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HomeMy WebLinkAboutVictoria Bebee - EM Services FY 25-26 - SignedTown of Los Altos Hills Page 1 of 3 Short form Updated 4/26/22 AGREEMENT THIS AGREEMENT is made and entered into on the 21th day of July, 2025 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Victoria Bebee (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1.CONTRACTOR. Shall provide or furnish the following specified services and/or materials: Consultant Emergency Management Services for the Town of Los Altos Hills 2.EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR dated July 9, 2025 3.TERMS. The services and/or materials furnished under this Agreement shall commence 07/01/25 and shall be completed by 6/30/26, unless terminated pursuant to Section 5(f). 4.COMPENSATION. For the full performance of this Agreement: a.TOWN shall pay CONTRACTOR an amount not to exceed one hundred forty thousand dollars and zero cents ($140,000.00), within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/ completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b.Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c.CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 2 of 3 Short form Updated 4/26/22 5.GENERAL TERMS AND CONDITIONS. a.HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR’S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b.NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. c.INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. d.CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. e.TERMINATION. This Agreement may be terminated by either party upon seven (7) days written notice. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. f.RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary Peter Pirnejad (Jul 23, 2025 10:41:46 PDT) Peter Pirnejad 23/07/25 7/9/2025 Emergency Management Consultant Victoria Bebee BEBEE CONSULTING Victoria Bebee 403 Sobrato Drive Campbell, CA. 95008 408-813-8874 vbebee@losaltoshills.ca.gov 7/9/2025 Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Dear Mr. Cody Einfalt: I am writing to express my interest in serving as an Emergency Management Consultant for the Town of Los Altos Hills. With over 20 years of leadership experience in emergency services, including the past 5 years dedicated specifically to emergency management and more than 15 years in emergency medical services (EMS) management, I bring a deep understanding of operational readiness, public safety coordination, and community resilience. In my recent emergency management roles, I have worked closely with local jurisdictions to develop Emergency Operations Plans (EOPs), lead hazard mitigation efforts, support emergency response coordination, and enhance community preparedness. My work has f ocused on practical, scalable solutions for small and mid-sized communities, including wildfire mitigation planning, continuity of operations (COOP) development, and after-action improvement planning. Prior to that, my EMS career spanned over a decade and a half, managing field operations, personnel, and clinical protocols while ensuring compliance with regulatory and safety standards. This background has equipped me with the ability to work calmly and efficiently under pressure, collaborate with multi-agency stakeholders, and build systems that prioritize both public safety and operational efficiency. My consulting approach is collaborative, grounded in industry best practices, and tailored to the unique needs of each municipality. I would welcome the opportunity to support the Town of Los Altos Hills in strengthening its emergency preparedness posture. Thank you for your time and consideration. I would be glad to discuss how my experience aligns with your goals in more detail at your convenience. Warm regards, Victoria Bebee PROFESSIONAL EXPERIENCE Emergency Management Consultant Town of Los Altos Hills, California May 2025- Present • Provide emergency management coordination between the Town of Los Altos Hills, Fire district and County office of Emergency Management • Updating the Emergency Operations Plan (EOP), and Emergency Operations Center (EOC) structure. • Planned and conducted Emergency Operations Center exercises and training • Liaison between the Town and County OEM for jurisdictional situational awareness • Coordinating and supporting AlertSCC awareness and improved emergency communication strategies for alongside • Managed operational readiness for local disaster response, including PSPS (Public Safety Power Shutoff) coordination Emergency Manager Los Altos Hills County Fire District, California Jan 2019 – April 2025 • Led emergency management coordination between the Town of Los Altos Hills, the District, EPRC Town Committee and CERT groups locally and regionally • Developed and maintained a Teen CERT (Community Emergency Response Team) Program for 13-18 yr. olds • Planned and conducted wildfire preparedness and mitigation campaigns, emergency exercises, community outreach, and training programs alongside Town and District Staff • Liaised with Santa Clara County OEM and other regional agencies during activations and planning cycles. • Coordinated AlertSCC awareness and improved emergency communication strategies for community outreach. • Managed operational readiness for local disaster response including PSPS (Public Safety Power Shutoff) coordination, evacuation planning, and sheltering logistics. Support Services Manager American Medical Response, California Mar 2018 – Jan 2020 • Managed administrative operations for support services including logistics, scheduling, and emergency resource planning. • Oversaw logistical operations for large-scale medical deployments and coordinated mutual aid support. • Provided leadership and supervision to administrative and field support personnel. • Ensured compliance with state/local EMS regulations and internal policy updates. • Assisted with business continuity planning, vendor coordination, and special events planning. Secretary I Rolling Hills Middle School, California May 2015 – June 2017 • Created and maintained master schedules using Power Scheduler. • Coordinated emergency drills (fire, earthquake, student release), first aid response, and emergency team meetings. • Provided front-office customer service, student record management, and clerical support. • Maintained databases, created spreadsheets, and provided logistical support for campus preparedness. Clerical Substitute I Campbell Union School District, California Mar 2014 – May 2015 • Provided clerical and health office coverage district-wide. • Assisted with Powerschool, student care, two-way radio communication, and daily clerical functions. Planned Event Coordinator American Medical Response, California Nov 2009 – Aug 2011 • Coordinated ambulance logistics and medical planning for major public events. • Developed community education materials and safety messaging in collaboration with partners. • Supervised policy development, provided customer training, and organized CPR instruction sessions. • Led ICS briefings and coordinated across agencies during large-scale events. Consultant American Medical Response, California Jan 2006 – Nov 2009 • Designed and launched AMR’s Planned Event Group operations and logistics framework. • Delivered public health presentations, CPR training, and coordinated with local event organizers. • Developed community engagement materials and educational initiatives on EMS topics. Instructor American Safety and Health Institute, Oregon Mar 2005 – Present • Delivered CPR/AED, First Aid, and Babysitting Safety courses for a wide range of audiences. • Managed a private training business, maintained certifications, and ensured compliance with training standards. Basic Life Support Supervisor American Medical Response, California June 2003 – June 2004 • Supervised 300 EMTs across Santa Clara and San Mateo Counties. • Responded to 911 system-wide alerts and managed dispatch operations. • Assisted with budgeting, training, deployment strategies, and EOC readiness. Emergency Medical Technician (EMT) American Medical Response, California Sept 1999 – June 2003 • Delivered pre-hospital emergency care for trauma, MCI, and medical patients. • Acted as Field Training Officer and Alternate BLS Supervisor. • Participated in large-scale community safety and EMS education events. Town of Los Altos Hills Proposal of Services Emergency Management Consulting FY 2025–2026 Consultant Information • Consultant Name: Victoria Bebee • Contact Information: 408-813-8874 • Contract Period: July 1, 2025 – June 30, 2026 • Title: Emergency Management Consultant • Service Type: Part-Time, Hourly • Hourly Rate: $125.00 Project Overview The Consultant will provide specialized support in the area of Emergency Management for the Town of Los Altos Hills. Core responsibilities include preparedness planning, response coordination, community engagement, training, post-incident reporting, Emergency Operations Center (EOC) readiness, and wildfire mitigation planning. Services are delivered in alignment with local, state, and federal emergency preparedness guidelines and best practices. Key Task Areas and Scope of Work 1. Emergency Preparedness Planning • Update the 2022 draft of the Town Emergency Operations Plan (EOP) • Complete associated annexes, beginning with the Evacuation Annex • Assist with the coordination of the Community Wildfire Protection Plan (CWPP) and Local Responsibility Area (LRA) wildfire map rollout • Research and update draft MOUs with Foothill and DeAnza Colleges for secondary EOC and sheltering • Coordinate with the Sheriff’s Office, Fire District, and County Fire on evacuation strategies and emergency plans 2. Emergency Operations Center (EOC) Training • Monitor and document EOC training compliance for staff and DSW certification requirements • Develop advanced training for section leads • Plan and coordinate a full-scale EOC exercise in collaboration with allied agencies • Update EOC Orientation materials and training resources • Support HR with onboarding-specific DSW training 3. Emergency Response Coordination • Oversee emergency response efforts in collaboration with local, regional, and state authorities • Represent the Town in Operational Area meetings, briefings, and exercises • Provide situational awareness briefings and coordinate interagency communication • Develop a Strategic Communications Plan for emergencies based on community feedback 4. Post-Incident Evaluation & Reporting • Lead post-incident evaluations and produce After-Action Reports (AARs) • Identify and incorporate lessons learned into EOC protocols and procedures 5. Community Outreach & Stakeholder Engagement • Lead community outreach initiatives and education campaigns • Provide technical and planning support to the Emergency Preparedness and Response Committee (EPRC) • Support EPRC goals, including: o Mass notification sound study o Improvement of resident engagement in AlertSCC o Emergency messaging template development • Oversee training and activities of the Los Altos Hills CERT and Teen CERT programs in coordination with the County Fire District 6. Emergency Operations Center (EOC) Modification Project • Manage logistics, plans, and procurement for the new EOC space and hybrid options • Create and maintain an inventory list of EOC equipment and supplies • Evaluate and improve internal and external communication methods, including public- facing contact options • Expand capabilities for mobile/secondary EOC deployment 7. Wildfire Mitigation Planning and Coordination • Assist in wildfire risk reduction planning aligned with the CWPP and LRA mapping strategies • Coordinate with the Los Altos Hills County Fire District, Emergency Preparedness and Response Committee, Town Staff and Santa Clara County Fire for public education on defensible space, fire-safe landscaping, and home hardening • Integrate wildfire mitigation goals into the Town's emergency plans and community engagement activities • Support grant development and stakeholder engagement for wildfire mitigation funding opportunities Deliverables • Updated and annexed Emergency Operations Plan • Training materials and records for EOC and DSW personnel • Emergency exercise planning and execution • Strategic Communication Plan (draft) • After-Action Reports for any incidents or exercises • CERT/Teen CERT coordination logs and engagement reports • EOC space planning documents and inventory records • Wildfire mitigation action items and coordination notes AGREEMENT Final Audit Report 2025-07-23 Created:2025-07-22 By:Cody Einfalt (ceinfalt@losaltoshills.ca.gov) Status:Signed Transaction ID:CBJCHBCAABAAZ9RVbWYqsstFBhzDHFHAXHVcYVQqauVZ "AGREEMENT" History Document created by Cody Einfalt (ceinfalt@losaltoshills.ca.gov) 2025-07-22 - 10:21:26 PM GMT Document emailed to Peter Pirnejad (ppirnejad@losaltoshills.ca.gov) for signature 2025-07-22 - 10:21:31 PM GMT Email viewed by Peter Pirnejad (ppirnejad@losaltoshills.ca.gov) 2025-07-22 - 10:21:38 PM GMT Document e-signed by Peter Pirnejad (ppirnejad@losaltoshills.ca.gov) Signature Date: 2025-07-23 - 5:41:46 PM GMT - Time Source: server Agreement completed. 2025-07-23 - 5:41:46 PM GMT