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HomeMy WebLinkAboutProfessional Services Agreement with KETCH Consulting for Continuity of Operations Planning ServicesAGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES is made this 6th day of December, 2011, and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Broadway Avenue, Meridian, Idaho 83642, and KETCHConsultinp, inc, hereinafter referred to as "CONSULTANT", whose business address is 2432 Bernel Rd Suite 203, State College, PA 16803. INTRODUCTION Whereas, the City has a need for services involving Continuity of Operations Planning services; and WHEREAS, the Consultant is specially trained, experienced and competent to perform and has agreed to provide such services; NOW, THEREFORE, in consideration of the mutual promises, covenants, terms and conditions hereinafter contained, the parties agree as follows: TERMS AND CONDITIONS Scope of Services: 1.1 CONSULTANT shall perform and furnish to the City upon execution of this Agreement and receipt of the City's written notice to proceed, all services, and comply in all respects, as specified in the document titled "Scope of Services" a copy of which is attached hereto as Attachment "A" and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 1.2 All documents, drawings and written work product prepared or produced by the Consultant under this Agreement, including without limitation electronic data files, are the property of the Consultant; provided , however, the City shall have the right to reproduce, publish and use all such work, or any part thereof, in any manner and for any purposes whatsoever and to authorize others to do so. If any such work is copyrightable, the Consultant may copyright the same, except that, as to any work which is copyrighted by the Consultant, the City reserves aroyalty-free, non- COOP 2012 - page 1 of 19 exclusive, and irrevocable license to reproduce, publish and use such work, or any part thereof, and to authorize others to do so. 1.3 The Consultant shall provide services and work under this Agreement consistent with the requirements and standards established by applicable federal, state and city laws, ordinances, regulations and resolutions. The Consultant represents and warrants that it will perform it's work in accordance with generally accepted industry standards and practices for the profession or professions that are used in performance of this Agreement and that are in effect at the time of performance of this Agreement. Except for that representation and any representations made or contained in any proposal submitted by the Consultant and any reports or opinions prepared or issued as part of the work performed by the Consultant under this Agreement, Consultant makes no other warranties, either express or implied, as part of this Agreement. 1.4 Services and work provide by the consultant at the City's request under this Agreement will be performed in a timely manner in accordance with a Schedule of Work, which the parties hereto shall agree to. The Schedule of Work may be revised from time to time upon mutual written consent of the parties. 2. Consideration 2.1 The Consultant shall be directly compensated by Ada City-County Emergency Management (ACCEM) on a Lump Sum Not-To-Exceed basis, as provided in Attachment B "Payment Schedule" and the INTELOCAL AGREEMENT dated December 6, 2011 by and between ACCEM and City, both attached hereto and by reference made a part hereof. 2.2 The Consultant shall provide the City with a monthly statement , as services warrant, of fees earned and costs incurred for services provided during the billing period, which the City will pay within 30 days of receipt of a correct invoice and approval by the City. The City will not withhold any Federal or State income taxes or Social Security Tax from any payment made by City to Consultant under the terms and conditions of this Agreement. Payment of all taxes and other assessments on such sums is the sole responsibility of Consultant. 2.3 Except as expressly provided in this Agreement, Consultant shall not be entitled to no receive from the City any additional consideration, compensation, salary, wages, or other type of remuneration for services rendered under this Agreement., including ,but not limited to, meals, lodging, transportation, drawings, renderings or mockups. Specifically, Consultant shall not be entitled by virtue of this Agreement to consideration in the form COOP 2012 - page 2 of 19 of overtime, health insurance benefits, retirement benefits, paid holidays or other paid leaves of absence of any type or kind whatsoever. 3. Time of Performance: This agreement shall become effective upon execution by both parties, and shall expire upon completion of the agreed upon services, estimated to be June 30, 2012 or unless sooner terminated as provided below or unless some other method or time of termination is listed in Attachment A. 4. Independent Contractor: 4.1 In all matters pertaining to this agreement, CONSULTANT shall be acting as an independent contractor, and neither CONSULTANT nor any officer, employee or agent of CONSULTANT will be deemed an employee of CITY. Except as expressly provided in Attachment A, Consultant has no authority or responsibility to exercise any rights or power vested in the City. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 4.2 Consultant shall determine the method, details and means of performing the work and services to be provided by Consultant under this Agreement. Consultant shall be responsible to City only for the requirements and results specified in this Agreement and, except as expressly provided in this Agreement, shall not be subjected to City's control with respect to the physical action or activities of Consultant in fulfillment of this Agreement. 5. Indemnification and Insurance: CONSULTANT shall indemnify and save and hold harmless CITY from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses and other costs including litigation costs and attorney's fees, arising out of, resulting from, or in connection with the performance of this Agreement by the CONSULTANT, its servants, agents, officers, employees, guests, and business invitees, and not caused by or arising out of the tortuous conduct of CITY or its employees. CONSULTANT shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the CITY shall be named an additional insured in the minimum amounts as follow: General Liability One Million Dollars ($1,000,000) per incident or occurrence, Professional Liability / Professional errors and omissions One Million Dollars ($1,000,000) aggregate, Automobile Liability Insurance One COOP 2012 - page 3 of 19 Million Dollars ($1,000,000) per incident or occurrence and Workers' Compensation Insurance , in the statutory limits as required by law.. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, CONSULTANT covenants and agrees to indemnify and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or injury to persons or property and other costs, including litigation costs and attorneys' fees, arising out of, resulting from , or in connection with the performance of this Agreement by the Consultant or Consultant's officers, employs, agents, representatives or subcontractors and resulting in or attributable to personal injury, death, or damage or destruction to tangible or intangible property, including use of. CONSULTANT shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing CONSULTANT'S compliance with the requirements of this paragraph and file such proof of insurance with the CITY at least ten (10) days prior to the date Consultant begins performance of it's obligations under this Agreement. In the event the insurance minimums are changed, CONSULTANT shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City Purchasing Agent with a copy to Meridian City Accounting, 33 East Broadway Avenue, Meridian, Idaho 83642. 6. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian Purchasing Manager 33 E. Broadway Avenue Meridian, Idaho 83642 KETCHConsulting, Inc. Attn: Ted Brown. President 2432 Bernel Rd.. Suite 203 State College. PA 16803 Ph. (484) 919-2966 tedbrownCc~ketchconsulting.com Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. COOP 2012 - page 4 of 19 7. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 8. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 9. Assignment: It is expressly agreed and understood by the parties hereto, that CONSULTANT shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 10. Discrimination Prohibited: In performing the Services required herein, CONSULTANT shall not unlawfully discriminate in violation of any federal, state or local law, rule or regulation against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 11. Reports and Information: 11.1 At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 11.2 Consultant shall maintain all writings, documents, and records prepared or compiled in connection with the performance of this Agreement for a minimum of four (4) years from the termination or completion of this or Agreement. This includes any handwriting, typewriting, printing, photo static, photographic and every other means of recording upon any tangible thing, any form of communication or representation including letters, words, pictures, sounds or symbols or any combination thereof. 12. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to the CITY for examination all of CONSULTANT'S records with respect to all matters covered by this Agreement. CONSULTANT shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of COOP 2012 - page 5 of 19 personnel, conditions of employment and other data relating to all matters covered by this Agreement. 13. Publication, Reproduction and Use of Material: No material produced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 14. Compliance with Laws: In performing the scope of services required hereunder, CONSULTANT shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 15. Changes: The CITY may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of CONSULTANT'S compensation, which are mutually agreed upon by and between the CITY and CONSULTANT, shall be incorporated in written amendments to this Agreement. 16. Termination: If, through any cause, CONSULTANT, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the right to terminate this Agreement by giving written notice to CONSULTANT of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. CONSULTANT may terminate this agreement at any time by giving at least sixty (60) days notice to CITY. In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by CONSULTANT under this Agreement shall, at the option of the CITY, become its property, and CONSULTANT shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, CONSULTANT shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by CONSULTANT, and the CITY may withhold any payments to CONSULTANT for the purposes of set-off until such time as the exact amount of damages due the CITY from CONSULTANT is determined. This COOP 2012 - page 6 of 19 rovisionshallsurvivethetermination ofthisagreementand shallnotrelieve p CONSULTANT of its liabilityto the CITYfordamages. 17. Construction and Severability: If any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 18. Advice of Attorney: Each party warrants and represents that in executing this Agreement. It has received independent legal advice from it's attorney's or the opportunity to seek such advice. 19. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 20. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 21. Approval Required: This Agreementshall not become effective or binding until approved by the City of Meridian. CITY OF MERIDIAN BY: ~~ TAMMY EERD, MAYOR Approved by City Council: N1A KETCHConsulting BY: Ted Brown, President & CEO COOP 2012 - page 7 of 19 Purchasing pproved BY: KEITH ATTS, PUR ASING MANAGER Dated: ~ ~ ~ Departmen - pro r BY: NAME: Mar iemeyer TITLE: Fire Chief Dated: Approved as to Form CITY ATTORNEY COOP 2012 - page 8 of 19 Attachment A SCOPE OF SERVICES A.1. Risk Analysis KETCHConsulting will utilize the existing work product from the Ada County Hazard Mitigation Planning effort, coordinated by the Ada City-County Emergency Management (ACCEM) team. That work, along with the Risk Analysis performed by KETCHConsulting for Ada County will be the starting point for this effort. KETCHConsulting will add risk probability from a proprietary list of over 100 hazards that focus on disruptions to the workplace and could disrupt the ability of The City of Meridian departments to provide Continuity of Operations of essential processes and services. These threats will be evaluated to determine their impact on the City of Meridian's facilities and infrastructure, and the resulting impact on: • Staff and visitors • Operations of essential functions • Physical and intellectual property • Any negative impact to the City of Meridian's reputation or mission The threats considered will include, but not be limited to: • Flood, Fire, Cyber attack, Utility outage, Disease, Sabotage, Equipment failure, Labor dispute, Earthquake, Terrorism, Severe Weather • KETCHConsulting will use its proprietary list of over 100 possible threats, analyze statistically and make a determination of the odds of any of these occurring. The risk analysis process quantifies threats, vulnerabilities, and risks. • Threats are any natural or human caused event that can harm the City of Meridian's staff, mission, and assets. Some threats are not likely to occur, while others are quite probable. • Mitigation steps the City of Meridian can undertake to reduce the impact of each vulnerability are cataloged into a risk matrix. COOP 2012 - page 9 of 19 • To help the City of Meridian determine the cost benefits of mitigating each vulnerability, they are prioritized as Very High, High, Moderate, Low and Very Low. Risk Analysis focuses on the impact a threat has on the City of Meridian's staff, mission, and assets. This evaluation incorporates the quantification of the threat along with the impact to the City of Meridian's Mission Essential Functions (MEF)/Primary Mission Essential Functions (PMEF) and the quantification of what that impact would be to the City of Meridian. This phase involves following a structured process for understanding the problem facing the individual agencies and departments. Simply, this process provides this understanding by answering the following three questions: (1) what can go wrong, (2) what is the likelihood that the undesired event might occur; and (3) what would be the impact should it occur? Factors such as the likelihood of the threat manifesting itself into an actual event are quantified and computed by KETCHConsulting's model's algorithms to create an objective score. That score is then compared with other threat scores in its category as well as all threat scores to determine the threat's priority. Using this final summary of threat analysis as described above, and the output of the BIA detailed in the following section, KETCHConsulting will create a written document that lists and ranks the impact to the essential functions caused by the threats faced by the client. A.1.1. Deliverables and Benefits the City of Meridian will realize • An official ranking of the threat and impacts resulting in a document that serves as the foundation for developing the basis for specific COOP, crisis management and disaster recovery plans • KETCHConsulting will provide a list of "Top Ten Risk Findings" summarizing the most likely high impact risks to The City of Meridian Department's Continuity of Operations, of Mission Essential Functions, as defined by the BIA. • Education of Elected Officials, and Department Heads through a review of the findings and conclusions. A.2. BIA and STRATEGY A.2.1. BIA KETCHConsulting will perform a Business Impact Analysis (BIA). KETCHConsulting's approach involves surveys and data gathering with the participants, but more importantly, a review and update of the survey data in a workshop environment. The workshops allow COOP 2012 - page 10 of 19 multiple departments to share and discuss their Essential Functions and interdependencies thus vetting the data. This process supports the identification of Mission Essential Functions (MEF)/Primary Mission Essential Functions (PMEF), the recovery time objectives (RTO), and the minimum resources required to support those functions. The BIA Kickoff and surveys will follow the department structure of the City of Meridian; however it is important to recognize the goal of the BIA is to identify the Mission Essential Functions of each department and the COOP requirements to support those functions. The result of the BIA may indicate more COOP plans and/or teams than departments. KETCHConsulting's initial assumptions are that the initial list of 18 departments will result in 20 COOP plans (Breakout of COOP plans is shown in the assumptions (section F.1) of this proposal). However this assumption and the reasoning behind the assumption will be verified or adjusted during the BIA project. This phase of the project will involve performing the following tasks: • With the Meridian project manager, identify stake holders of each department within the Meridian organizational structure that would exhibit any potential sensitivity to service outage, to participate in the BIA • Conduct an initial planning meeting and prepare project plan • With the Meridian project manager, develop the workshop survey • Conduct a Kickoff Meeting to educate the participants and distribute the survey • Analyze the returned surveys and prepare workshop material • Facilitate five workshops with multiple departments/service functions • Conduct follow-up interviews to verify the findings if required • Using the workshop data, apply objective metrics to measure the criticality of each departments/service function • Classify each function within the participating areas as Essential or Non- Essential • Identify existing COOP plans in each area and evaluate those plans for the functions classified as essential • Prepare and execute a final BIA Report and Presentation for the Project Sponsor, Project Manager, Elected Officials and Department Heads A.2.1.1. Deliverables and Benefits the City of Meridian will realize A Microsoft Word document entitled "City of Meridian Impact Analysis". COOP 2012 - page 11 of 19 • An accurate classification of the Mission Essential Functions of The City of Meridian • The workshop and vetting of the data by peer groups "Breaks the Ties" based on The City of Meridian's needs. • A valid assessment of the COOP plans for the business/service functions currently in place to restore or protect those Mission Essential Functions • Recovery Time Objectives (RTOs) of those Mission Essential Functions • Requirements for delegation of authority and orders of succession • Dependencies those essential functions have on technology and on other functions • Minimum human capital resources required for the recovery of the identified essential functions • Minimum facility and physical resources required for recovery • Education on the BIA findings, Mission Essential Functions and recovery requirements to the Project Sponsor, Project Manager, Elected Officials, Department Heads, and participants A.2.2. Strategy Development KETCHConsultingtyill use the results of the Risk Analysis and Business Impact Analysis and assist the city in developing COOP recovery strategies. These will be designed to enable recovery of the Mission Essential Functions within the Recovery Time Objectives identified by the BIA and recovery of the data and work in process meeting the Recovery Point Objectives (RPO) required to meet the needs of the city. KETCHConsulting will work with the project manager to create an overall continuity strategy that is agreed upon by the Elected Officials and Department Heads prior to the development of the detailed continuity plan. This strategy will establish apolicy-level framework to guide decisions made later during detailed planning for continuity implementation. The solution design will include considerations such as, but not be limited to: • Command structure • Communications plan • Assembly plan COOP 2012 - page 12 of 19 • Location of alternate work sites • Research practical recovery methods • Meet with Department Process Owners • Identify Alternative Recovery Procedures • Identify Alternative Recovery Locations • Determine Alternative Recovery impacts • Review current Teleworking capabilities within the Department • Review the unique Personnel issues within the Department and the identified continuity alternatives • Research Alternative Processes and RTOs • Develop Department Recovery Strategy Report • Present Recovery Strategies to Project Sponsor, Project Manager, Elected Officials, Department Heads, and participants A.2.2.1. Deliverables and Benefits the City of Meridian will realize The Strategy Development deliverable will be a specific implementation plan with estimated budget. This will provide The City of Meridian with an example of a comprehensive Continuity of Operations Plan that could be used to ensure Continuity of Operations of the City's essential functions. Elected Officials and Department Heads will increase their knowledge as a result of the review of strategies. A.2.3. Identify and Organize COOP Teams and key partners Using the results of the Business Impact Analysis, KETCHConsulting will assist in the identification and organization of individual department COOP teams and the key partners that each team must align with, to ensure successful execution of the completed COOP plans. KETCHConsulting will work with the City staff to select Departments with identified COOP Planning requirements, and facilitate an interactive workshop approach to assist representatives from each Department to identify team members required to continue the execution of their essential functions, and to identify key partners to meet their external dependencies. A.2.3.1. Deliverables and Benefits the City of Meridian will realize This will provide The City of Meridian with COOP Teams and key partners identified and structured to support each COOP plan, and the external dependencies that must be identified and committed to ensure the successful execution of each COOP plan. As a result, the team members and key partners will be educated and prepared to execute COOP 2012 - page 13 of 19 Tabletop Exercises, and therefore dramatically increase the odds of success, should an actual event occur. An additional benefit to the Elected Officials and Department Heads will be their awareness of the same information disseminated in the education to the team members and Key partners. A.3. Tabletop Exercises No matter how much money and time are spent on Analyses and Plan Development, untested plans are of little value. And the industry's "Best Practices" for testing both newly developed plans and plans that have been around for awhile, are Tabletop Exercises. They are the simplest, lowest risk, and most efficient way to test any kind of Continuity plan. KETCHConsulting's approach to executing Tabletops is recognized as industry leading "Best of Breed." That's why CPM has requested KETCHConsulting, specifically Morris Davis and Ted Brown to teach Tabletop classes at CPM conferences. The KETCHConsulting Tabletop approach has the following Objective and Scope: • Discuss communication paths and capabilities • Verify the essential functions and dependencies are identified • Identify how each essential functions will continue • Verify team members understand their roles and tasks • Document Gaps and Shortfalls; But DON'T FIX • Match expectations to human behavior The Format for a KETCHConsulting Tabletop: • "Control Messages" about the situation are presented • The team will review the actions triggered by the COOP • Are the responses appropriate? • Is that what people will actually do? • Do the responders have the capability and authority? • There are no wrong answers • If we need to terminate a discussion, we will document the open issue on the "Parking Lot" • We will document our recovery time line during this exercise and compare it against our continuity objectives • Open issues, gaps and shortfalls will be captured for the After-Action report COOP 2012 - page 14 of 19 To develop, support and execute the Tabletop Exercise, KETCHConsultingtyill: • Develop a Scenario for the Tabletop Exercise • Develop a script for the Tabletop Exercise • Develop a Tabletop Exercise PowerPoint Presentation • Facilitate the Tabletop Exercise • Facilitate Post Tabletop Review with Team Leaders • Document Post Tabletop Review Following the exercise, KETCHConsulting will document a Tabletop "After Action" report summarizing the modifications and improvements identified in the Post Tabletop Review, as well as from KETCHConsulting's findings and observations. The After Action Report will be written following the Homeland Security Exercise and Evaluation Program (HSEEP) guidelines and will address issues such as: • Are critical communications maintained? • Are critical applications supporting business processes identified? • Are essential functions and resources supporting those processes identified and recovered? • Are critical dependencies identified and supported? • Are critical employees identified and does the COOP provide adequate facilities (alternate facilities if required) and support? • Does the COOP, as tested, provide Continuity of Operations, meeting the Recovery Time Objective? The After Action Report includes all of the identified open issues and also ensures a single person is assigned responsibility to resolve that issue, and an agreed to target date is set for that resolution. A.3.1. Deliverables and Benefits the City of Meridian will realize • A Tabletop Exercise that meets the immediate requirements of Test, Training and Exercise (TT&E) schedule and responsibility for The City of Meridian, and establishes the groundwork and schedule for future TT&E requirements. COOP 2012 - page 15 of 19 • State of the Industry recovery exercise planning, scenario descriptions, documentation, preparation and follow-up reports from the Exercise • Documents and reports from KETCHConsulting including recommendations, project plan, workshop materials, exercise scenario, Tabletop exercise scripts, Tabletop After Action Report with open issues and exercise action items • An additional benefit to the Elected Officials and Department Heads will be their awareness of the quality of the department COOPs and the process of Test, Training and Exercise (TT&E) as a result of this project A.4. Assist the City of Meridian in facilitating a meeting with Elected Officials and Department Heads As noted throughout most of the previously defined projects, Elected Official, and Department Head Education is a logical result of well executed kick-off meetings, workshops, and final report reviews. In addition, KETCHConsulting will assist The City of Meridian in facilitating a meeting with all Meridian Elected Official and Department Heads to educate them on the importance of COOP and gain necessary support to enable a successful viable COOP Plan. KETCHConsulting will also work with the City of Meridian staff to identify critical positions, communication and facility requirements to support Continuity of Operations of the Essential Functions of the City of Meridian and gain their commitment to filling those positions and providing the communication and facility requirements. A.4.1. Deliverables and Benefits the City of Meridian will realize This will yield educated Elected Officials and Department Heads with resulting COOP "Buy- in" at all levels. This is a specialty of Ted Brown's. This will also provide The City of Meridian with an agreed to and fully supported framework of Continuity of Operations Planning that crosses department and agency boundaries. This effort to identify and make all stakeholders aware of the plans for Continuity of Operations will prevent any single department from the need to recover their Essential Functions alone, but instead will provide each department the support of a City-wide Continuity Plan as a subset of the City's Disaster Recovery Plans. COOP 2012 - page 16 of 19 B. Project Management Approach KETCHConsulting will provide a single project manager throughout the engagement. Morris Davis, the KETCHConsulting National Practice Leader will lead the project, and will fill the role of the project manager. KETCHConsulting has performed the initial planning for this project under the assumption and commitment that both KETCHConsulting and The City of Meridian will be prepared to commence this project by November 1, 2011 and complete prior to the end of June, 2012. KETCHConsulting will be available at Meridian's convenience to conduct some of the preplanning, data gathering and project planning, via phone or Email, if required, during July. KETCHConsulting uses a traditional phased approach to identify the sequence of steps to be completed and monitors or adjusts the project throughout all phases to ensure consistency and completeness. • Project initiation stage O KETCHConsulting will meet with the Meridian project manager and ensure there is complete understanding of the objectives with agreement on deliverables and timelines. Project planning o KETCHConsulting will conduct a planning session with all participants to ensure understanding and agreement with roles and responsibilities and ensure all resources are identified and available. • Project execution or production stage o The Subject Matter Expert (SME) for each phase will then execute the project using their expertise and methodology as planned. The project manager will monitor, report status and ensure all required resources are being made available. • Project monitoring and controlling systems o During the project the KETCHConsulting project manager will monitor each project and document status reports at a frequency as agreed to during the project initiation stage. The status will contain: o Accomplishments to Date o Scheduled and Planned Activity COOP 2012 - page 17 of 19 o Concerns, Open items, Action Items o Schedule • Project completion stage o At or before completion, KETCHConsulting will review progress and the deliverable with the City of Meridian Project Manager to ensure concurrence and acceptance. o KETCHConsulting will prepare a Summary Report summarizing the scope, approach, findings and recommendations and present to the City of Meridian Project Sponsor, Project Manager, Elected Officials and Department Heads B.1. City of Meridian Resources Required Synergy hours for COOP Departments = ~ ~ oi.,..~ - Resources by title or mission and (quantity) RA BIA COOP Tabletops Hours per individual Tota Hours by Resource Project Manager (1) 9 21 12 9 51 51 IT BCP/DR Interface (1) 16 8 16 40 40 Dept. Managers 34 34 68 8 136 Dept. BCP Representatives 102 204 85 23 391 Emergency Management (1) 1 2 3 Risk Manger (1) 10 1 11 11 Facility Manger (1) 12 12 12 Security Manager (1) 1 1 1 Legal (1) 1 1 1 Management Team (?) 2 1 1 1 5 5 Executive Sponsor 1 1 1 1 4 4 Total hours by project 35 178 262 180 655 This is a planning estimate based upon KETCHConsulting's experience. The actual hours required of the participants may vary. COOP 2012 - page 18 of 19 Attachment B PAYMENT SCHEDULE A. Total and complete compensation for this Agreement shall not exceed $67,187.00 including travel expenses. Fees will be billed monthly as services are performed. TASK DESCRIPTION AMOUNT A. Total and complete compensation for all tasks listed above. $67,187.00 TOTAL $67,187.00 Travel expenses (if included in the Scope of Services) will be paid at no more than the City of Meridian's Travel and Expense Reimbursement Policy and only with copies of detailed receipts. COOP 2012 - page 19 of 19