HomeMy WebLinkAbout04- HDR Engineering Emergency Response Plan Professional Services Agreement
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PROFESSIONAL SERVICES AGREEMENT
EMERGENCY RESPONSE PLAN
THIS IS AN AGREEMENT made as of November 22 , 2004, between THE CITY 01<' BOZEMAN, a
Municipal Corporation, P.O. Box 1230, Bozeman, Montana, 59715 (OWNER) and HDR Engineering, Inc.
with principal office at 1715 South Reserve Street, Suite C, Missoula, MT 59801 (ENGINEER).
Whereas the accomplishment of the work and services described in this Agreement is essential to the OWNER'S
public works improvement program.
Whereas the OWNER intends to and has selected the ENGINEER to provide necessary and professional engineering
services for the project.
Whereas the ENGINEER represents that it is willing and qualified to perform the professional engineering services
for this project described in this Agreement.
Therefore, in consideration of the foregoing recitals and the mutual covenants and conditions contained herein, the
parties agree as follows:
The conditions and provisions set forth in the attached EXHIBIT A - SCOPE OF SERVICES, and EXHIBIT B -
ENGINEERING FEE ESTIMATE are hereby incorporated in and made part of this Agreement.
ARTICLE 1 . ENGINEERING SERVICES
1.1. 'rhe detailed description of the specific project components is described as follows:
l.l.l. Prepare an Emergency Response Plan as described in EXHIBIT A, Scope of Services.
1.2. The scope of services under this contract arc set fOlth in this agreement and the attached EXHIBITS.
ARTICLE 2 - ENGINEER'S RESPONSIBILITIES
2.1. ENGINEER shall perfonn for OWNER professional engineering services in all phases of the Project to which
this Agreement applies as hereinafter provided. These services will include, but not be limited to, serving as OWNER's
professional engineering representative for the Project, providing professional engineering consultation and advice and
furnishing customary civil and structural engineering services incidental thercto.
2.2. The ENGINEER shall furnish all labor, materials, equipment, supplies, and incidentals necessary to conduct and
complete the ENGINEER'S portions of the Project and to prepare and deliver to the OWNER all data, repotts, plans,
specifications, and recommendations as designated hercin.
2.3. The ENGINEER shall ascettain such infOnTlation as may have a bearing on the work from local units of
government, public, and private organizations and shall be authorized to procurc infonnation from other authorities as to
the extent of these contacts and the results thereof.
2.4. The ENGINEER'S work shall be in accordance with the standards of sound engineering practices.
2.5. The ENGINEER shall name a Principal-In-Charge for the duration of the project. The Principal-In-Charge shall
be Amanda B. McInnis, P.E., Assistant Depmtmcnt Manager.
2.6. The ENGINEER shall name a Project Manager who shall be the liaison between the ENGINEER and the
OWNER. The Project Manager shall be Tina F. Whitfield, P.E. The OWNER may name a Task Director who would be
the liaison between the ENGINEER and thc OWNER during the design segment of the Project.
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2.7. The ENGINEER shall submit an estimated progress schedule at the beginning of the work, and monthly progress
reports thereafter until the project is completed.
ARTICLE 3 - OWNER'S RESPONSIBILITIES
3.1 The OWNER shall name a Task Director who shall be the liaison between the ENGINEER and the OWNER
during DESIGN segment of the Project. The Task Director designated shall be Dean Elliott, p.E.
3.2 The OWNER shall have the right of review and examination of the ENGINEER'S work at all times.
3.3 The OWNER shall make available all records (as-built drawings, construction records, GIS data, etc.) indicating
the existing configuration of the city utilities, city limits, and propelty records.
ARTICLE 4 - BASIC ENGINEERING SERVICES
The ENGINEER shall render professional Engineering Services as follows:
4.1 EMERGENCY RESPONSE PLAN
After written authorization to proceed, ENGINEER shall:
4.1.1 Prepare an Emergency Action Plan as disclosed in Exhihit A.
The Emergency Response Plan will be completed and submitted no later than December 31 , 2004.
ARTICLE 5 - ADDITIONAL SERVICES
5.1. If OWNER wishes ENGINEER to perfonTI any Additional Services, OWNER shall so instmct ENGINEER in
writing, and ENGINEER shall perfonTI or ohtain from others sueh services and will be paid therefore as providcd in the
Agreement.
ARTICLE 6 - COMPENSATION FOR ENGINEERING SERVICE
6.1 LUMP SUM AGREEMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER
6.1.1 Pavment. The OWNER shall for the serviccs peltonTIed under Section 1.1 and 4.1 of this Agreement
pay a total sum in the amount of $19.987.75 for such services.
6.1.2 Pavment Schedule. Total cumulative payments for the engineering services (Section 1.1) shall not
exceed the following cciling:
$ 18,988.00 (-95% of thc fee) until the draft emergency response plan rcpolt has bccn submitted to the
OWNER.
6.1.3 General. Engineer shall submit monthly statements for services rendered. The statements shall be
bascd upon Engineer's estimate of the propoltion of thc total services actually completed at the time of billing,
suhject to any limitations on Paymcnts based on completion of tasks or specific retainage requirements pursuant
to the payment provisions of the Agreement.
6.1.4 Reimbursable Expenses. Only those expenses specifically idcntified for paymcnl under section 6.2 of
this Agreement are reimhursable. All other expenses related to services perfonTIed under Section 1.1 and 4.1 are
included in the Lump Sum Payment (Section 6.1.1) and arc not separately reimhursable. Additional Services
specifically identified under the scope of serviccs for payment under 6.1 are not separately reimbursable.
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6.2 DIRECT LABOR COST PA YMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER.
6.2.1 The OWNER shall pay an amount for Additional Services rendered by the ENGINEER and approved
in writing by the OWNER on the basis of the ENGINEER'S Direct Labor Costs times a factor of 3.1 ,or an
amount otherwise negotiated at the time such services are requested and approved by the OWNER.
ARTICLE 7 - MEANING OF TERMS
7.1 AGREEMENT
As used herein the tenn "this Agreement" refers to the contents of this document and its Exhibits attached hereto and
referred to as if they were pali of one and the same document.
7.2 CONSTRUCTION COSTS
Thc construction cost of the entire Project (hcrcin rcfcrrcd to as "Construction Cost") means the total cost to OWNER of
those portions of the entire Project designed and specificd by ENGINEER, but it will not include ENGINEER's
compensation and expcnses, the cost of land, rights-of-way, or compensation for or damages to, propetties unless this
Agreement so specifies, nor will it inelude OWNER's legal, accounting, insurance counseling or auditing services, or
interest and financing charges incurred in connection with the Project or the cost of other services to be provided by others
to OWNER.
7.3 DIRECT LABOR COSTS
Direct Labor Costs used as a basis for payment mean the actual salarics and wages paid to all ENGINEER's pcrsonnel
engaged dircctly on the Project, including, but not limited to, engineers, architects, surveyors, designers, drafters,
specification writers, estimators, other tcchnical and business personnel; hut does not include indirect payroll related costs
or fringe benefits. For the purposes of this Agreement the principals and employees of the ENGINEER maximum billable
Direct Labor Costs arc:
Supervising Engineer I $ 24.50 !hour
Security Professional II $ 45.00 !hour
Security Professional I $ 36.00 /hour
Clerical II $ 22.00 /hour
Clerical I $ 17.50 /hour
7.4 REIMBURSABLE EXPENSES
Reimbursable Expenses mean the actual expenses incurred by ENGINEER or ENGINEER's indcpendent professional
associatcs or consullants directly in connection with the Project, such as cxpcnscs for: transpOltation and subsistence
incidental thereto; obtaining bids or proposals from Contractor(s); subsistence and transportation of Resident Project
Rcpresentatives and their assistants; toll telephone calls and telegrams; reproduction of reports, Drawings, Specifications,
Bidding Documents and similar Project-related items; and if authorized in advance by OWNER, overtime work requiring
higher than regular rates. In addition, when compensation for Basic Services is on the basis of Direct Labor Costs method
of payment, Reimbursable Expenses will also include the amount billed to ENGINEER by special r.:onsultants employed
by ENGINEER and authorized by OWNER (other than as an authorized Additional Services) and will also include
expenses incurred for computer time and other specialized equipment, including an appropriate charge for previously
established programs and expenscs of photographic production techniques.
ARTICLE 8 - PAYMENT PROVISIONS
S.1 TIMES OF PAYMENTS. ENGINEER may submit monthly statements for Basic Services and approved
Additional Services rendered and for Reimbursable Expenses incurred; however, payments shall not exceed the ceilings
provided in 6.1 and 6.2. Pinal payment shall be made only after acceptance of the project by the OWNER. If OWNER
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disputes the amount of the billing, OWNER will notify the ENGINEER in writing within ten (10) calendar days of the
receipt of bill of the dispute.
8.2 REQUESTS FOR PAYMENT. Each request for payment shall include a documentation summary of work
complete, total billing and total cumulative billing and in accordance with Section 6.1.3 of this Agreement. When
rcquested by OWNER services for distinct project segnlents shall be accounted and billed separately.
l:U PAYMENT UNDER TERMINATION. In the event of termination by the OWNER upon the completion of any
phase of the Basic Services, progress payments due ENGINEER for services rendered through such phase shall constitute
total payment for such services. In the event of such temlination by OWNER during any phase of the Basic Services,
ENGINEER also will be reimbursed for the charges of pre-approved independent professional associates and consultants
employcd by ENGINEER to render Basic Services, and paid for serviccs rendcred during that phase on thc basis of thc
payment provisions of the Agreement. In the event of any such temlination, ENGINEER will be paid for unpaid pre-
approved Additional Services and unpaid Reimbursable Expenses which are authorized under this agreement.
ARTICLE 9 - GENERAL CONSIDERATIONS
9.1 TERMINA TION OF AGREEMENT
9.1.1 The sole right is hereby reserved to the OWNER to terminate this Engineering Agreement for any and
all causes or for its eonvenience at any time upon fifteen (1 S) days written notice to the ENGINEER.
9.1.2 If tennination for default is effected by the OWNER, an equitable adjustment in the price provided for
in this Agreement shall be made, but (I) no amount shall be allowed for anticipated profit on unperfonTIcd
services or other work, and (2) any payment due to the ENGINEER at the time of termination may be adjusted to
cover any additional costs to the OWNER because of the ENGINEER's default. If termination for convenience
is effected by the OWNER, the equitable adjustment shall include a reasonablc profit, as detennined by owner,
for services or other work performed. The equitable adjustment for any termination shall provide for payment to
thc ENGINEER for services rendered and expenses incurred prior to the tcnnination, in addition to termination
settlement costs reasonably incurred by the ENGINEER relating to commitments which had bec:omc finn prior to
the teilllination.
9.1.3 Upon receipt of a termination action under paragraph 9.1.2, the ENGINEER shall (I) promptly
discontinue all affected work (unless thc notice directs othclwise), and (2) deliver or othelWise make available to
the OWNER within ten (10) days copies of all data, design drawings, specifications, reports, estimates,
summaries and such other infOllllation and materials as may have been accumulated by the ENGINEER in
peli'onTIing this Agreement, whether completed or in process.
9.1.4 In the event this Contract is tenninated prior to completion, the original copies of the ENGINEER'S
data, recommendations, plans, specifications, analysis and other related documcnts prepared by the ENGINEER
prior to said temlination shall be delivered to and become the propelty of the OWNER.
9,1.5 Upon termination, the OWNER may take over the work and may award another party an Agreement to
complete the work under this Agreemcnt.
9.1.6 OWNER'S right to tellllinate is in addition to any other remedies OWNER may have under the law.
9.1.7 ENGINEER may terminate this contract if the OWNER substantially fails to perfollll in accordance
with its obligations under this contract provided ENGINEER notifies OWNER of its intention to do so, 'The
ENGINEER must provide the OWNER with sufficient infollTlation to detennine what obligations under the
contract have not been met. The OWNER will have fifteen (IS) days from the date notice is received to cure
and default specifically set fOlth in said notice.
n INSPECTION AND AUDIT
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All books, papers, records, payrolls, vouchers and invoices relating to costs and expenditures incurred as to the
perfonnance of the services by the ENGINEER hereunder shall be made available to the OWNER, or their authorized
representatives for audit and review, at the ENGINEER'S respective offices at all reasonable times during the contract
period and for three years from the date of final payment.
9.3 EMPLOYMENT
TIle ENGINEER warrants that he has not employed or retained any company or persons, other than a bona fide employee,
working solcly for the ENGINEER, to solicit to secure this contract, and that he has not paid or agreed to pay any
company or person, other than bona fide employees working solely for the ENGINEER, any fee, commission, percentage,
brokerage fee, gifts or any other considerations contingent upon or resulting from the award or making of this Contract.
For breach or violation of this warranty, the OWNER shall have the right to annul the Contract without liability or in its
discretion to deduct from the price or consideration or othelwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee.
All employees of the ENGINEER or other persons while engaged in the peIformance of work or services required by the
ENGINEER shall be considered employees of the ENGINEER only and not of the OWNER.
9.4 NONDISCRIMINA TION
The ENGINEER will not discriminate on the basis of race, color, religion, creed, political ideas, sex, age, marital status,
national origin or disability in employment or provision of services. The ENGINEER shall be subject to and comply with
Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations promulgated there
under.
9.5 SUBLETTING OR ASSIGNING OF WORK
The ENGINEER shall not sublet or assign any of the work covered herein without prior written approval of the OWNER.
9.6 STANDARD OF CARE
In providing services under this agreement, the ENGINEER will perform in a manner consistent with the degree of carc
and skill ordinarily exercised by members of the same profcssion currently practicing under similar circumstances. If any
service should be found to be not in conformance with this standard, the ENGINEER shall, at the OWNER's request, re-
perf 01111 the service at its own expense. Engineer shall also, at its own expense, make such changes, modifications or
additions to the project which are made necessary as a result of the initial non-perfOlll1anCe or the re-perfOlll1ance of
services. The OWNER's rights herein are in addition to any other remedies the OWNER may have under the law.
9.7 LEGAL RELATIONS
9.7.1 The ENGINEER shall comply with all Federal, State, and Local laws and ordinances applicable to the
work to be done.
9.7.2 'fhe ENGINEER agrees to indemnify, hold hall111ess, and defend the OWNER, its officers, directors,
agents, and cmployees from and against any suits, causes of action, claims, clcmands, damages, costs,
expenses, obligations, and liability of any character, including attomey's fees, arising out of or resulting
from or in connection with the ENGINEER's negligent perfOllmll1ce of the services specified in this
agreement, or willful misconduct The ENGINEER will be held responsihle only for those damages,
costs, attorney's fees, and liabilities as are attributable to the ENGINEER's percent of fault as
compared with 100% of the fault giving rise to the damages.
9.7.3. In an appropriate case in which attoll1ey's fees ,Ire awarded to the OWNER following a wrongful
refusal of a tender of defense, said fees may include fees and salary paid by the OWNER to the City
Attomey or other in-house counse1.
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9.7.4 The indemnity required herein shall not be limited by reason of the specification of any particular
insurance coverage in this agreement.
9.7.5 The ENGINEER shall pert"oon this agreement as an independent contractor, and as such, is responsible
to the OWNER only as to the results to be obtained in the work herein specified, and to the extent that
the work shall be done in accordance with the teollS, plans and specifications. The ENGINEER shall
have and maintain complete control over all of its employees, subcontractors, agents and operations,
being responsible for any required payroll deductions and providing required benefits, such as, but not
limited to, worker's compensation with statutory limits, and unemployment insurance.
9.8 INSURANCE
The ENGINEER sball secure and furnish to the OWNER certificate of insurance, therein, naming the OWNER as an
additional insured, to include thirty (30) days notice of cancellation or non-renewal.
Without limiting any of ENGINEER's ohligations hereunder, ENGINEER shall secure and maintain, until the work is
completed and accepted by the OWNER, insurance coverage nanling the OWNER as additional insured with minimum
insurance coverage as follows:
TVDe of Coverage Limits
EmDloyers' Liability: $ 100.000 per accident
General Liability:
Bodily Iniury & Property Damage
Single and combined: $1.000,000 per accident
General Aggregate: $2,000,000
Excess Liability coverage (umbrella) $1 ,000,000 each occurrence
Automobile:
Bodily Iniury covering all $1 ,000.000 each person
automobiles, trucks,_ $1 ,000,000 each occurrence
tractors, trailers, or
other automotive equip-
ment whether owned or
rcnted by Engineer or
owned by employees of
Engineer.
Propertv Damage covering $100,000 each occurrence
all automobiles, trucks,
tractors, trailers or other
automotive equipment whether
owned or rented by Engineer
or owned by cmployees of
Engineer
OR
Bodily Iniury & Property $1 ,000,000 each OCCUlTence
Damage Singlc and combined
In addition 10 the above insurance coverage. the ENGINEER shall secure and maintain. until the work is completed and accepted by the
OWNER. and without naming OWNER as an additional insured, professional errors and omissions coverage as follows:
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Professional Errors & Omissions: $ 1,000,000 per claim and
aggregate each occurrence
9.9 ENDORSEMENT
TIle ENGiNEER shall place his endorsement on all drawings and other data furnished by him.
9.10 OWNERSHIP OF DOCUMENTS
The parties admit and agree the documents produced under this agreement are not intended or represented to be suitable
for reuse by OWNER or any other individual on any other project. Any reuse without written velification or adaptation by
ENGINEER will be at OWNER's sole risk and without liability or legal cxposure to ENGINEER, or to ENGINEER's
independent professional associates or consultants. Files in electronic media format of text, data, graphics, or of other
types that are furnished by ENGINEER to OWNER are only for convenience of owner. Any conclusion or information
obtained or derived from such clcctronic files will be at the user's sole risk.
9.11 PUBLIC INFORMATION
The ENGINEER shall not issue any statements, releases or information for public dissemination without prior approval of
thc OWNER.
9.12 PROPRIETARY RIGHTS
If patentable discoverics or inventions should result from work required herein, all rights accruing from such discovcrics
or inventions shall be joint property of the ENGINEER and the OWNER. Provided Ihat the OWNER, state agencies or
political subdivisions and the United States Government shall have the irrevocable, nonexclusive, nontransferable and
royalty-free license to use each invention in the manufacture, use and disposition, according to law, of any article or
material, and in the use of any method that may be developed as part of the work described and contemplated herein.
9.13 RECORDS
The ENGINEER shall maintain accounting records and other evidence pertaining to the cost incurred and to make the
records available at all reasonable times during the Contract teon and for one (1) year from the date of final payment.
Such accounting records and other evidence pertaining to the cost incurred will be made available for inspections by
OWNER.
9.14 SUCCESSORS IN INTEREST
The covenants, agreements and all statements in this Contract apply to and shall be binding on the heirs, personal
representatives, successors and assigns of tbe respective parties.
9.15 ATTORNEY'S FEES AND COSTS
That in the evcnt it becomes necessary for either Party of this Contract to retain an attorncy to enforce any of the tenns or
conditions of this Contract or to give any notice required herein, then the prcvailing Party or the Party giving notice shall
be entitled to reasonable attorney's fees and costs, including fees, salary, and costs of in-house counsel to include City
Attorney.
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9.16 MODIFICATIONS AND AMENDMENTS
That any amendment or modification of this Contract or any provisions herein shall be made in writing or executed in the
same manner as this original document and shall after execution become a part of this Contract.
In witness Whereof, the Patties hereto do make and execute this Agreement.
CITY OF BOZEMAN, MONTANA ENGINEER
ByCLkA~ BY:~a~~
Assistant Department Manager
ITS: City Manaqer
DATE: November 22. 2004 DATE: /ljYAj- .
ATTEST:
BY@ ..z.b~
(Clerk of Commission)
P:\Watcr\IIZ06 B07,eman\ERPlScope.Hudgel\Agreemenl.doc
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EXHIBIT A
Scope of Work
Task 1.0. Emergency Response Plan
According to Title IV of the Bioterrorism Preparedness Bill, RR. 03448, the Emergency
Response Plan (ERP) shall include, but not bc limited to, plans, procedurcs and identification of
equipment that can be implemented or utilized in the event of a terrorist or other intentional attack
on the public water system.
The following scope of services provides a detailed description of the work tasks to be performed
by HDR for the development of the Emergency Response Procedures Plan for the Bozeman
Water System.
All of the materials and information concerning the City's Emergency Response Plan are
considered to be confidential. HDR has policies and procedures in place to assure the security of
information gathered from the City for background study, and for the security of materials
developed in the process of performing the tasks listed below. Team members will be required to
sign confidentiality agreements covering the information and documents gathered and generated
during thc assessment. During the initial organizational phases, HDR will ensure that participants
receive these security guidelines and understand how to apply them.
Suhtask 1.1 Emergency Response Plan and Procedures Background
The intent of this task is to review aU documents related to the City's Risk Management,
Emergency Preparedness Plans and Emergcncy Opcrations Manuals. HDR will dcvclop a single
"go to" cmcrgcncy document, regardless of the type of event - accidental, natural, or intentional
that the City can use in response to a crisis. HDR will identify components that are appropriate to
include in a single ERP document as weU as the emergency requirements developed in the
Vulnerability Assessment and the guidance developed by the EPA.
DeIiverahles:
HDR: Review Background Information
Confidentiality Agreements for ERP development team
City: Existing Operating Procedures
City organization chart and employee job descriptions
Emergency equipment inventory
List of City ERP development team members and contact information
Subtask 1.2 Emergency Response Procedures Development
Guidance by the EP A indicates the ERP should address the following incident specific events:
. Contamination Evcnt (Articulated Threat with Unspecified Material)
. Contamination Threat at a Major Event
. Notification from Health Officials of Potential Water Contamination
. Intrusion Through Supervisory Control and Data Acquisition
. Significant Structural Damage Resulting from an Intentional Act
In addition to the five events identified by the EPA, HDR will develop specific procedures for the
following scenarios:
. Facility Security Breach
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EXHIBIT A
. Assault
. Contamination or Bomb Event
. Bomb
. Explosion
. Significant Structural Damage Resulting from a Natural Disaster
. Injury or Fatality
. Major Snow StormIBlizzard
HDR will facilitate a workshop with City and utility representatives to discuss and develop the
following:
. Utility direction and control
. Duties and responsibilities by position during a crisis
. Crisis communication procedures
. Emergency mitigation opportunities
. Emergency training opportunities
. Responsc actions
. Recovery actions
Bascd on the results of this workshop, HDR will develop a draft ERP to identify and define
specific proccdures to be followed by City personnel during an cmcrgency event. HDR will
provide five (5) draft copies and one (1) electronic version of the emcrgency rcsponse plan for
City review. The draft copies will be provided with a tracking log to assist City staff as part of the
review process. City staff will collect all review copies with comments and return to I-IDR as
tracked changes.
Deliverables:
HDR: Lead Site Workshop
Five (5) copies of the draft ERP
One (1 ) electronic copy of the draft ERP
City: Conunents on the draft ERP
Coordination of Site Workshop
Subtask 1.3 Inter-Agency Coordination
HDR shall conduct a workshop with appropriate outside agencies to finalize their input to
appropriate ERP sections. This workshop will address specific events and specific needs
requiring outside agency input. The purpose of this workshop will be to develop appropriate lines
of communication and responsibilities betwecn organizations.
Based on the results of this workshop, HDR will add appropriatc additional information to the
Draft Emergency Response Procedures to idcntify and define specific points of contact, lines of
communication, and responsibilities between organizations to be followed by City personnel
during an emergency event. HDR will provide five (5) draft copies and one (1) electronic version
of the emergency response procedures for City review. The draft copies will be provided with a
tracking log to assist City staff as part of the review process. City staff will collect all review
copies with comments and return to HDR electronically as tracked changes.
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EXHIBIT A
Deliverables:
HDR: Lead Site Workshop
Five (5) copies of the draft ERP
One (1) electronic version of the draft ERP
City: Conunents on the draft ERP
Coordination of Site Workshop
Subtask 1.4 Development of Security Operation Procedures
It is expected that the reconunendations for improved security of the facility will include
modifications to the operations procedures for the various facilities of the water system.
HDR will provide an outline of the security operation procedures (Security SOPs) the City can
implement in their daily business practices to increase their security posture. The New
Procedures Outline will concentrate on actions the City can take in response to an elevated
National Thrcat Level, policy and procedure changes recommended in thc final vulnerability
report, and opcrational impacts or procedural controls required as a result of the implementation
of physical or electronic enhancements. These procedures cover such topics as issuc and use of
photo identification and access cards, procedures for deliveries, guard patrolling procedures, and
maintenance of exterior and perimeters. It is the intent that any incidents/emergencies to be dealt
with in the course of "normal" operating procedures will be covered by an appropriate scction of
the ERP. HDR will develop the Security SOPs and necessary "cross referencing" between the
SOPs and ERP.
HDR will provide five (5) draft copies and one (I) electronic version ofthe Security SOPs outline
for City review. City staff will collect all review copies with comments and return to HDR
electronically as tracked changcs.
HDR will participate in a review meeting with City staff to review their comments on the
recommended procedures outline. HDR will prepare meeting notes summarizing the final
disposition of the recommended procedures. The meeting notes will be provided to City staff for
review and approval. Upon review of the mceting notes, City will provide HDR final direction
via the hand written comments on the security procedures outline.
Deliverables:
HDR: Comments to City Security Operation Procedures
Review Mecting minutes
Five (5) copies of the Security Operations Outline
One (1) electronic version Security Opcrations Outline
City: Comments to Security Operation Procedures
Coordinate Review Meeting
Subtask 1.5 Draft Security Operational Procedures
After rcceiving and reviewing the final direction and approval of the Security SOP outline, the
City will provide a draft of the Security SOPs HDR for rcview.
The City will provide HDR one full hard copy of the draft Security SOPs and one electronic file
on CD in Microsoft@ Word 2000 format. HDR will be responsible for intcrnal distribution for
review and conunent. HDR staff will collect all review copies with comments and return to City
electronically as tracked changes.
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EXHIBIT A
Deliverables:
HDR: Conunents on the draft Security SOPs
City: Five (5) copies of the draft Security SOPs
One (1) electronic version of the draft Security SOPs
Subtask 1.6 Review Meeting
After receiving and reviewing City ERP comments and draft Security SOPs, HDR shall conduct a
review meeting. In the review meeting, HDR will summarize the final response to City
COlmnents and HDR's recommendations. HDR will prepare review meeting notes for City
approval.
DeIiverables:
HDR Review meeting notes
City: Coordinate review meeting
Meeting note approval
Subtask 1.7 }'inal Draft Emergency Response Plan and Security Operational Procedures
Based on the outcome of City reviews and direction received from the review meeting, HDR will
finalize the ERP and Security SOPs and submit Five (5) hard copies and one (1) electronic copy
of the final ERP to City. It will be the City's responsibility to develop the final Sccurity SOPs
language for adoption by the governing body.
Deliverables:
City: No specific deliverables for this task
HDR: Five (5) hard copics of ERP and Security SOPs
One (l) clectronic version of final ERP and Security SOPs
Task 2.0. Project Management
HDR will manage and control its professional services contract to provide efficient completion of
the project. Under this task, wc will prepare and implement a project management plan; provide
scopc, schedule, and cost control services; negotiatc and administer the contract; and initiate and
attend projcct coordination meetings. A progress report will be preparcd with cach monthly
invoice. The progress report will summarize the work progress to date, the budget expenditures
to date, and identify any information requircments or decisions that need to be made by the City
of Bozeman.
Subtask 2.1 Project Coordination Meetings
HDR will conduct periodic meetings with Bozeman staff to review project progress, schedule and
budget; idcntify information needs, and make decisions regarding any changes in the scope.
These meetings will be held in conjunction with other meetings and workshops identified in
spccific tasks where possible.
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EXHIBIT B
Engineering Services Budget Summary
!ASK Amount
1.1 Emergency Response Plan & Procedures Background $1,245.80
1.2 Emergency Response Procedures Development $2,265.80
1.3 Inter-Agency Coordination $1,966.00
1.4 Security Operations Procedures Development $1,595.80
1.5 Draft Security Operational Procedures $2,189.50
1.6 Review Meeting $2,295.80
1.7 Final Draft ERP & Security Operational Procedures $4,770.50
2 Project Management $3,658.55
Emergency Response Plan Total $19,987.75