed a total of $2,500. The detailed cost estimate worksheets including itemized labor costs and equipment costs for each task are provided in Table 2. Table 2. Cost Estimate Summary (2021-2022) City of Rolling Hills Canyon Monitoring 2021-2022 Total Staff Hours Total Labor Costs Total Reimbursables (Other Direct Costs) Total Costs Task 1.Project Management and Coordination 24 $ 4,150.00 $ 46.00 $ 4,196.00 Task 3.Wet Weather Monitoring (1 site/ 2 events per year)70 $ 8,270.00 $ 10,697.05 $ 18,967.05 Task 3. False Starts $ 2,500.00 Task 4. Data QA/QC and Event Summary Reports 18 $ 2,500.00 $ - $ 2,500.00 Task 5. Hydrologic Modelling and Analysis 136 $ 20,820.00 $ - $ 20,820.00 Task 6. Technical Memorandum 40 $ 6,620.00 $ - $ 6,620.00 27,180.00$ 14,876.40$ 44,556.40$ 42,360.00$ 10,743.05$ 55,603.05$ Total Project Cost (2020-2021 and 2021-2022 Monitoring Years Combined)72,159.45$ Total Increase Needed to Implment Proposed Scope of Work for 2021-2022 Monitoring Year 27,603.05$ Total Project Cost (2020-2021 Monitoirng Year) Estimated Remaining Unused 2020-2021 Budget as of 9/1/2021 28,000.00$ Proposed Total Project Cost (2021-2022 Monitoring Year) Formatted: Text, Space Before: 12 pt Deleted: The cost estimate summary for each task and total project cost is provided in Table 1. Deleted: In the event that no water quality events are conducted during the 2021-2022 monitoring year due to the absence of dry weather and/or wet weather flows, Alta|NV5 will use the remaining available funds to conduct a hydrologic analysis of the retentive capacity of Sepulveda Canyon relative to the 85%, 24-hour runoff event, and extrapolate the analysis to other canyons within the City as-needed and as the remaining budget allows. Deleted: 1 180 8 Table 1. Cost Estimate Summary (Original Scope of Work) City of Rolling Hills Canyon Monitoring 2020-2021 Total Staff Hours Total Labor Costs Total Reimbursables (Other Direct Costs) Total Costs Task 1.Project Management and Coordination 26 $ 4,160.00 $ 96.60 $ 4,256.60 Task 2.Dry Weather Monthly TMDL Monitoring (1 site/12 events per year and 4 sample events) 40 $ 4,800.00 $ 1,770.30 $ 6,570.30 Task 3.Wet Weather Monitoring (1 site/ 3 events per year)100 $ 11,960.00 $ 13,009.50 $ 24,969.50 Task 3. False Starts $ 2,500.00 Task 4. Data QA/QC, Formatting, and Technical Memorandum 42 $ 6,260.00 $ - $ 6,260.00 27,180.00$ 14,876.40$ 44,556.40$ Total Project Cost Deleted: 2020-2021) 181 Deleted: 7¶ Formatted: Right Table 4. Detailed Cost Estimate (2021-2022) Alta Title Hourly Rate Hours Cost Hours Cost Hours Cost Hours Cost Hours Cost Principal 200.00$ 2 400.00$ -$ -$ 4 800.00$ 4 800.00$ 2,000.00$ Senior Project Manager II 180.00$ 16 2,880.00$ 8 1,440.00$ 4 720.00$ 8 1,440.00$ 10 1,800.00$ 8,280.00$ Senior Project Manager I Jacqueline McMillen 170.00$ 2 340.00$ -$ -$ 24 4,080.00$ 10 1,700.00$ 6,120.00$ Staff I Matthew Renaud 160.00$ -$ 8 1,280.00$ -$ -$ -$ 1,280.00$ Staff I Michelle Hallack 145.00$ 2 290.00$ -$ 4 580.00$ 100 14,500.00$ 16 2,320.00$ 17,690.00$ Associate II 120.00$ 2 240.00$ 24 2,880.00$ 10 1,200.00$ -$ -$ 4,320.00$ Specialist III 100.00$ -$ -$ -$ -$ -$ -$ Specialist II 90.00$ -$ 24 2,160.00$ -$ -$ -$ 2,160.00$ Specialist I 85.00$ -$ 6 510.00$ -$ -$ -$ 510.00$ Financial Analyst II 65.00$ -$ -$ -$ -$ -$ -$ Labor Fee Costs 24 4,150.00$ 70 8,270.00$ 18 2,500.00$ 136 20,820.00$ 40 6,620.00$ 42,360.00$ Notes Unit Cost units Cost units Cost units Cost units Cost units Cost Totals $0.575mile 0.58$ 80 46.00$ 560 322.00$ -$ -$ -$ 368.00$ $175/event 175.00$ -$ 2 350.00$ -$ -$ -$ 350.00$ $325/event 325.00$ -$ 2 650.00$ -$ -$ -$ 650.00$ 10-L Glass Sample Bottles $10/event 10.00$ -$ 6 60.00$ -$ -$ -$ 60.00$ $35/event 35.00$ -$ 2 70.00$ -$ -$ -$ 70.00$ $880/sample 880.00$ -$ 4 3,520.00$ -$ -$ -$ 3,520.00$ $465/sample 465.00$ -$ 1 465.00$ -$ -$ -$ 465.00$ $155/20 Liters 155.00$ -$ 16 2,480.00$ -$ -$ -$ 2,480.00$ $384/sample 384.00$ -$ 4 1,536.00$ -$ -$ -$ 1,536.00$ $350/event 350.00$ -$ 2 700.00$ -$ -$ -$ 700.00$ $115/sample 115.00$ -$ -$ -$ -$ -$ -$ $5/bag 5.00$ -$ 10 50.00$ -$ -$ -$ 50.00$ 5%-$ 494.05$ -$ -$ -$ 494.05$ ODCs Cost 46.00$ 10,697.05$ -$ -$ -$ 10,743.05$ Total Project Cost Total Project Cost with False Starts 53,103.05$ 55,603.05$ Austin Kay Mehak Gupta Bridgette Reddington Victoria Hall Totals Alta Staff Dave Renfrew Garth Engelhorn City of Rolling Hills Canyon Monitoring 2021-2022 Task 1.Project Management and Coordination Task 3.Wet Weather Monitoring (1 site/ 2 events per year) Task 4. Data QA/QC and Event Summary Reports Adrian Lopez Task 6. Technical Memorandum Task 5. Hydrologic Modeling and Analysis Other Direct Costs Fee on Subs/ODCs Total Cost Estimate (Labor and ODCs)4,196.00$ Wet Weather Water Chemistry Sediment Filtering Wet Weather Microbiology After hours Microbiology Dry Weather Analytical Mileage YSI 6600 Multiparameter Data Sonde Portable Flowmeter Swing Sampler Pole/ Depth Integrated Ice Wet Weather Sediment Chemistry 18,967.05$ 2,500.00$ Task 1.Project Management and Coordination Task 3.Wet Weather Monitoring (1 site/ 2 events per year) Task 4. Data QA/QC and Event Summary Reports Task 6. Technical Memorandum 6,620.00$ Task 5. Hydrologic Modeling and Analysis 20,820.00$ Deleted: 2 Formatted: Text Formatted: Font: Franklin Gothic Book, 11 pt, Check spelling and grammar 182 Deleted: 10 Table 3. Detailed Cost Estimate (Original Scope of Work) Alta Title Hourly Rate Hours Cost Hours Cost Hours Cost Hours Cost Principal 200.00$ 4 800.00$ -$ -$ 4 800.00$ 1,600.00$ Senior Project Manager II 180.00$ 12 2,160.00$ 6 1,080.00$ 12 2,160.00$ 12 2,160.00$ 7,560.00$ Senior Project Manager I Jacqueline McMillen 170.00$ -$ -$ -$ -$ -$ Staff I Matthew Renaud 160.00$ -$ -$ 12 1,920.00$ -$ 1,920.00$ Staff I Michelle Hallack 145.00$ -$ -$ -$ 12 1,740.00$ 1,740.00$ Associate II 120.00$ 10 1,200.00$ 22 2,640.00$ 36 4,320.00$ 10 1,200.00$ 9,360.00$ Specialist III 100.00$ -$ -$ -$ -$ -$ Specialist II 90.00$ -$ 12 1,080.00$ 32 2,880.00$ 4 360.00$ 4,320.00$ Specialist I 85.00$ -$ -$ 8 680.00$ -$ 680.00$ Financial Analyst II 65.00$ -$ -$ -$ -$ -$ Labor Fee Costs 26 4,160.00$ 40 4,800.00$ 100 11,960.00$ 42 6,260.00$ 27,180.00$ Notes Unit Cost units Cost units Cost units Cost units Cost Totals $0.575mile 0.58$ 160 92.00$ 480 276.00$ 800 460.00$ -$ 828.00$ $175/event 175.00$ -$ 4 700.00$ 3 525.00$ -$ 1,225.00$ $325/event 325.00$ -$ -$ 3 975.00$ -$ 975.00$ 10-L Glass Sample Bottles $10/event 10.00$ -$ -$ 9 90.00$ -$ 90.00$ $35/event 35.00$ -$ -$ 3 105.00$ -$ 105.00$ $880/sample 880.00$ -$ -$ 5 4,400.00$ -$ 4,400.00$ $465/sample 465.00$ -$ -$ 1 465.00$ -$ 465.00$ $155/20 Liters 155.00$ -$ -$ 15 2,325.00$ -$ 2,325.00$ $384/sample 384.00$ -$ -$ 5 1,920.00$ -$ 1,920.00$ $350/event 350.00$ -$ -$ 3 1,050.00$ -$ 1,050.00$ $115/sample 115.00$ -$ 6 690.00$ -$ -$ 690.00$ $5/bag 5.00$ -$ 4 20.00$ 15 75.00$ -$ 95.00$ 5%4.60$ 84.30$ 619.50$ -$ 708.40$ ODCs Cost 96.60$ 1,770.30$ 13,009.50$ -$ 14,876.40$ Total Project Cost Total Project Cost with False Starts 42,056.40$ 44,556.40$ Wet Weather Sediment Chemistry 24,969.50$ 6,260.00$ Task 1.Project Management and Coordination Task 3.Wet Weather Monitoring (1 site/ 3 events per year) Task 4. Data QA/QC, Formatting, and Technical Memorandum Other Direct Costs Fee on Subs/ODCs Total Cost Estimate (Labor and ODCs) Task 2.Dry Weather Monthly TMDL Monitoring (1 site/12 visits per year and 4 sample events) 4,256.60$ 6,570.30$ Wet Weather Water Chemistry Sediment Filtering Wet Weather Microbiology After hours Microbiology Dry Weather Analytical Mileage YSI 6600 Multiparameter Data Sonde Portable Flowmeter Swing Sampler Pole/ Depth Integrated Ice Austin Kay Mehak Gupta Bridgette Reddington Victoria Hall Totals Alta Staff Dave Renfrew Garth Engelhorn City of Rolling Hills Canyon Monitoring 2020-2021 Task 1.Project Management and Coordination Task 2.Dry Weather Monthly TMDL Monitoring (1 site/12 visits per year and 4 sample events) Task 3.Wet Weather Monitoring (1 site/ 3 events per year) Task 4. Data QA/QC, Formatting, and Technical Memorandum Adrian Lopez Deleted: 2 Deleted: 2020-2021 183 SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT THIS SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT (“Second Amendment”) is made and entered into this 23rd day of August 2021 by and between the City of Rolling Hills (hereinafter the “City”) and Alta Environmental, L.P. dba NV5 (hereinafter the “Consultant”). 1. RECITALS: A. On October 12, 2020, the City entered into a Professional Services Agreement with Consultant to conduct Canyon Monitoring for the 2020-2021 monitoring year to identify whether the City’s stormwater discharge is in compliance with stormwater water quality based effluent limitations derived from the Total Maximum Daily Load waste load allocations (“Agreement”); and B. On May 27, 2021, the City and Consultant entered into a First Amendment to the Agreement to extend the term of the Agreement until June 30, 2022 and to use unexpended amounts from the 2020-2021 Wet and Dry Weather Flow Monitoring (approximately $29,000) (the “Unexpended Funds”) on Wet and Dry Weather Flow Monitoring for the 2021-2022 monitoring year (“First Amendment”); and C. City and Consultant now desire to amend the Agreement for a second time to expand the scope of work, and increase the cost by $27,603.05 so that Consultant may provide (1) Sepulveda Canyon Hydrologic Modeling and Analysis; and (2) a Hydrologic Modeling Technical Memorandum; and D. Consultant is well qualified by reason of education, training, and experience to perform such services; and E. Consultant is willing to render such professional services as hereinafter defined. Now, therefore, for and in consideration of the mutual covenants and conditions herein contained, City hereby engages Consultant and Consultant agrees to perform the services set forth in this Agreement. 1. CITY and CONSULTANT agree to replace Exhibit A (Scope of Work) that was attached to the First Amendment with Exhibit A (Scope of Work) that is attached to this Second Amendment and incorporated herein by reference. 2. Paragraph 2 (COST) of the Agreement is amended to read as follows: 3. COST The CITY agrees to pay CONSULTANT for the services required by this Agreement on a Time and Materials basis as set forth in Exhibit B, subject to a do not exceed amount in the amount of $72,159.45. This fee includes all expenses, 184 consisting of travel, attendance at meetings, and miscellaneous costs. It also includes any escalation or inflation factors anticipated. Any increase in Agreement amount or scope shall be by express written amendment approved by the City and Consultant. 3. All terms and conditions of the Agreement not amended by the First Amendment and this Second Amendment remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment on the date and year first above written. CITY OF ROLLING HILLS ALTA ENVIRONMENTAL, LP DBA NV5 CITY MANAGER: PRINCIPAL PROJECT MANAGER __________________________ __________________________ ELAINE JENG GARTH ENGELHORN ATTEST: __________________________ CITY CLERK APPROVED AS TO FORM: __________________________ MICHAEL JENKINS CITY ATTORNEY 185 Exhibit A Scope of Work 186 Exhibit B Fee Schedule 187 Agenda Item No.: 9.A Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:JANELY SANDOVAL, CITY CLERK THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT:CONSIDER RANCHO PALOS VERDES' INITIATIVE TO INSTALL WILDFIRE MONITORING CAMERAS. (DIERINGER) DATE:August 23, 2021 BACKGROUND: On August 17, 2021, the City of Rancho Palos Verdes City Council directed staff to continue to explore the installation of wildfire monitoring cameras within city limits. Rancho Palos Verdes' staff report on this matter gave an overview of camera functions, implementation, estimated cost, and suggested avenues to fund the project. The referenced report is attached to this report. Mayor Bea Dieringer requested staff to present the City of Rancho Palos Verdes' initiative on the wildfire monitoring cameras to the Rolling Hills City Council for consideration. DISCUSSION: Excerpts of the City of Rancho Palos Verdes report discuss the ALERTWildfire Camera Network and the partnership with Southern California Edison (SCE). ALERTWildfire is a consortium of three universities providing access to state-of-the-art, fire cameras to help firefighters and first responders to fight wildfires. As a part of SCE's Wildfire Mitigation Plan, SCE aimed to install up to 150 cameras with high fire risk areas between 2018 and 2020. SCE's partnership with ALERTWildfire Camera Network identified optimal placement of SCE's cameras. Rancho Palos Verdes reported that in their research, SCE stated that it will not fund additional cameras beyond the approved Wildfire Mitigation Plan's scope. None of the installed cameras are in Rancho Palos Verdes or the Palos Verdes Peninsula. Rancho Palos Verdes concluded that they would need to install such cameras on its own. In Mayor Dieringer's coordination with the Peninsula cities, she was asked by the City of Rancho Palos Verdes to have Rolling Hills take on similar initiative for Peninsula wide coverage. FISCAL IMPACT: The preliminary estimate for five wildfire monitoring cameras obtained by Rancho Palos Verdes was $71,525. This estimate includes purchase, installation and mounting of five wildfire cameras. The 188 camera locations were not selected at the time of the August 17, 2021 report. Rancho Palos Verdes staff recommended placing the initial five cameras on City-owned properties, including the Palos Verdes Nature Preserve. Rancho Palos Verdes' research also noted that the initiative would include purchasing monitors, software, and hardware to monitor and record activity within the City, as well as staffing. In addition, ongoing maintenance and equipment replacement would also have to be taken into consideration. There were no cost mentioned relating to aforementioned components of the initiative. RECOMMENDATION: Receive a report from Mayor Dieringer on the City of Rancho Palos Verdes' plan to install wildfire monitoring cameras, and provide direction to staff. ATTACHMENTS: RPV's Wildfire Monitoring Cameras Staff Report.pdf 189 CITY COUNCIL MEETING DATE: 08/17/2021 AGENDA REPORT AGENDA HEADING: Regular Business AGENDA TITLE: Consideration and possible action to receive a report on installing Wildfire Monitoring Cameras. RECOMMENDED COUNCIL ACTION: (1) Receive and file a report on installing Wildfire Monitoring Cameras throughout the City’s open space areas; and (2) If the desire of the City Council is to proceed with the procurement and installation, direct Staff to issue a request for proposals to vendors and present a report to the Council outlining the scope of work, cost estimates, and potential locations for consideration at a future meeting. FISCAL IMPACT: None at this time Amount Budgeted: N/A Additional Appropriation: N/A Account Number(s): N/A ORIGINATED BY: Jesse Villalpando, Emergency Services Coordinator REVIEWED BY: Karina Bañales, Deputy City Manager APPROVED BY: Ara Mihranian, AICP, City Manager ATTACHED SUPPORTING DOCUMENTS: A. AXIS Communications Q60-E PTZ Dome Network Cameras Informational Sheet (page A-1) B. Preliminary Cost Estimate (page B-1) BACKROUND: At the May 4, 2021 City Council meeting, Councilmember Cruikshank requested Staff prepare a report to be agendized for a future City Council meeting on the City’s options for the installation of high-definition cameras throughout the City to monitor for wildfires. This report provides an overview of the use of high-definition cameras for wildfire detection and mitigation, considerations for implementation, an estimated cost range, and suggestions for potential funding sources. 1 CITYOF RANCHO PALOS VERDES 190 California’s worsening wildfires have claimed lives, destroyed property and overextended firefighting resources. Wildfire events have long been a concern for the residents of Rancho Palos Verdes and the Palos Verdes Peninsula. In April 2019, a series of news stories on wildfire preparedness in California highlighted Rancho Palos Verdes as the most populated city in the state with 90% or more of residents living in a Very High Fire Hazard Severity Zone (VHFHSZ). The City of Rancho Palos Verdes has experienced significant wildfires, most recently in August 2009, when a wildfire burned through approximately 230 acres. The fire is believed to have originated in the Portuguese Bend Reserve, where 165 acres were charred. The remaining 65 acres were burned in the City of Rolling Hills. Dozens of homes were threatened and approximately 1,200 residents were forced to evacuate. Use of Cameras for Fire Detection and Mitigation Wildfires have extreme consequences on local communities and cause serious damage to infrastructure, injuries, and losses of human lives; therefore, fire detection and monitoring of wildfires, their size, and impact over large areas is becoming increasingly important. To this end, strong efforts have been made to avoid or mitigate such consequences by early fire detection. Historically, forest fires were mainly detected by human observation from fire lookout towers; however, this approach is inefficient, as it is prone to human error and fatigue. Recent advances in technologies , such as high definition cameras offer new tools for detecting and monitoring forest fires. The installation of high-definition cameras to monitor for wildfires within a local community is critical for combating fires. When a fire is spotted or reported, fixed wildfire cameras can quickly identify and locate hot spots in the area, assist in determining the potential for the fire to spread, and provide first responders with specific intelligence for appropriately scaling fire resources up or down. In addition, strategically placed fixed cameras assist first responders in determining the best evacuation routes through enhanced situational awareness. By utilizing wildfire cameras, first responders can increase their situational awareness and response time, allowing them to react appropriately and effectively before, during, and after a wildfire. Fixed cameras enable firefighters and first responders to manage firefighting operations more effectively. High-definition video streaming from the wildfire incident site to the City's Emergency Operations Center (EOC) and/or an established Incident Command Post will provide City Staff and first responders with a live, real-time video feed of a wildfire incident, assisting with response operations. This will streamline firefighting capabilities and enable command center personnel to make quick decisions based on real-time data, rather than relying on information relayed through multiple parties or waiting for first responders to arrive. Personnel at the command center will be able to see the direction in which a fire is spreading, allowing them to direct resources to the most effective positions. 2 191 ALERTWildfire Camera Network ALERTWildfire is a consortium of three universities – the University of Nevada, Reno, University of California San Diego, and the University of Oregon – providing access to state-of-the-art, pan-tilt-zoom (PTZ) fire cameras and associated tools to help firefighters and first responders: 1) discover/locate/confirm fire ignition; 2) quickly scale fire resources up or down appropriately; 3) monitor fire behavior through containment; 4) during firestorms, help evacuation through enhanced situational awareness; and 5) ensure contained fires are monitored appropriately through their demise. Over the last five fire seasons (2016-2020), ALERTWildfire has provided critical information for over 1,500 fires, including the Maria, Saddleridge, and Woolsey fires. ALERTWildfire is an extension of the ALERTTahoe network, which began as a pilot program deploying PTZ cameras and microwave networks in the Lake Tahoe region. The ALERTWildfire project was designed through a collaborative process with the goal to provide livestreaming views of the areas within the camera view shed to the following website: alertwildfire.org ALERTwildfire uses AXIS Q60 Network Cameras, which are high-definition PTZ cameras manufactured by Axis Communications, the ALERTWildfire network's exclusive provider of wildfire monitoring cameras. ALERTWildfire has installed over 800 AXIS Q60 Network Cameras on fire towers, cell towers, and private communications infrastructures throughout six states to assist firefighters and the general public in monitoring wildfires. SCE Wildfire Cameras As a part of Southern California Edison’s (SCE) Wildfire Mitigation Plan (WMP), SCE aimed to install up to 160 PTZ HD cameras within high fire risk areas between 2018 and 2020. These cameras are a key component of SCE’s wildfire mitigation strategy and help both fire agencies and SCE emergency management staff in assessing and responding to wildfires. SCE partnered with the ALERTWildfire network (through the University of California San Diego) and coordinated with state, county , and local fire agencies to identify optimal placement of these cameras. SCE has installed 166 cameras to date and the deployment of SCE funded high-definition cameras is considered complete, as detailed in SCE’s 2020-2022 Wildfire Mitigation Plan, which was approved by the California Public Utilities Company (CPUC) on June 11, 2020. SCE has stated that it will not fund additional cameras beyond the approved plan's 3 192 scope, and none of the installed cameras are in Rancho Palos Verdes or the Palos Verdes Peninsula. Thus, the City would have to install such cameras on its own. DISCUSSION: To utilize cameras as a wildfire detetction and mitigation tool, a complete surveillance camera system would be required for wildfire monitoring throughout the City of Rancho Palos Verdes. This would entail purchasing an adequate number of cameras, monitors, software, and hardware to monitor and record activity within the City, as well as staffing. In addition, ongoing maintenance and equipment replacement would also have to be taken into account. The following is information to consider in determining whether to proceed with the installation of said cameras throughout the City’s open space areas. Camera Capabilities ALERTWildfire is currently utilizing Axis Q6055-E outdoor-ready PTZ network cameras. These high-definition network cameras are able to pan, tilt, zoom and perform 360 -degree sweeps approximately every two minutes with 12 high -definition frames per sweep. The cameras are equipped with near-infrared capabilities, which enables them to operate in low-to-no-light conditions. They include a time-lapse function that can be used to verify wildfire reports and monitor the progression of wildfires and environmental conditions. These cameras support 1080p HDTV signals, have a 32x zoom, and compress video at a low bitrate. On a clear day, each camera has a view of up to 60 miles and up to 120 miles at night. According to Axis Communications' informational sheet (Attachment A) on the Q60-E PTZ Dome Network Cameras, the aluminum casing of the cameras can withstand temperatures of up to 140 degrees Fahrenheit, although the cameras are typically mounted on the tops of towers, where temperatures caused by wildfires are irrelevant. Recommendations for Installation There is an expressed interest in installing wildfire cameras to monitor for fires in the City's canyons and open space areas, assisting firefighters and the general public in spotting fire ignitions before they become full-fledged conflagrations. Due to the remote locations where the cameras would be installed, they need to be rugged enough to withstand the elements, including seismic activity. Additionally, they must deliver crystal -clear images in a variety of lighting conditions and have the ability to zoom in on fires that may be miles or miles away. While network cameras can be installed virtually anywhere, they must be powered and connected to the internet in order to function properly. Fully solar -powered energy options are available at an additional cost. Due to the ALERTwildfire cameras' history of dependability and compliance with the aforementioned requirements, if desired by the City Council, at this time, Staff recommends that the City seek assistance from a vendor to install five (5) AXIS Q60 Network Cameras throughout the City as a pilot program. This will ensure rapid implementation and compatibility with AlertWildfire's camera network. 4 193 Potential Camera Locations Locations for the recommended five wildfire monitoring cameras on City-owned properties (including the Palos Verdes Nature Preserve) would be identified and recommended by Staff and the Los Angeles County Fire Department for consideration by the City Council at a future date. Only City Staff and Fire Department peronnel would have access to the cameras, and their purpose would be strictly limited to the detection and monitoring of wildfires. The City Council could decide whether to make the live feeds available to the public, as are other cameras in the ALERTWildfire network, or make them viewable only to City Staff and the Fire Department. To provide privacy near cameras located within the Wildland Urban Interface (WUI), buildings and other structures are blocked out from the field of view. Potential Cost Staff contacted Axis Communications (the exclusive provider of ALERTwildfire cameras) to obtain preliminary estimates for the recommended five wildfire monitoring cameras within the City. Since Axis Communications is the manufacturor of wildfire cameras, Axis Communications coordinated with its local installation partner DataGear to provide Staff with a preliminary cost estimate of $71,525.71 (Attachment B). The estimated cost of $71,525.71 includes the purchase, installation and mounting of five wildfire cameras located throughout the City's most vulnerable areas to wildfires (final locations to be determined). If directed by the City Council, Staff will issue a request for proposals (RPF) to vendors and present the City Council with a report outlining the scope of work, cost estimates, and potential locations for consideration at a future meeting. Potential Funding Source - American Rescue Plan Act (ARPA) The ARPA was approved by Congress and subsequently signed into law by President Biden on March 11, 2021. The relief package provides funding in several areas such as state and local aid, education, rental assistance, and t ransit. Based on the preliminary information that the City received from the Government Finance Officers Association and the League of California Cities, the City’s allocation under the state and local fiscal aid of $350 billion is estimated to be $9.9 million. Based on the most current information, eligible uses may include: • Revenue replacement for the provision of government services to the extent of the reduction in revenue due to the COVID-19 public health emergency relative to revenues collected in the most recent fiscal year prior to the emergency; • Premium pay for essential workers; • Assistance to small businesses, households, and hard -hit industries, and economic recovery • Investments in water, sewer, and broadband infrastructure. 5 194 At this time, Staff recommends using allocation from the ARPA to potentially fund this project based on the following reasons: The project is eligible under ARPA's Replacement of Revenue Loss: • Directly provide services or aid to citizens • Protection of critical infrastructure CONCLUSION: Staff recommends the City Council review the information in this report to determine whether to proceed with the procurement and installation of wildfire monitoring cameras; and if the Council desires, direct Staff to issue an RFP to vendors and return to the City Council at a future meeting with a report outlining the scope of work, cost estimates, and potential locations for consideration. ALTERNATIVES: In addition to the Staff recommendation, the following alternative actions are available for the City Council’s consideration: 1. Identify specific areas of research and continue the consideration of installing wildfire monitoring cameras to a future meeting date. 2. Take no action at this time. 6 195 AXIS Q60-E PTZ Dome Network Cameras Outdoor, high-speed PTZ domes AXIS Q60-E cameras are top-of-the-line, outdoor-ready pan/tilt/zoom (PTZ) domes that provide exceptional coverage of wide areas and great detail when zooming in. Designed for easy in- stallation and reliable operation outdoors, they are ideal for city surveillance and airports, train stations, harbors and stadiums. AXIS Q6045-E Mk II offers a rich viewing expe- rience with HDTV 1080p and 32x optical zoom. AXIS Q6044-E provides HDTV 720p and 30x optical zoom. AXIS Q6042-E supports Extended D1 resolution and 36x optical zoom. AXIS Q60-E cameras are vandal-resistant (IK10) and have shock detection, surge protection (railway stan- dards), and protection against dust, rain and snow (IP66 and NEMA 4X). They can operate in temperatures rang- ing from -50 °C to 50 °C (-58 °F to 122 °F). The cameras’ Arctic Temperature Control ensures safe start-up in extreme cold. AXIS Q6042-E and AXIS Q6044-E sup- port electronic image stabilization-useful for get- ting smoother video in windy conditions. In fog, AXIS Q6044-E and AXIS Q6045-E Mk II can provide clearer video with its automatic defog functionality. The PTZ domes support autotracking and Active Gate- keeper, and have substantial capacity for third-party in- telligent video applications. AXIS Q6045-E Mk II offers additional built-in analytics such as highlight compen- sation, object removed and enter/exit detection. AXISQ60-Ecamerashaveabuilt-inmemorycardslotfor local storage of recordings. The cameras are powered by High Power over Ethernet using the supplied High PoE midspan. Datasheet > Up to HDTV 1080p > Up to 36x optical zoom > Outdoor-ready and Arctic Temperature Control > Vandal-resistant and shock detection > Automatic defog (AXIS Q6044-E, AXIS Q6045-E Mk II) > High PoE Note: Mounting brackets are sold separately. A-1 COMMUNICATIONS O nv1F 10 196 High-performance outdoor-ready PTZ domes The robust AXIS Q60-E PTZ domes are designed for round-the-clock pan/tilt/zoom operation in outdoor environments. The cameras can be automatically directed to 256 preset positions using guard tour. With endless 360° pan, they enable surveillance of an extremely wide area. High zoom, in combination with high resolution, enables detailed surveillance at great distances. AXIS Q60-E cameras have fast and precise pan/tilt performance. They can also tilt 20° above the horizon, which makes it possible for the cameras to see higher than their mounting position. This can be useful, for example, at a stadium where there is a need to look up at the stands. The images above show the field of view and level of detail provided by the three AXIS Q60-E PTZ domes. Snapshots of HDTV 1080p views from AXIS Q6045-E Mk II: at left, wide view; at right, 32x zoomed-in view where the license plate of a car 300 m (984 ft) away can be read. Great detail with HDTV Among the three cameras, AXIS Q6045-E Mk II provides the widest field of view-with a 62.8° horizontal angle of view. In addition, AXIS Q6045-E Mk II offers the highest level of detail as it delivers HDTV 1080p performance in compliance with the SMPTE 274M standard regarding a 1920x1080 pixel resolution, full frame rate at 25/30 frames per second, HDTV color fidelity and a 16:9 format. AXIS Q6045-E Mk II has 32x optical zoom, the combination of the zoom factor and HDTV 1080p allows the license plate of a vehicle to be read some300m(984ft)away-atafurtherdistancethanwithAXISQ6042-E, which has 36x optical zoom and standard resolution. AXIS Q6044-E also offers a wide horizontal viewing angle at 62.9°. The camera’s 30x optical zoom, in combination with HDTV 720p, provides superb zoomed-in views, enabling, for instance, the license plate of a vehicle to be read up to 245 m (800 ft) away. AXIS Q6042-E offers Extended D1 resolution (736x576 in 50 Hz, 752x480 in 60 Hz) and can enable a vehicle’s license plate to be read some 190 m (620 ft) away. All three PTZ domes support H.264 Main Profile for efficient compression of video that maintains image quality while at the same time minimizing bandwidth use and storage space. The cameras offer day/night function- ality, enabling excellent color video during day time, and clear black and white video in low light. A-2 AXIS 06045-E Mk II 197 ElectronicimagestabilizationinAXISQ6042-EandAXISQ6044-E Cameras with high zoom are sensitive to vibrations from wind and traffic. AXIS Q6042-E and AXIS Q6044-E support electronic image stabilization (EIS), which reduces the effects of camera vibration. In windy conditions, EIS provides clearer, more useful video and helps reduce the size of video files, which leads to lower bandwidth and storage use. Under vibrating conditions: at left, image without EIS; at right, a snapshot from a vibrating AXIS Q6044-E with EIS activated. Automatic defog AXIS Q6044-E and AXIS Q6045-E Mk II support automatic defog, which when activated, automatically detects fog in the scene and digitally filters it out of view to provide clearer video. Images from AXIS Q6044-E: at left, without automatic defog; at right, with automatic defog activated. Dimensions Optional accessories 1.AXIS T91A 2.Smoked Dome D 3.Axis High PoE midspans 4.AXIS T8129 PoE Extender 5.AXIS P8221 Network I/O Audio Module 6.AXIS T8310 Video Surveillance Control Board 7.RJ45 IP66-rated cables with premounted connector (CAT6) A-3 0 0 I =-C? .--. .-. = ··~ {j" ..... co ..... 0) ......, ......, 0 0 ® E E E E ...,_ "" , 0 co co -:::t N N ® (j) ¢ 232 mm (9.1 ") 0 198 Technical Specifications - AXIS Q60-E PTZ Dome Network Cameras Models AXIS Q6042-E 50 Hz,AXIS Q6042-E 60 Hz AXIS Q6044-E 50 Hz,AXIS Q6044-E 60 Hz AXIS Q6045-E Mk II 50 Hz,AXIS Q6045-E Mk II 60 Hz Camera Image sensor AXIS Q6042-E:1/4” ExView HAD Progressive scan CCD AXIS Q6044-E:1/3” Progressive scan CCD AXIS Q6045-E Mk II:1/2.8” Progressive scan CMOS Lens AXIS Q6042-E:f=3.3-119 mm, F1.4–4.2, Autofocus, 57.2° – 1.7° viewa AXIS Q6044-E:f=4.4-132 mm, F1.4–4.6, Autofocus, 62.9° – 2.2° viewa AXIS Q6045-E Mk II:f=4.44-142.6 mm, F1.6–4.41, Autofocus, 62.8° – 2.23° viewa Day and night Automatically removable infrared-cut filter Minimum illumination AXIS Q6042-E:Color: 0.5 lux at 30 IRE F1.4; B/W: 0.008 lux at 30 IRE F1.4 AXIS Q6044-E:Color: 0.2 lux at 30 IRE F1.4; B/W: 0.04 lux at 30 IRE F1.4 AXIS Q6045-E Mk II:Color: 0.3 lux at 30 IRE F1.6; B/W: 0.03 lux at 30 IRE F1.6 Shutter time AXIS Q6042-E:1/30000 s to 1.5 s (50 Hz), 1/30000 s to 0.5 s (60 Hz) AXIS Q6044-E:1/10000 s to 1/4 s AXIS Q6045-E Mk II:1/33000 s to 1/3 s (50 Hz), 1/33000 s to 1/4 s (60 Hz) Pan/Tilt/Zoom E-flip, 256 preset positions, Tour recording, Guard tour, Control queue, On-screen directional indicator, Set new pan 0° Pan: 360° endless, 0.05°–450°/s; Tilt: 220°, 0.05°–450°/s AXIS Q6042-E:36x optical zoom and 12x digital zoom, total 432x zoom AXIS Q6044-E:30x optical zoom and 12x digital zoom, total 360x zoom AXIS Q6045-E Mk II:32x optical zoom and 12x digital zoom, total 384x zoom Video Video compression H.264 Main and Baseline Profiles (MPEG-4 Part 10/AVC) Motion JPEG Resolutions AXIS Q6042-E: Extended D1 736x576 to 176x144 (50 Hz), Extended D1 752x480 to 176x120 (60 Hz) AXIS Q6044-E: 1280x720 (HDTV 720p) to 320x180 AXIS Q6045-E Mk II:1920x1080 (HDTV 1080p) to 320x180 Frame rate H.264:Up to 25/30 fps (50/60 Hz) in all resolutions Motion JPEG:Up to 25/30 fps (50/60 Hz) in all resolutions AXIS Q6045-E Mk II:Up to 50/60 fps (50/60 Hz) in HDTV 720p Video streaming Multiple, individually configurable streams in H.264 and Motion JPEG Controllable frame rate and bandwidth VBR/CBR H.264 Image settings Wide dynamic range (WDR), Manual shutter time, Compression, Color, Brightness, Sharpness, White balance, Exposure control, Exposure zones, Backlight compensation, Fine tuning of behavior at low light, Rotation, Text and image overlay, 32 individual 3D privacy masks, Image freeze on PTZ AXIS Q6042-E: Electronic image stabilization AXIS Q6044-E: Electronic image stabilization, Automatic defog AXIS Q6045-E Mk II:Highlight compensation, Automatic defog Network Security Password protection, IP address filtering, HTTPSb encryption, IEEE 802.1Xb network access control, Digest authentication, User access log, Centralized certificate management Supported protocols IPv4/v6, HTTP, HTTPSb, SSL/TLSb, QoS Layer 3 DiffServ, FTP, CIFS/SMB, SMTP, Bonjour, UPnPTM, SNMPv1/v2c/v3 (MIB-II), DNS, DynDNS, NTP, RTSP, RTP, TCP, UDP, IGMP, RTCP, ICMP, DHCP, ARP, SOCKS, SSH, NTCIP System integration Application Programming Interface Open API for software integration, including VAPIX® and AXIS Camera Application Platform; specifications at www.axis.com AXIS Video Hosting System (AVHS) with One-Click Camera Connection. ONVIF Profile S, specification atwww.onvif.org Intelligent video Video motion detection, Autotracking, Active Gatekeeper, AXIS Camera Application Platform enabling installation of additional applications AXIS Q6045-E Mk II:Basic analytics (not to be compared with third-party analytics): Object removed, Enter/exit detector, Fence detector, Object counter, Highlight compensation Event triggers Video motion detection, Shock detection, Fan, Heater, Temperature, Manual trigger, Autotracking, Moving, PTZ preset, Edge storage events, AXIS Camera Application Platform AXIS Q6045-E Mk II:Enter/exit, Fence detector, Object removed Event actions File upload: FTP, HTTP, network share and email Notification: email, HTTP and TCP PTZ preset, Guard tour, Autotracking, Day/night mode, Video recording to edge storage, Pre- and post-alarm video buffering Built-in installation aids Pixel counter General Casing IP66-, NEMA 4X- and IK10-rated metal casing (aluminum), polycarbonate (PC) clear dome, sunshield (PC/ASA) Memory 512 MB RAM, 128 MB Flash Power High Power over Ethernet (High PoE), max. 60 W Axis High PoE 60 W Midspan 1-port: 100–240 V AC, max. 74 W Connectors RJ45 for 10BASE-T/100BASE-TX PoE RJ45 Push-pull Connector (IP66) included Edge storage SD/SDHC/SDXC slot supporting memory card up to 64 GB (card not included); support for recording to network share (network-attached storage or file server) Operating conditions With 30 W: -20 °C to 50 °C (-4 °F to 122 °F) With 60 W*: -50 °C to 50 °C (-58 °F to 122 °F) Humidity 10-100% RH (condensing) * Arctic Temperature Control enables camera start-up at temperatures as low as -50 ºC (-58 ºF) Storage conditions -50 °C to 60 °C (-58 °F to 140 °F) Approvals EN 55022 Class A, EN 61000-3-2, EN 61000-3-3, EN 61000-6-1, EN 61000-6-2, EN 55024, EN 50121-4, IEC 62236-4, FCC Part 15 Subpart B Class A, ICES-003 Class A, VCCI Class A, C-tick AS/NZS CISPR 22 Class A, KCC KN22 Class A, KN24, IEC/EN/UL 60950-1, IEC/EN/UL 60950-22, IEC/EN 60529 IP66, NEMA 250 Type 4X, NEMA TS-2-2003 v 02.06, subsection 2.2.7, 2.2.8, 2.2.9; IEC 62262 IK10, IEC 60068-2-1, IEC 60068-2-2, IEC 60068-2-78, IEC 60068-2-14, IEC 60068-2-30, IEC 60068-2-6, IEC 60068-2-27, IEC 60068-2-60, ISO 4892-2 Midspan: EN 60950-1, GS, UL, cUL, CE, FCC, VCCI, CB, KCC, UL-AR Weight 3.7 kg (8.2 lb.) Included accessories Axis High PoE 60 W Midspan 1-port, RJ45 Push-pull Connector (IP66), Sunshield, Installation Guide, Installation and Management Software CD, Windows decoder 1-user license Video management software AXIS Camera Companion (included), AXIS Camera Station and video management software from Axis’ Application Development Partners (not included). For more information, see www.axis.com/products/video/software Warranty Axis 3-year warranty and AXIS Extended Warranty option, see www.axis.com/warranty a.Horizontal angle of view b.This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit. (www.openssl.org), and cryptographic software written by Eric Young (eay@cryptsoft.com). More information is available at www.axis.com www.axis.com ©2014 Axis Communications AB. AXIS COMMUNICATIONS, AXIS, ETRAX, ARTPEC and VAPIX are registered trademarks or trademark applications of Axis AB in various jurisdictions. All other company names and products are trademarks or registered trademarks of their respective companies. We reserve the right to introduce modifications without notice.60196/EN/M4.4/112014A-4COMMUNICATIONS 199 Quote Date 8/9/2021 Quote # 5688 City Of Rancho Palos Verdes Jesse Villalpando 309040 Hawthorne Blvd. Rancho Palos Verdes, Ca. 90275 Ship To City Of Rancho Palos Verdes Jesse Villalpando 309040 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 TermsRep Total Subtotal Sales Tax (10.25%) 500 W. Dyer Rd, Santa Ana CA 92707 | www.DataGear.com | (714) 556 - 5055 Item #DescriptionQty Price Total 02148-001 AAXIS Q6078-E PTZ CameraThis outdoor, vandal-resistant camera is IP66, NEMA 4X, and IK10-rated to protect against dust, rain, snow, and impacts. Arctic temperature control ensures startup from a deeply frozen state and operation in temperatures ranging from -40 °C to 50 °C (-40 °F to 122 °F). Autotracking 2 with click and track functionality and an orientation aid 5 2,980.00 14,900.00T T91B67 Pole Mount 65 - 165MM5 175.00 875.00T 5504-821 Axis T91D61 Wall Mount Aluminum Wall Mount 1.5 Inch Pipe Compatible with Axis Fixed Domes 5 92.00 460.00T EH-1200FX-ODU-H-EXT Siklu EtherHaul 1200FX ODU with Adpter:Tx High;Ports:2x Copper;Power POE with 100Mbs 10 2,254.00 22,540.00T EH-60W-AC-PoE-US Siklu PoE Enjector 60W ( 100--240 AC Source, US Cable ) 20 89.00 1,780.00T EH-ANT-1ft Siklu EtherHaul 1ft antenna ( FCC/ETSI )10 225.00 2,250.00T FAA-Licensing FCC Universal Licensing System (ULS): ULS Home. Fee for registrating each site with FCC 10 269.00 2,690.00T MISC Cable Cat6e / Mounts / Unistrut / Pole5 698.00 3,490.00T Labor A Wireless Network Engineer / Per Hour Charge40 192.50 7,700.00 Labor E Installer / Per Hour Charge40 138.00 5,520.00 RENTAL Equipment Rental 45 foot Bucket Truck5 780.00 3,900.00T Page 1 B-1 I'. YEARS 200 Quote Date 8/9/2021 Quote # 5688 City Of Rancho Palos Verdes Jesse Villalpando 309040 Hawthorne Blvd. Rancho Palos Verdes, Ca. 90275 Ship To City Of Rancho Palos Verdes Jesse Villalpando 309040 Hawthorne Blvd. Rancho Palos Verdes, CA 90275 TermsRep Total Subtotal Sales Tax (10.25%) 500 W. Dyer Rd, Santa Ana CA 92707 | www.DataGear.com | (714) 556 - 5055 Item #DescriptionQty Price Total Time to Install 5 cameras and associated links 5 days ( 40 Hours ) Page 2 $71,525.71 $66,105.00 $5,420.71 B-2 ~ YEARS 201 Agenda Item No.: 11.A Mtg. Date: 08/23/2021 TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM:MEREDITH ELGUIRA, PLANNING DIRECTOR THRU:ELAINE JENG P.E., CITY MANAGER SUBJECT: CONFERENCE WITH LEGAL COUNSEL: EXISTING LITIGATION Government Code Section 54956.9(d)(1) The City finds, based on advice from legal counsel, that disclosure in open session will prejudice the position of the City in the litigation. Name of Case: Dr. Elliot H. Brunner and Dr. Nourit G. Korzennik v. The City of Rolling Hills; and Toshiko and Takashi Nakamura Case Number: 20TRCV00775 DATE:August 23, 2021 BACKGROUND: None DISCUSSION: None. FISCAL IMPACT: None. RECOMMENDATION: None. ATTACHMENTS: 202