HomeMy WebLinkAboutCommunity Wildfire Protection Plan JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Mark McCauley, County Administrator
FROM: Chris Goy, Central Services Director
DATE: April 10, 2023
RE: Professional Services Agreement: SWCA Environmental
Consultants, re: Community Wildfire Protection Plan
STATEMENT OF ISSUE: Jefferson County remains one of the few counties in the State of
Washington without a Community Wildfire Protection Plan (CWPP). With risk to wildfire
increasing throughout the Pacific Northwest, it is more important than ever for government
officials, community stakeholders, and residents of Jefferson County to have knowledge of and
access to a robust,data-driven, and easy-to-understand Community Wildfire Protection Plan for
the purposes of prevention and risk mitigation wherever possible.
ANALYSIS: According to the Washington State Department of Ecology, "the number of large
fires has doubled between 1984 and 2015 in the western United States. These hotter and drier
conditions also set the stage for more human-ignited wildfires. For much of the west,projections
show that an average annual one-degree Celsius rise in temperature may increase the area burned
in a typical year by as much as 600 percent."By developing a Community Wildfire Protection
Plan in partnership with key stakeholders from across the county and in building upon feedback
provided through robust community engagement,Jefferson County aims to use a CWPP to lessen
the likelihood of future wildfires and increase the likelihood our communities will respond
effectively to those that do occur.
A multi-stage RFP process was employed to identify a qualified consulting firm to conduct this
work. SWCA Environmental Consultants was one of two applicants and was clearly the most
qualified firm as validated by our RFP evaluation team.
FISCAL IMPACT: One hundred sixty-seven thousand four hundred eighty-one dollars and zero
cents ($167,481.00)using Title III funding in Fund 147.
RECOMMENDATION: Approval of the attached contract.
REVIEWED BY:
Mark McCa , County Administrator Date
CONTRACT REVIEW FORM clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: SWCA Environmental Consultants Contract No: T-j C4 i? 1 23
ti Contract For: Community Wildfire Protection Plan Term: April 18, 2023 through completion
COUNTY DEPARTMENT: Board of County Commissioners/Central Services Department
Contact Person: Mark McCauley,county Administrator/Chris Goy,Central Services Director
Contact Phone: 360-385-9362
Contact email: mmcCauley@co.jefferson.wa.us / cgoy@co.jefferson.wa.us
AMOUNT: $167,481 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: No Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund # 143(Federal Forest Title III) RFP or RFQ
Munis Org/Obj Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C7=�t
C 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: a N/A:❑ U �3
Sign ure Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEB RRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: ❑ N/A: 0 3 3U 2
S' natur6j Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 4/3/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 4/4/2023.
County standard PSA terms.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
PROFESSIONAL SERVICES AGREEMENT WITH
THIS PROFESSIONAL SERVICES AGREEMENT (Agreement) is entered into by and between
Jefferson County(County)and SWCA Environmental Consultants(Consultant), upon the following
terms and conditions.
1. Project Designation. The Consultant is retained by the County to assist the County with
Economic Development.
2. Scope of Services. Consultant agrees to perform the services identified on Exhibit"A"
attached hereto including the provision of all labor.
3. Time for Performance. This Agreement shall commence April 18, 2023 and continue
until work is done. Work performed consistent with this Agreement during its term,put
prior to the adoption of this Agreement, is hereby ratified. The Consultant shall perform
all services pursuant to this Agreement as outlined on Exhibit"A". Time is of the
essence in the performance of this Agreement.
4. Payment. The Consultant shall be paid by Jefferson County for completed work and for
services rendered under this Agreement as follows:
a. Payment for the work provided by Consultant shall be made as provided on
Exhibit"A"attached hereto, provided that the total amount of payment to
Consultant shall not exceed$167,481, in accordance with Section B. of Exhibit A,
without express written modification of the Agreement signed by each Party.
b. Invoices must be submitted by the 15'h of the month for the previous month's
expenses. Such invoices will be checked by the County, and upon approval
thereof,payment will be made within 30 days to the Consultant in the amount
approved. Failure to submit timely invoices and reports pursuant to Exhibit B of
the Agreement may result in a denial of reimbursement. Invoices not submitted
within 60 days may be denied.
C. Final payment of any balance due the Consultant of the total contract price earned
will be made promptly once the County verifies completion of the work and
submittal of reports under this Agreement and acceptance by the County.
d. Consultant shall provide invoices and necessary backup documentation for all
services including timesheets and statements (specifying the services provided).
Any indirect charges require the submittal of an indirect cost methodology and
rate using 2 C.F.R. Part 255 and 2 C.F.R. Part 230.
e. The Consultant's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the County and state for a period of
six(6)years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All non-confidential or de-identified documents,
drawings, specifications, and other materials produced by the Consultant in connection
1
with the services rendered under this Agreement shall be the property of the County
whether the project for which they are made is executed or not. The Consultant shall be
permitted to retain copies, including reproducible copies, of drawings and specifications
for information,reference and use in connection with Consultant's endeavors.
Consultant shall not be held liable for reuse of documents or modifications thereof,
including electronic data, by the County or its representatives for any purpose other than
the intent of this Agreement.
6. Compliance with laws. Consultant shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
Agreement.
7. Audit. Upon request, Consultant will submit their most recent financial information.
a. Upon request the County shall have the option of performing an onsite review of
all records, statements, and documentation.
b. If the County finds indications of potential non-compliance during the monitoring
process, the County shall notify Consultant within ten(10)days. The County and
Consultant shall meet to discuss areas of contention in an attempt to resolve
issues.
8. Indemnification. The Consultant shall defend, indemnify and hold the County, its
officers,officials, employees, agents and volunteers (and their marital communities)
harmless from any claims, injuries, damages, losses or suits, including attorney's fees,
arising out of or resulting from the acts, errors or omissions of the Consultant in
performance of this Agreement, except for injuries and damages caused by the sole
negligence of the County. Should a court of competent jurisdiction determine this
Agreement is subject to RCW 4.24.115 if liability for damages occurs arising out of
bodily injury to persons or damages to property caused by or resulting from the
concurrent negligence of the Consultant and the County, its officers, officials, employees,
agents and volunteers (and their marital communities)the Consultant's liability,
including the duty and cost to defend, shall be only for the Consultant's negligence. It is
further specifically understood that the indemnification provided constitutes the
Consultant's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the
purposes of this indemnification. This waiver has been mutually negotiated by the parties.
This section shall survive the expiration or termination of this Agreement.
9. Insurance. Prior to commencing work, the Consultant shall obtain at its own cost and
expense the following insurance coverage specified below and shall keep such coverage
in force during the terms of the Agreement.
a. Commercial Automobile Liability Insurance providing bodily injury and property
damage liability coverage for all owned and non-owned vehicles assigned to or
used in the performance of the work for a combined single limit of not less than
$500,000 each occurrence with the County named as an additional insured in
2
connection with the Consultant's performance of this Agreement. This insurance
shall indicate on the certificate of insurance the following coverage: (a) Owned
automobiles; (b) Hired automobiles; and, (3)Non-owned automobiles.
b. Commercial General Liability Insurance in an amount not less than a single limit
of one million dollars ($1,000,000)per occurrence and an aggregate of not less
than two (2)times the occurrence amount($2,000,000.00 minimum) for bodily
injury, including death and property damage, unless a greater amount is specified
in the contract specifications. The insurance coverage shall contain no limitations
on the scope of the protection provided and include the following minimum
coverage:
i. Broad Form Property Damage, with no employee exclusion;
ii. Personal Injury Liability, including extended bodily injury;
iii. Broad Form Contractual/Commercial Liability—including coverage for
products and completed operations;
iv. Premises—Operations Liability(M&C);
v. Independent Consultants and subcontractors;
vi. Blanket Contractual Liability.
c. The County shall be named as an"additional named insured"under all insurance
policies required by this Agreement, except Professional Liability Insurance when
not allowed by the insurer.
d. Such insurance coverage shall be evidenced by one of the following methods: (a)
Certificate of Insurance; or, (b) Self-insurance through an irrevocable Letter of
Credit from a qualified financial institution.
e. The Consultant shall furnish the County with properly executed certificates of
insurance that, at a minimum, shall include: (a) The limits of overage; (b)The
project name to which it applies; (c) The certificate holder as Jefferson County,
Washington and their elected officials, officers, and employees; and, (d)A
statement that the insurance policy shall not be canceled or allowed to expire
except on thirty (30) days prior written notice to the County. If the proof of
insurance or certificate indicating the County are "additional insureds"to a policy
obtained by the Consultant refers to an endorsement(by number or name) but
does not provide the full text of that endorsement,then it shall be the obligation of
the Consultant to obtain the full text of that endorsement and forward that full text
to the County. Certificates of coverage as required by this section shall be
delivered to the County within fifteen(15) days of execution of this Agreement.
f. Failure of the Consultant to take out or maintain any required insurance shall not
relieve the Consultant from any liability under the Agreement,nor shall the
3
insurance requirements be construed to conflict with or otherwise limit the
obligations concerning indemnification of the County.
g. The Consultant's insurers shall have no right of recovery or subrogation against
the County (including its employees and other agents and agencies), it being the
intention of the parties that the insurance policies, with the exception of
Professional Liability Insurance, so affected shall protect both parties and be
primary coverage for all losses covered by the above described insurance.
h. Insurance companies issuing the policy or policies shall have no recourse against
the County(including its employees and other agents and agencies) for payment
of any premiums or for assessments under any form of policy.
i. All deductibles in the above described insurance policies shall be assumed by and
be at the sole risk of the Consultant.
j. Any deductibles or self-insured retention shall be declared to and approved by the
County prior to the approval of this Agreement by the County. At the option of
the County,the insurer shall reduce or eliminate deductibles or self-insured
retention, or the Consultant shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
k. Insurance companies issuing the Consultant's insurance policy or policies shall
have no recourse against the County(including its employees and other agents
and agencies) for payment of any premiums or for assessments under any form of
insurance policy.
1. Any judgments for which the County may be liable, in excess of insured amounts
required by this Agreement, or any portion thereof,may be withheld from
payment due, or to become due,to the Consultant until the Consultant shall
furnish additional security covering such judgment as may be determined by the
County.
m. Any coverage for third party liability claims provided to the County by a"Risk
Pool"created pursuant to Ch. 48.62 RCW shall be non-contributory with respect
to any policy of insurance the Consultant must provide in order to comply with
this Agreement.
n. The County may, upon the Consultant's failure to comply with all provisions of
this Agreement relating to insurance, withhold payment or compensation that
would otherwise be due to the Consultant.
o. The Consultant's liability insurance provisions shall be primary and
noncontributory with respect to any insurance or self-insurance programs
covering the County, its elected and appointed officers,officials, employees,and
agents.
4
p. Any failure to comply with reporting provisions of the insurance policies shall not
affect coverage provided to the County, its officers, officials, employees, or
agents.
q. The Consultant's insurance shall apply separately to each insured against whom
claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
r. The Consultant shall include all subcontractors as insured under its insurance
policies or shall furnish separate certificates and endorsements for each
subcontractor. All insurance provisions for subcontractors shall be subject to all
the requirements stated herein.
s. The insurance limits mandated for any insurance coverage required by this
Agreement are not intended to be an indication of exposure nor are they
limitations on indemnification.
t. The Consultant shall maintain all required insurance policies in force from the
time services commence until services are completed. Certificates, insurance
policies, and endorsements expiring before completion of services shall be
promptly replaced. All the insurance policies required by this Agreement shall
provide that thirty(30) days prior to cancellation, suspension, reduction or
material change in the policy,notice of same shall be given to the County.
u. The Consultant shall place insurance with insurers licensed to do business in the
State of Washington and having A.M. Best Company ratings of no less than A-,
with the exception that excess and umbrella coverage used to meet the
requirements for limits of liability or gaps in coverage need not be placed with
insurers or re-insurers licensed in the State of Washington.
v. The County reserve the right to request additional insurance on an individual basis
for extra hazardous contracts and specific service agreements.
• 10. Worker's Compensation(Industrial Insurance).
a. If and only if the Consultant employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor,
partners, owners or shareholders of the Consultant, the Consultant shall maintain
workers' compensation insurance at its own expense, as required by Title 51
RCW, for the term of this Agreement and shall provide evidence of coverage to
the County, upon request.
b. Worker's compensation insurance covering all employees with limits meeting all
applicable state and federal laws. This coverage shall include Employer's
Liability with limits meeting all applicable state and federal laws.
c. This coverage shall extend to any subcontractor that does not have their own
worker's compensation and employer's liability insurance.
5
d. The Consultant expressly waives by mutual negotiation all immunity and
limitations on liability,with respect to the County, under any industrial insurance
act, disability benefit act, or other employee benefit act of any jurisdiction which
would otherwise be applicable in the case of such claim.
e. If the County incurs any costs to enforce the provisions of this subsection, all cost
and fees shall be recoverable from the Consultant.
11. Independent Consultant. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this Agreement.
The Consultant specifically has the right to direct and control Consultant's own activities,
and the activities of its subcontractors, employees, agents, and representatives, in
providing the agreed services in accordance with the specifications set out in this
Agreement. Nothing in this Agreement shall be considered to create the relationship of
employer and employee between the parties. Neither Consultant nor any employee of
Consultant shall be entitled to any benefits accorded County employees by virtue of the
services provided under this Agreement, including, but not limited to: retirement,
vacation pay; holiday pay; sick leave pay; medical, dental, or other insurance benefits;
fringe benefits; or any other rights or privileges afforded to County employees. The
County shall not be responsible for withholding or otherwise deducting federal income
tax or social security or for contributing to the state industrial insurance program,
otherwise assuming the duties of an employer with respect to Consultant, or any
employee of Consultant.
12. Subcontracting Requirements.
a. The Consultant is responsible for meeting all terms and conditions of this
Agreement including standards of service, quality of materials and workmanship,
costs, and schedules. Failure of a subcontractor to perform is no defense to a
breach of this Agreement. The Consultant assumes responsibility for and all
liability for the actions and quality of services performed by any subcontractor.
b. Every subcontractor must agree in writing to follow every term of this
Agreement. The Consultant must provide every subcontractor's written
agreement to follow every term of this Agreement before the subcontractor can
perform any services under this Agreement. The County must approve any
proposed subcontractors in writing.
c. Any dispute arising between the Consultant and any subcontractors or between
subcontractors must be resolved without involvement of any kind on the part of
the County and without detrimental impact on the Consultant's performance
required by this Agreement.
13. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bona fide employee working solely for the
Consultant,to solicit or secure this Agreement, and that he has not paid or agreed to pay
any company or person, other than a bona fide employee working solely for the
Consultant, any fee, commission, percentage,brokerage fee, gifts, or any other
6
consideration contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty,the County shall have the right to annul this
Agreement 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.
14. Discrimination Prohibited. The Consultant,with regard to the work performed by it
under this Agreement, will not discriminate on the grounds of race, color,national origin,
religion, creed, age, gender, sexual orientation, material status, sex, or the presence of any
physical or sensory handicap in the selection and retention of employees or procurement
of materials or supplies.
15. No Assi ent. The Consultant shall not sublet or assign any of the services covered by
this Agreement without the express written consent of the County. Assignment does not
include printing or other customary reimbursable expenses that may be provided in an
agreement.
16.Non-Waiver. Waiver by the County of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
17. Termination.
a. The County reserves the right to terminate this Agreement at any time without
cause by giving ten(10) days written notice to the Consultant. Consultant may
terminate this Agreement at any time without cause by giving (10)days written
notice to the County.
b. The County shall give the Consultant written notice and a reasonable opportunity
to cure before this Agreement is terminated for cause.
c. In the event of the death of a member, partner, or officer of the Consultant, or any
of its supervisory personnel assigned to the project,the surviving members of the
Consultant hereby agree to complete the work under the terms of this Agreement,
if requested to do so by the County. This section shall not be a bar to
renegotiations of this Agreement between surviving members of the Consultant
and the County, if the County so chooses.
d. The County reserves the right to terminate this contract in whole or in part, with
10 days' notice, in the event that expected or actual funding from any funding
source is withdrawn, reduced, or limited in any way after the effective date of this
agreement. In the event of termination under this clause, the County shall be
liable for only payment for services rendered prior to the effective date of
termination.
18.Notices. All notices or other communications which any party desires or is required to
give shall be given in writing and shall be deemed to have been given if hand-delivered,
sent by facsimile, email, or mailed by depositing in the United States mall,prepaid to the
party at the address listed below or such other address as a party may designate in writing
from time to time. Notices to the Parties shall be sent to the following addresses:
7
Jefferson County Risk Manager
P.O. Box 1220
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
Name: SWCA Environmental Consultants
Address: 1800 NW Upshur St, Ste. 100, Portland, OR 97209
19. Integrated Agreement. This Agreement together with attachments or addenda represents
the entire and integrated Agreement between the County and the Consultant and
supersedes all prior negotiations,representations, or agreements written or oral. No
representation or promise not expressly contained in this Agreement has been made. This
Agreement supersedes all prior or simultaneous representations, discussions,
negotiations, and agreements, whether written or oral, by the County within the scope of
this Agreement. The Consultant ratifies and adopts all statements, representations,
warranties, covenants, and agreements contained in its proposal, and the supporting
material submitted by the Consultant, accepts this Agreement and agrees to all of the
terms and conditions of this Agreement.
20. Modification of this Agreement. This Agreement may be amended only by written
instrument signed by both County and Consultant.
21. Disputes. The Parties agree to use their best efforts to prevent and resolve disputes
before they escalate into claims or legal actions. Any disputed issue not resolved
pursuant to the terms of this Agreement shall be submitted in writing within 10 days to
the County representative listed in Section 18., whose joint decision in the matter shall be
final,but shall be subject to judicial review. If either party deems it necessary to institute
legal action or proceeding to enforce any right or obligation under this Agreement, each
party in such action shall bear the cost of its own attorney's fees and court costs. Any
legal action shall be initiated in the Superior Court of the State of Washington for
Jefferson County. The Parties agree that all questions shall be resolved by application of
Washington law and that the parties have the right of appeal from such decisions of the
respective Superior Courts in accordance with the laws of the State of Washington. The
Consultant hereby consents to the personal jurisdiction of the Superior Court of the State
of Washington for Jefferson County.
22. Section Headings. The headings of the sections of this Agreement are for convenience of
reference only and are not intended to restrict, affect, or be of any weight in the
interpretation or construction of the provisions of the sections or this Agreement.
23. Limits of Any Waiver of Default. No consent by either party to, or waiver of, a breach
by either party, whether express or implied, shall constitute a consent to, waiver of,or
excuse of any other, different, or subsequent breach by either party.
8
24. No Oral Waiver. No term or provision of this Agreement will be considered waived by
either party, and no breach excused by either party, unless such waiver or consent is in
writing signed on behalf of the party against whom the waiver is asserted. Failure of a
party to declare any breach or default immediately upon the occurrence thereof, or delay
in taking any action in connection with, shall not waive such breach or default.
25. Severability. Provided it does not result in a material change in the terms of this
Agreement, if any provision of this Agreement or the application of this Agreement to
any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the
remainder of this Agreement and the application this Agreement shall not be affected and
shall be enforceable to the fullest extent permitted by law.
26. Binding on Successors, Heirs and Assigns. This Agreement shall be binding upon and
inure to the benefit of the parties' successors in interest, heirs, and assigns.
27. No Assignment. The Consultant shall not sell, assign, or transfer any of rights obtained
by this Agreement without the express written consent of the County.
28. No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement
shall be construed to mean,that any provision in this Agreement is for the benefit of any
person or entity who is not a party.
29. Signature in Counterparts. The parties agree that separate copies of this Agreement may
be signed by each of the parties and this Agreement shall have the same force and effect
as if all the parties had signed the original.
30. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic
signatures shall have the same force and effect as original signatures.
31. Arms-Length Negotiations. The parties agree that this Agreement has been negotiated at
arms-length, with the assistance and advice of competent, independent legal counsel.
32. Public Records Act. Notwithstanding any provisions of this Agreement to the contrary,
to the extent any record, including any electronic, audio,paper or other media, is required
to be kept or indexed as a public record in accordance with the Washington Public
Records Act, Chapter 42.56 RCW (as may be amended),the Consultant agrees to
maintain all records constituting public records and to produce or assist the County in
producing such records, within the time frames and parameters set forth in state law. The
Consultant further agrees that upon receipt of any written public record request,
Consultant shall, within two business days, notify the County by providing a copy of the
request per the notice provisions of this Agreement.
(SIGNATURES FOLLOW ON THE NEXT PAGE)
9
JEFFERSON COUNTY WASHINGTON SWCA Environmental Consultants
Board of County Commissioners
Jefferson County, Washington
By: By:
Greg Brotherton, Chair Date SWCA Environmental Consultants
Date:
By:
Kate Dean, Commissioner Date
By:
Heidi Eisenhour, Commissioner Date
SEAL:
ATTEST:
Carolyn Gallaway Date
Clerk of the Board
Approved as to form only:
l � ,
0 C April 4, 2022
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
10
EXHIBIT A
The following has been copied from an RFP response submitted to the County on March 10,
2023 as an application for this work.
PROJECT APPROACH AND METHODOLOGY
A. PROJECT UNDERSTANDING
The SWCA Environmental Consultants (SWCA) Team will work with Jefferson County to
understand the County's needs and adapt and finalize the approach for the countywide
Community Wildfire Protection Plan(CWPP). Our project understanding and approach will
meet the County's top priorities, goals, and objectives while also accounting for unique
conditions and land use differences between various land management entities. SWCA has used
our professional experience and judgement to craft a scope of work that will align with
guidelines for CWPPs set forth in the 2003 Healthy Forests Restoration Act. We propose to
develop one countywide document that provides assessments for the communities identified in
the request for proposals (RFP). We have proposed tasks within the Phase structure outlined in
the RFP. This scope deviates from the scope outlined in the RFP; however, we are confident that
our almost two decades of experience developing CWPPs across the country will result in a
technical and digestible high-quality CWPP that is backed by rigorous science, community
engagement, and diverse collaboration. While we are engaged on other projects, we are
managing our workload accordingly and have the staff necessary to meet the needs of this
project.
B. PROJECT METHODOLOGY AND DELIVERABLES
PHASE 1: DISCOVERY
Task 1. Kick-off Meeting and Identify Advisory Group Membership
SWCA will convene a virtual project kick-off meeting with the County lasting up to one(1)
hour. The purpose of this meeting is to introduce the SWCA Team, collaboratively identify the
project's County-wide Wildfire Advisory Working Group("Advisory Group"), discuss the
strategic planning process and Jefferson County Board of Commissioners ("Board") objectives,
outline the roles and responsibilities for the project, and establish a preliminary schedule. SWCA
will schedule and host the meeting, develop a PowerPoint, invite attendees, and take notes.
SWCA will deliver the final work plan and project schedule within 14 business days of the
meeting. Developing strategic partnerships early in the project will also enable involved parties
to effectively implement and collaborate on cooperative land management projects within
County lands once the CWPP is adopted. With land managers in the County spanning local,
state, and federal jurisdictions,working together to understand each other's needs and barriers
opens opportunities for cooperative planning accomplishments. Key partnerships and
jurisdictional overlap can be identified, which will aid in effectively implementing future
projects. Examples of beneficial outcomes brought forth by effective partnerships are the
acquisition of strategic funds, assistance in the implementation of landscape-scale treatments,
and guidance to complete resource-intensive management objectives.
11
SWCA will work closely with County representatives to identify additional members of the
Advisory Group. In addition to representatives from the City of Port Townsend, Jefferson
County,Jefferson County Fire Districts, and the County Forestry consultant, SWCA
recommends a diverse and collaborative team with representatives from the following
communities: Bridgehaven, Brinnon, Cape George, Chimacum, Discovery Bay, Irondale, Kala
Point, Marrowstone, Port Hadlock, Port Ludlow, and Quilcene. We recognize the County's
preference for collaborative engagement and will leverage a diverse Advisory Group to construct
a CWPP that addresses the needs of communities and individuals across the County. Care will be
taken to manage the size of the Advisory Group for the sake of efficiency and maintaining strong
working ties. The Advisory Group will be responsible for contributing necessary data, reviewing
SWCA's risk assessment, and developing project recommendations. An Excel spreadsheet
documenting items reviewed will also be prepared to inform the Advisory Group of our progress.
The Advisory Group meetings are discussed in more detail under Phase 2 below.
Task 1 a. Conduct Stakeholder Interviews
Per Advisory Group guidance, SWCA will conduct four separate 30-minute-long virtual
interviews with stakeholders and decision makers representing leadership in the project area who
may include the Board, county staff, local government chief executives, and the Department of
Emergency Management. The interviews will help identify potential partners or collaboration
opportunities, as well as project needs and mitigation strategies. Additionally, stakeholder groups
such as local conservation districts, watershed groups, land trusts, and other land management
agencies will have the opportunity to engage with the planning process through communications
with Advisory Group representatives, public outreach, a comment period, and web surveys.
Task 2. Data Gathering and Management
SWCA will work with the Advisory Group to gather relevant data for the CWPP. SWCA will
prepare a broad planning summary of Jefferson County's past and current wildfire preparedness
and mitigation strategies that will support the development of the CWPP and help inform
recommendations. SWCA will complete a search of previous planning efforts such as the
Jefferson County 2016 Hazard Mitigation Plan to reduce redundancies and support CWPP
authorship. Existing mapping services such as Washington State's Fire Prevention and Fuel
Management Mapping System, Forest Practices Application Mapping Tool (FPAMT), and the
U.S. Forest Service's (USFS's) Wildfire Risk to Communities mapping website will be reviewed
for pertinent information and data. SWCA will use a combination of ESRI software and
Microsoft Office Suite applications to compile and organize data to ensure that the County can
edit and comment on all data sets and products. If the County has specific recommendations for
additional tools,those will be incorporated into our data gathering process. To facilitate easy file
transfers, SWCA will establish a project SharePoint site to share research data,the initial draft
CWPP outline, and other requested project components from the Advisory Group. SWCA will
ensure industry standards are met for documenting methods and results of all analysis and
technical work so that results are reproducible.
12
PHASE 2: MEET AND RETREAT
Task 4. Host Advisory Group Meetings
SWCA has led and facilitated hundreds of multi-stakeholder meetings to guide the development
of CWPPs. We prepare for each meeting by reviewing related data and information, consider the
best way to frame important issues for group discussions, and describe how the steps of the
planning process can move the County forward in achieving their goals. In our meetings, we
strive to communicate clearly, engage in open discussions, and then ask the members of the
Advisory Group to make meaningful decisions. This approach allows each team member to
understand their role,how their unique concerns will be addressed, and how this project is driven
by them.
SWCA will also facilitate three Advisory Group meetings through several stages of the project
development process, with two being held virtually and one taking place in person. If it is
decided that holding all meetings virtually will allow for the best use of project funds,that option
can be accommodated while still meeting project objectives. The Advisory Group meetings will
range from approximately 2 to 6 hours in length and will provide the Advisory Group with
updates on critical project components and opportunities to discuss relevant considerations.
SWCA will be responsible for meeting coordination and scheduling, creating PowerPoints,
providing agendas, recording meeting transcripts, taking meeting notes, and distributing notes
and action items within 1 week after the meetings.
Advisory Group Meeting 1 (Virtual): During the first Advisory Group meeting, SWCA will
provide an overview of initial lessons learned and recommendations based on our review of
previous efforts, existing plans, and survey results. The purpose of this meeting is to identify
planning considerations, management objectives,priority project areas, and desired focus areas
for mitigation treatment recommendations. Prior to the meeting, SWCA will administer a survey
to Advisory Group members to gather input on the valuable landscapes and resources that are at
risk within the planning area. Results from the survey will be used to guide the meeting
discussion. Success for this first meeting will be achieved though collaborative discussion
regarding the project schedule and goals, compiling public engagement strategies, fluid data
sharing, and continued communication beyond scheduled meetings.
Advisory Group Meeting 2 (In-person): The purpose of Advisory Group Meeting 2 is to review
the risk analysis and develop risk reduction recommendations in a workshop setting. Using this
risk assessment, SWCA will facilitate a process to identify areas of focus within the County,
both immediate and those of potential concern over time. Once these areas have been
determined, SWCA will work collaboratively with the Advisory Group to establish mitigation
recommendations that will best address the identified challenges and opportunities. To help
direct conversations,the project methodology will be outlined and described in a detailed manner
with the goal of maximizing project comprehension across varying levels of technical experience
and specialization within the Advisory Group. Maps, flipcharts, and blank recommendation
tables will also be available as resources for Advisory Group members.
Advisory Group Meeting 3 (Virtual): The purpose of Advisory Group Meeting 3 is to discuss the
draft CWPP and allow the Advisory Group to provide feedback. SWCA will distribute a draft of
13
the CWPP 2 weeks prior to the meeting to allow time for review and comment. The meeting will
be convened to review and discuss suggestions or comments on the CWPP in a group setting.
SWCA will document the Advisory Group's final comments and will incorporate any changes to
the CWPP prior to public review.
Task 3. Establish Community Base Maps
In collaboration with the Advisory Group, SWCA will establish community base maps for the
CWPP. The maps will present information that includes population centers and jurisdictional
boundaries, highly valued natural, cultural, and socioeconomic resources and assets, ingress and
egress routes, land ownership boundaries, critical infrastructure, fire history, and previous fuels
treatments.Notably, SWCA,with input from the Advisory Group,will also delineate community
Wildland Urban Interface (WUI)boundaries to inform project prioritization determinations. All
CWPP map products will be built in an ESRI web mapping application for easy dissemination to
the County and all Advisory Group members.
Task 4a. Host Public Engagement Meetings
SWCA suggests hosting four(4) in-person public outreach events (with a virtual option)that are
designed to incorporate residents' perceptions about wildfire risk and mitigation efforts into the
planning process. SWCA is experienced in presenting highly technical material in a manner that
is digestible to a diverse audience. Any of these public engagement meetings will have the option
of being held remotely if it is decided to be the best use of resources,with in-person meetings
lasting up to 2 hours and virtual meetings lasting up to 1 hour. These meetings will be held
regionally, with one for North Jefferson County(Port Townsend), one for Tri Area(Port
Hadlock, Irondale, Chimacum), one for South County(Quilcene, Brinnon, etc.), and one for Port
Ludlow.
For all meetings, SWCA will develop agendas, establish Zoom or other virtual log-in links(if
virtual), and develop marketing materials, PowerPoint presentations, maps, and interactive
content to engage community members in discussions around wildfire planning.
For the scheduled in-person events, SWCA will work with the County during contracting to
determine the best format given the circumstances and resources available. SWCA assumes the
County will secure meeting venues. SWCA will develop a variety of printed marketing materials
like maps, sign-in sheets, comment forms, and posters. In-person events will be open-house style
where SWCA subject matter experts and Advisory Group members will be dispersed throughout
the space to interact with attendees. Stations for each of the three core principles outlined in the
National Cohesive Wildland Fire Management Strategy(resilient landscapes, fire-adapted
communities, and safe and effective wildfire response) will be set up to guide conversations.
To maximize community attendance, all four of the public engagement meetings will be held
outside of normal working hours (e.g., after 4:00 p.m.), and if requested by the County(for an
additional fee), SWCA will translate meeting materials into Spanish to enhance engagement
across demographics. SWCA will advise the County on strategies for promoting the meetings
and provide material to distribute through the mediums they see fit and know to be popular with
14
residents. The Advisory Group and community members will have the option of reviewing and
commenting on CWPP documents during the draft review period. These options allow
community members who are not able to attend the public meetings to review project
information, provide comments, and ask questions. Any questions or comments received during
the review period will be reviewed and incorporated into the final plan if possible.
PHASE 3: DOCUMENT AND REVIEW
Task 5. Develop a Community Risk Assessment
A significant component of the CWPP will be the development of a digital and written
community risk assessment. SWCA recognizes the Board's desire to complete the risk
assessment process by the end of the summer and will work closely with the Advisory Group to
identify high-priority communities that will be the initial focus of the Community Risk
Assessment and/or on-the-ground structure assessments. SWCA proposes an optional addition to
the community risk assessment consisting of on-the-ground structure and infrastructure risk
assessments (see optional Task 513). SWCA will conduct a preliminary desktop analysis of the
County to identify wildfire risks and hazards for the purpose of identifying high-priority
communities that would benefit from an on-the-ground risk assessment. Upon Advisory Group
approval, on-the-ground risk assessments will be completed on a community scale, during the
same week as Advisory Group meeting 2, in the interest of saving on travel and lodging costs.
The community risk assessment will use existing local planning data(see Task 2) and externally
sought spatial data(see Task 3)to create a comprehensive Jefferson County community risk
assessment. The process will culminate in the assessment being used to identify and assign risk
categories (e.g.,high, medium, and low)to landscapes and WUI communities based on expected
wildfire risk. This process is unique to wildfire risk assessments and along with Tasks 2 and 6
will cover items addressed in a traditional Strengths, Weaknesses, Opportunities, and Threats
(SWOT) analysis. The primary components of this risk assessment will be fuel hazards and fire
behavior, fire history and ignition, and infrastructure. Methodologies will be documented in
detail and are described below.
Determine Wildfire Fuels Hazards and Model Fire Behavior
To inform our risk assessment,baseline fuels data(the 40 Scott and Burgan Fire Behavior Fuel
Model) will be obtained from the most recent national LANDFIRE database. If needed,
additional data may be obtained from the Washington Department of Natural Resources
Geographic Information System (GIS),Jefferson County's GIS, and the USFS's Wildfire Risk to
Communities database. Accurate assessment of potential fire behavior will be achieved using fire
behavior models housed within the Interagency Fuel Treatment Decision Support System
(IFTDSS) (e.g., BehavePlus, FARSITE, and F1amMap)that help determine the magnitude of fire
behavior parameters—flame length,rate of spread, fireline intensity, landscape burn probability,
ember exposure, and crown fire potential—across landscapes. Additional spatial data from the
USFS's Wildfire Risk to Communities, such as vulnerable populations and burn probability, will
be integrated as necessary. We will also be conducting a review of Washington State's Fire
Prevention and Fuel Management Mapping System for data to be included in the analysis. Our
risk assessment will include an analysis of the fuels within the project area as well as a fire
15
behavior model derived from IFTDSS using a 97th percentile weather scenario for the purpose of
simulating extreme fire weather conditions. Before model results are finalized, outputs will be
calibrated and reviewed through discussions with the Advisory Group to ensure that results
account for local fuels, topography, and fire history conditions.
Assess Fire History and Ignition Risk
SWCA is aware of recent fires in Jefferson County, including the 2015 Paradise Fire, and will
provide a detailed analysis of the area's fire history and assess future ignition risk. This will
include a discussion of the County's historic fire regime. SWCA will also utilize the IFTDSS
burn probability function to determine the potential for ignition and wildfire spread across
landscapes within the County. Parameters such as location,topography, ignition source, size,
fuel, and severity of past wildfires will be incorporated into our analysis, and our modeling
procedure will produce a composite wildfire assessment that rates land as having a high,
medium,or low risk of wildfire. The assessment will be used to prioritize areas for treatment
recommendations.
Firefighting Capability and Wildfire Readiness
The CWPP will include an analysis of existing firefighting capability and the fire protection
district's current preparedness to respond to wildfires. We will provide recommendations for "
improving firefighting capability and wildfire readiness through the development of the CWPP.
Our team will encourage the Advisory Group to provide input on local wildfire preparedness for
the purpose of identifying vulnerable areas that require solutions and priorities for action. The
final CWPP will support future funding and grant efforts for firefighting operations across the
County.
Assessment of Other Community Values at Risk
Our team will encourage community involvement through the public outreach process to develop
a list of community values at risk within or adjacent to the WUI within the County, including
natural resources such as Olympic National Park and the County's four Water Resource
Inventory Areas. SWCA realizes the value of Jefferson County's natural resources and the
revenue that is generated from tourism around the natural environment. Thus, we will identify
and document these economically important recreation and cultural resources that are valued by
the communities and analyze wildfire impacts on the County's natural resources such as forests,
rangelands, aquatic resources, and watersheds, as well as impacts on critical wildlife habitat,
recreational sites, places of cultural or historical significance, critical infrastructure, and
residential properties in the WUI. These will be prioritized when formulating treatment
recommendations, and SWCA will consult with federal and state land management agencies
throughout this process.
Task 5a(Optional) On-the-Ground Structural Hazard Assessments
SWCA recognizes the County's limited resources and will work with the Advisory Group to
evaluate the need for on-the-ground hazard assessments in high-priority communities. Results
16
from these assessments typically reveal important information about ingress-egress,building
construction, defensible space, and fire response access that cannot be determined from a
desktop analysis. If chosen,the assessments will be a primary driver of identifying high-priority
community mitigation measures. If needed, we will use the 2013 National Fire Protection
Association 1144 Standards for Reducing Structure Ignition Hazards from Wildland Fire (1144
on-the-ground assessment). Using our collaboratively delineated WUI map, the assessment will
evaluate various factors related to wildfire risk in structural environments, including construction
materials, defensible space, fuels,proximity to organized fire response, ingress and egress routes,
and topography. Our team will use a digital form and web application using Survey123 and ESRI
Field Maps to survey, capture, and document wildfire hazards across the decided-upon study
areas. SWCA has used this technology in ecosystems and communities across Colorado, Alaska,
and California to accurately collect, analyze, and report on field data for CWPP projects. All
field data will be shared with the County upon completion of the project.
Task 6 Develop Mitigation Strategies and Actions
SWCA and the Advisory Group will engage in collaborative discussions around the modeled
risk-hazard analysis and(if opted for) 1144 on-the-ground assessment data to delineate potential
landscape-scale fuel treatment areas and communities/essential infrastructure in need of
structural ignitibility treatments. SWCA firmly believes in responding to identified risks with the
development of achievable, actionable, and realistic wildfire prevention measures that can be
acted on by all County community members to prevent devastating local wildfires. Therefore,
our conversations will culminate in the production of an action plan,the heart of which will be a
breakdown of fire mitigation solutions and the stakeholders who are responsible for
implementing them. Prior to drafting the recommendations, SWCA will review and assess
existing mitigation measures in the planning area and use those as a starting point for Advisory
Group conversations.
The recommendations will include manual, mechanical, and cultural treatment projects
(thinning, grazing, ditch maintenance, mowing,prescribed fire, prescribed herbivory, etc.) in
forested and grassland ecosystems throughout the County, high-level recommendations for
necessary building code updates (see below), and homeowner-scale wildfire mitigation
recommendations. The plan will also provide strategies for increasing community wildfire
preparedness engagement by involving neighbors, homeowner associations, and the public, as
well as expected timelines and costs for task completion,task priority, methodologies and
theories behind approaches, and contact information for useful resources. SWCA will work
closely with the Advisory Group to build into the plan appropriate funding sources for each
recommendation such as state and federal grants, an example being the Building Resilient
Infrastructure and Communities(BRIO) grant available through the Federal Emergency
Management Agency and the Community Wildfire Defense Grants(CWDGs)available through
the USFS.
To facilitate the CWPP's integration with national fire policy and funding sources and ensure
Washington State Forester approval,the action plan will align recommended mitigation tasks
with the following three main goals of the National Cohesive Wildland Fire Management
Strategy:
17
1. Resilient Landscapes: The action plan will focus on recommendations for hazardous fuels
reduction actions to reduce landscape-scale wildfire threats. Recommendations will include
priorities,types, and methods of treatment on public and private land to protect forests,
communities, and infrastructure.
2. Fire-Adapted Communities: The action plan will focus on recommendations for actions to
prevent structural ignitability(e.g., defensible space)and provide public education and outreach.
This could include recommendations on wildfire mitigation policies and standards, protecting
highly valued resources and assets, and fostering strategic coordination.
3. Safe and Effective Wildfire Response: The action plan will focus on recommendations that
address firefighting capability and wildfire readiness in all communities, including possibilities
for improving emergency egress, response access, and emergency evacuation systems.
Recommendations for Building Code Updates
SWCA will be partnering with Justice Jones and Jerry McAdams, who will be working as trusted
subconsultants during the CWPP drafting process. Mr. Jones and Mr. McAdams will be
providing their decades of expertise in structural and wildland fire to help guide the County in
recommendations for future adoption of building codes to address structural ignitability and
home hardening. Both Mr. Jones and Mr. McAdams have consulted with counties and
municipalities on the appropriate use of building codes to guide the mitigation of wildfire-related
losses and will bring this experience to bear in the development of the CWPP.
PHASE 4: APPROVE AND LAUNCH
Task 7. Draft CWPP
On route to preparing a comprehensive draft CWPP in accordance with the project schedule
(Table 3), if requested, SWCA will provide the Advisory Group with a draft outline of the
CWPP for one round of revisions by the Advisory Group. Additionally,the draft
recommendation matrices (see Task 6)will be provided within 4 weeks of the second Advisory
Group meeting for one round of revisions by the Advisory Group. The completed draft CWPP
will include project background, methods,results(risk assessment and Action Plan), and
reference components and will be submitted electronically to the Advisory Group 2 weeks before
the third Advisory Group meeting. This will trigger a review and comment period for Advisory
Group members. SWCA will then facilitate Advisory Group meeting 3 to present the revised
draft CWPP and discuss revisions. The public will also be invited to provide written comments
on the draft document during a public review period following the third Advisory Group
meeting.
Task 8. Final Draft Delivery
Following the draft review, SWCA will incorporate appropriate feedback into the final CWPP.
Following revisions, SWCA will then deliver a final electronic CWPP to the County and present
findings to the Board of County Commissioners. We will also deliver all GIS files used to create
maps, formatted for use in ESRI software suite. SWCA has experience presenting CWPP project
information to councils and other elected officials both virtually and in person. We use our
18
communication skills and technical knowledge to concisely give project background
information, identify goals and objectives, and gain buy-in from diverse audiences. We
encourage the following entities to attend the presentation: Advisory Group members,
government partners, community stakeholders, and business leaders.
SWCA will present the final draft of the CWPP to the Board for approval. We have outlined the
cost of an in-person presentation versus a virtual presentation, so the County can select the
option that works best for the Board, while having the option of saving on travel costs.
PHASE 5: OPTIONAL TASKS:
Task 9. Development of Esri Hub Site, Story Map, and Project Tracker
SWCA has substantial experience in developing Esri Interactive story maps for public
engagement. Our team will develop an Esri hub site (similar to a website) and story map that will
create a highly functional, easy-to-use interface to tell the story of place and people's values in a
way that illustrates data-rich, science-based information. The hub site forms the landing page for
the project and provides links to the story map and other important content(e.g., public meeting
announcements and the community survey). The story map serves as a place where residents can
access project recommendations, interact with baseline mapping and risk assessment
information, and seek mitigation measures they can take in and around their properties. Working
with the County, the hub site can be integrated into other existing resources for visitors to the
County, helping educate and inform nonpermanent residents about hazards and emergency
protocols for the area.
The hub site deliverable will include SWCA's unique project tracking application that will
ensure the CWPP remains sustainable and wildfire mitigation projects proposed in the plan are
brought to fiuition during plan implementation. The project tracking application will enable the
County to track fuel treatment projects and accomplishments as well as identify hurdles to
progress. It will provide real-time updates and the ability for multi-agency coordination and
collaboration well after the completion of the CWPP project. Internally(within the County)the
tracking system has the potential to host a project database,track funding, provide for improved
agency delegation,host spatially delineated working areas, and more. Externally(facing the
public),the project tracker provides the ability to display statistics such as acres treated or dollars
spent, demonstrating progress towards the goal of wildfire resilience.
The story map can be implemented as a platform for collaborative efforts in the event that
Advisory Group meetings must be held virtually, and it can also provide interactive information
to stakeholders and constituents about the development of the CWPP. The hub site is an
excellent platform to notify the public about opportunities for involvement and comment
submittal. The story map can host the CWPP for review and house a comment submittal form
during public review. Furthermore, links to the hub site and story map can be shared on
community and agency websites and social media to maximize circulation. The final story map
deliverable will house the fully executed final CWPP and will be delivered following completion
of the CWPP project.
For a successful story map, SWCA may require that our GIS specialists be provided access to the
County ArcGIS online account and that the story map will therefore originate from and be
19
maintained through the County account. Alternatively, SWCA can develop the story map on our
ArcGIS online account and transfer the product upon completion of the project. Throughout
development, SWCA's GIS team will make the story map available to the County and Advisory
Group to review the design, functionality, and content to support the initial roll-out of the web
mapping application.
Task 10. Evacuation Modeling and Planning
SWCA has an existing partnership and license to use evacuation modeling software for robust
evacuation planning and modeling with Ladris technologies (Ladris) and proposes an optional
task to use this modeling approach. If approved, SWCA will work with the Board and County to
determine costs, and evacuation modeling can be implemented as an optional second phase of
the project. The SWCA Team will work with Jefferson County Emergency Management to
determine the best approach for evacuation planning to support the CWPP.
Ladris
SWCA has a strong working relationship with Ladris to incorporate evacuations analysis with
stakeholder outreach in comprehensive community planning across the United States.
Emergency managers, fire departments, law enforcement, and consultants use Ladris to model
evacuation times and traffic levels for millions of"what-if'disaster scenarios. By enabling
emergency managers to plan more efficiently and in greater detail, Ladris enhances and allows
more time for community preparedness and resilience. Evacuation modeling can identify areas of
concern, evaluate strategies to reduce evacuation times, assess key infrastructure improvements,
prioritize areas needing mitigation, and bring critical awareness and education to the community
about real situations where they live. With Ladris, users can dynamically model the impacts of
seasonal tourism,population influx, and changes in the number of heavy vehicles, including
RVs, on evacuation times and traffic conditions year-round. These assumptions can be modeled
down to the individual address level and modified to account for any type of"what-if' scenario
that might occur,making Ladris an ideal choice for communities seeking to mitigate hazards
associated with tourism during peak disaster seasons.
Every community is different, and Ladris' modeling empowers cities and counties to plan for
their own unique evacuation situations, educate key stakeholders, and mobilize local
communities. Ladris' software facilitates stakeholder outreach via a public-facing component,
helping emergency services professionals and leaders mobilize their communities in advance,
educate key stakeholders ahead of time, and prepare for the magnitude of real evacuation events.
We can work with the County to incorporate Ladris' Operator Evacuations Modeling Platform
into our hazard and risk assessment for the planning area. This information can help better
inform final map products and prioritize mitigation measures.
SWCA would be happy to schedule a demonstration for the County to learn more about the
Ladris software and how it could be integrated into the CWPP.
20
ASSUMPTIONS
• Deliverables produced by SWCA under Tasks 1 through 7 will be sent to the Advisory Group
for one round of comments. Comments will be incorporated by SWCA, at which point the
deliverable will be considered final.
• The three Advisory Group meetings will be held with the Advisory Group and up to two
SWCA attendees. Meetings 1 and 3 will be virtual, and meeting 2 will be in person.
• The four public engagement events under Task 2 will be held with up to two SWCA attendees.
• Four public engagement events will be held in person with a virtual option. The duration of the
meetings will not exceed 2 hours.
• In order to meet the aggressive project timeline and to consolidate travel costs, Advisory Group
meeting 2,the in-person public engagement meetings, and the optional on-the-ground
assessments will need to be completed during one SWCA team mobilization.
• The County is responsible for reserving spaces to hold public meetings. SWCA will assist in
recommending appropriately sized and logistically sound venues.
• SWCA is responsible for creating promotional material for public meetings, and the Advisory
Group is responsible for printing and distributing that material for the public.
•No major changes will be requested to the format or content of the CWPP after the initial
outline has been approved by the Advisory Group. Major changes to the format or content after
the Advisory Group outline review has been completed may require additional funds and extend
the timeline for final deliverables.
• Data provided to SWCA during the project will not change once received. In the event of a fire
occurring during the project period, SWCA and the County will consult and agree upon any
necessary changes to the deliverables, scope, and budget as needed. If changes to the
deliverables as a result of a fire are necessary and desired, a scope and budget for the work will
be prepared by SWCA at that time.
•No major changes requiring additional data collection, analysis, or re-analysis will be needed
after the community risk assessment(Task 5)has been completed.
• The Advisory Group will provide one round of comments on the fire behavior models and all
mapping products, after which SWCA will incorporate comments and the modeling outputs and
maps will be considered final.
• SWCA assumes that there will be no more than 100 public comments on the draft plan. If more
comments are received, budget and schedule changes may be needed.
• All data requests will be filled within 3 weeks of request. Data received outside this time frame
may trigger budget and/or schedule changes.
• WUI delineations will not change after they are approved by the Advisory Group.
• Inclement weather, property access, and other external factors will not delay the 1144 on-the-
ground assessment. It is assumed the 1144 on-the-ground assessment can be completed in 2 to 3
days.
21
•All deliverables will be in an electronic format, except the outreach event(s)materials and
printed materials for Advisory Group meetings. All digital files will be delivered using SWCA's
SharePoint software unless otherwise requested by the County.
• There will be no more than one final presentation. This will be virtually or in person(optional
task)at the discretion of the County Board of Commissioners.
• The County is responsible for gathering all required signatories for the CWPP.
•This project will be completed upon notice of completion.
C. ROLES AND RESPONSIBILITIES
SWCA recognizes that the success of this project requires a team that is available, dedicated, and
qualified; we make the commitment now to ensure that all project needs are met within the
County's budget and schedule. The following organizational chart details the roles and
responsibilities for each key team member.
Table 1. Roles and Responsibilities
Emily Geery, Project Manager
- Point of contact for Jefferson County
- Lead all agency/contractor meetings
- Oversee development of the CWPP and QA/QC of all deliverables
- Assist Jefferson County review team document approval process
- Participate in and facilitate meetings with the County,the Wildfire Advisory
Working Group, Board of County Commissioners, and key stakeholders
- Facilitate public involvement engagement
- Manage schedule and budget
Breanna Plucinski, Assistant Project Manager
- Secondary point of contact for Jefferson County
- Technical authors and planners
- Lead task tracking and execution
- Assist Project Manager in execution of meetings and public engagement
- Assist with managing schedule and budget
22
Victoria Amato, Technical Advisor and OA/OC
- Ensure the CWPP meets the objectives for the project
- Design and execute stakeholder interviews
- QC of all interim and final deliverables to ensure consistency
Montiel Ayala, Fire Planner
- Technical author and planner
Liz Hitzfelder, Fire GIS
- Develop maps and ESRI web mapping application
23