HomeMy WebLinkAboutContract #: 1290 - From: 03-09-2020 To: 06-30-2020 - Merrimack Valley Planning - Community Development TOWN OF NORTH ANDOVER
STANDARD SHORT FORM CONTRACT DOCUMENT
CONTRACT NO:
Contractor Legal Name: Town Department Name:
Merrimack Valley Planning Commission Town of North Andover
Contractor Address: Mailing Address:
160 Main Street 120 Main Street
Haverhill,MA 01830 North Andover,MA 01845
Contractor Vendor ID: Rate(if applicable):
634 $35,000.00
Contract start date: Contract End Date:
Date of Final Execution June 30,2020
Description of Scope(Attach support documentation)
Complete the Municipal Vulnerability Preparedness(MVP)planning process to achieve MVP climate
community designation and simultaneously prepare a Hazard Mitigation Plan(HMP)in accordance with FEMA
guidelines as part of this scope of work and deliver outputs of the process to EEA and MEA. Further detailed
in Attachment B.
Contract Signatures:
Approved as to the availability of ALL REQUIRED DOCUMENTS AGREES TO PROVIDE THE
appropriations ATTACHED GOODS OR SERVICES AS
INDICATED IN ACCORDANCE
In the amount of WITH THESE CONTRACT
DOCUMENTS AS DEFINED IN
$ 35,000 THE NORTH ANDOVER
STANDARD CONTRACT
GENERAL CONDITIONS
Finance Director: Departmenttiead: tractor:
Signa StInatu ignatur'e
Title:
Date: Date: Date:
Town Manager: Town Counsel:
'Signature Signature
Date: Date:-3
ATTACHMENT A
TOWN OF NORTH ANDOVER
STANDARD CONTRACT GENERAL CONDITIONS'
Article I. Definition of Terms: The following terms in these Contract Documents shall be construed as follows:
1."Town"shall mean the Town of North Andover,Massachusetts
2. "Contract,Agreement,and Contract Documents"shall include the Town's Standard Contract General
Conditions,the Invitation for Bids,Requests for Proposals or other solicitations,the contractors response including
Contract Certifications and Applications excluding any language stricken by the Town as unacceptable and
including any negotiated statements of work contemplated by the solicitation,Technical Proposals,Contractor's
Price Proposals,Performance Bonds,which documents are incorporated herein by reference. Any conflict between
the Town's standard contract general conditions and the Contractor's bid proposal or any other submission will be
resolved in favor of the Town's standard contract general conditions which shall preempt all other submittals.
3."Contractor"shall mean the individual,partnership,corporation or other entity to which this Contract is
awarded.
Article II.Performance: The Contractor shall provide the services to undertake and perform all appropriate tasks
described in the Contract Documents. The Contractor shall upon written request remove from Town premises or
work sites and replace all individuals in the Contractor's employ whom the Town determines to be disorderly,
careless or incompetent or to be employed in violation of the terms of this Contract. Performance under this
contract shall include services rendered,obligations due,costs incurred good and deliverable proved and accepted
by the Town. The Town shall have a reasonable opportunity to inspect all goods and delivers,services performed
by and work product of the Contractor and accept or reject such goods,deliverable,services or work product.
Article III.Time of Performance%The Contractor shall commence work immediately upon execution of this
Agreement. If the Contractor fails to work at a reasonable speed or stops work altogether without due cause,as
determined by the Town,the Town may give notice in writing to proceed with the work or to carry on more
speedily. Three days after presentation of the notice if the work is not proceeding to the satisfaction of the Town,
the Contractor shall be considered in default in the performance of the Contract. This Agreement may be extended
or renewed upon agreement of the parties and only upon execution of written agreement.
Article IV. Revisions in the Work to be Performed: If the Town requires revisions or other changes to be made
in the scope or character of the work to be performed,the Town will promptly notify Contractor.For any changes to
the scope of work,the Contractor shall notify the Town of associated costs in writing. The Contractor shall make
the necessary changes only upon receipt of a written acceptance of the costs and a written request from Town. The
Contractor shall not be compensated for any services involved in preparing changes that are required for additional
work that should have been anticipated by Contractor in preparation of the bid documents as reasonable determined
by the Town.
Article V. Payment for Services: The Town shall make payment to the Contractor as on the schedule and based
on the milestones and deliverables set forth in the Contract Documents or on a periodic basis.
Article VI. Ownership and Confidentiality of Material,Work Products: All information,data,reports,
studies,designs,drawings,specifications,materials,computer programs,documents,models, inventions,equipment,
and any other documentation,product of tangible materials to the extent authored or prepared pursuant to this
Contract(collectively,the"Materials"),shall be the property of the Town. All Contractor proprietary rights shall be
detailed in the Contract Documents. At the completion or termination of this Contract copies of all original
Materials shall be promptly turned over to the Town.Once the Town has paid for a particular Material,ownership
vests in Town and the Contractor must provide such Materials to Town within ten(10)business days of the Town's
request for the same without cost to the Town. The Town may use the Materials with respect to construction,
maintenance,repair,alteration,expansion,modification and reconstruction of the Project at any time and from time
I These Standard Contract General Conditions apply to contracts procured pursuant to M.G.L.c.30B or for exempt
good and services.
to time. The Town may use the Materials produced,generated or compiled by the Contractor for another project,
provided the Contractor shall not be responsible for changes made to the drawings,plans,or specifications without
the Contractor's authorization,nor for the Town's use of the drawings,plans or specifications on another project.
The Town agrees,to the extent permitted by law,to hold the Contractor harmless from any claims,losses arising out
of any use or changes to the Materials by the Town or its representatives during any other construction not a part of
this contract. The Contractor shall not use such materials for any purposes other than the purpose of this Contract
without prior written consent of the Town.
Article VII. Release of Town: The Contractor agrees that acceptance of what the Town tenders as the final
payment for final services under this Agreement shall be deemed to release of the Town forever from all claims,
demands,and liabilities arising from,out of,or in any way connected with this Agreement. The Contractor shall
execute a release if asked to by the Town.
Article VIIL Indemnification: The Contractor shall indemnify,defend and hold harmless the Town and all of its
officers,agents and employees,with counsel acceptable to the Town,from all suits,claims,demands,losses and
liabilities brought against them or based upon or arising out of any act or omission of the Contractor,its agents,
officers,employees,or subcontractors in any way connected to this Agreement. The Contractor agrees that it shall
be solely responsible for the conduct,health,and safety of its employees during the term of this contract and shall
hold the Town harmless for any injuries,damages or losses incurred by its employees while working on this project.
The Contractor's agreement to indemnify the Town shall not be deemed to be released,waived or modified in any
respect by reason of any surety or insurance provided by the Contractor under the Agreement.
Article IX. Insurance: The Contractor shall secure and maintain insurance adequate to meet its obligations
hereunder and shall provide the Town with certification of such.The Contractor shall at its own expense maintain
motor vehicle liability insurance policies,workers compensation,and general liability coverage.For Contracts for
professional services,the Contractor shall carry professional liability or Errors and Omissions liability insurance
with a minimum limit of$1,000,000.00 per occurrence,$2,000,000.00 aggregate with a maximum deductible of
$25,000.00.
Article X.Assignment: The Contractor shall not assign,transfer,delegate or subcontract any interest in this
Agreement without the prior written consent of the Town.
Article XL Relationship with the Town: All services to be performed under the terms of this contract will be
rendered by the Contractor as an independent Contractor. None of the terms of this contract shall create a principle-
agent,master-servant or employer-employee relationship between the Town and the Contractor. The Contractor
shall have no capacity to bind the Town in any contract nor to incur liability on the part of the Town and if the
Contractor employs or proposes to employ any person during the term of this contract,the employment or proposal
shall not obligate the Town in any manner to any such employee.
Article XII.Compliance with Laws and Contractors Responsibilities: The Contractor certifies that it and its
subcontractors has complied with all applicable laws and is eligible to work in the Commonwealth of Massachusetts
and that it is in compliance with Federal and State Tax laws. The Contractor shall not discriminate against any
employee,or applicant for employment because of race,age,color,religious creed sexual orientation or
identification,handicap,ancestry,sex or national origin. The Contactor will in all solicitations or advertisement
form employees placed by or on behalf of the contractor,state that all qualified applicants will receive equal
consideration for employment without regard to race,age,color,religious creed,sexual orientation or identification,
handicap,ancestry sex or national origin. If applicable,as determined by the Massachusetts Department of Labor
Standards,the Contractor shall comply with the Massachusetts Prevailing Wage an shall cause its subcontractors to
comply with M.G.L.c. 14 ,s.27 ,which requires that a true and accurate record be kept of all person employed on
a project for which the prevailing wage rates are requires. The Contractor shall and shall cause its subcontractors to
submit weekly copies or their weekly payroll records to the City,the extent the Prevailing Wage is applicable.
If an employer,the Contractor certifies compliance with applicable state and federal employment laws and
regulations,including but not limited to minimum wages and prevailing wages programs and payments,
unemployment insurance and contributions,workers compensation and insurance,child labor laws,human
trafficking,fair labor practices,civil rights laws,non-discrimination laws and any and all other applicable laws.
The Contractor agrees to be responsible for and warranty the work of its subcontractors listed in the Contract
2
Documents and to ensure their compliance with all applicable legal,quality and performance requirements of the
Contract Documents. The Contractor may not use subcontractors not named in the Contract Documents without the
prior written consent of Town,which will not unreasonably be withheld. The Contractor agrees to pay all debts for
labor and/or services and materials contracted by it, if any,and for the rental of any office space,equipment or
machinery hired by it,if any,for and on account for the services to be performed hereunder. The Contractor shall
not take any action that causes any public official to be in violation of the State Ethics Law,M.G.L.c.268A. The
Contractor certifies that it and its subcontractors are not currently debarred or suspended by the U.S.government,
the Commonwealth or any of its subdivisions,and that it nor any of its subcontractors have been subject to a federal
or state criminal or civil judgement,administrative citation,order for violation of M.G.L.c. 149,s. 151 or the Fair
Labor Standards Act within three years prior to the date of the contract. The Contractor certifies that it has not
declared bankruptcy.
Article XIII. Severability: In the event any provision of this Agreement is found by a court of appropriate
jurisdiction to be unlawful or invalid,the remainder of the Agreement shall remain and continue in full force and
effect.
Article XIV. Termination of Agreement: The Town may terminate this Agreement upon immediate written
notice should the Contractor fail to perform substantially in accordance with the terms of the Agreement with no
fault attributable to the other. In the event of a failure to materially perform by the Contractor the notice of such
breach shall be accompanied by the nature of the failure,and the Town shall set a date at least 10 days later by
which Contractor shall cure the failure. If the Contractor fails to cure within the time as may be required by the
notice,the Town may at its option,terminate the Agreement. The Town may terminate this agreement without
cause at any time,effective seven days beyond a termination date stated in a written notice of termination. In the
event of termination,the Contractor shall be compensated for work product and services performed prior to the date
of termination. In no event shall the Contractor be entitled payment for any services performed after the effective
date of termination,and under no circumstances shall the total price exceed the contract price.
Article XV. Governine Law and Jurisdiction: This Agreement shall be governed by the laws of the
Commonwealth of Massachusetts. Any actions arising out of this contract shall be brought in a state or federal court
in the County of Essex,Commonwealth of Massachusetts,which shall have exclusive jurisdiction thereof.
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CERTIFICATIONS
CERTIFICATE OF NON-COLLUSION
The undersigned certifies under penalties of perjury that our bid or proposal has been made and
submitted in good faith and without collusion or fraud with any other person. As used in this
certification, the word "person" shall mean natural person, business, partnership, corporation,
committee, union, club or other organization,entity, or group of individuals.
Signature Date '
Print Name i '"Title Company Name
CERTIFICATE OF TAX COMPLIANCE
Pursuant to Chapter 62C of the Massachusetts General Laws, Section 49A(b), I
authorized signatory for
.Name of individual Name of contracto
do hereby certify under the pains and penalties of perjury that said contractor has complied with
all laws of the Commonwealth of Massachusetts, and the Town of North Andover, relating to
taxes,permit or other fees,reporting of employees and contractors,and withholding and remitting
child support.
Signature Date
CERTIFICATE OF VOTE
At a duly authorized meeting the Board of Directors of the
held on Y. �- �,.._... .it was
VOTED,THAT
(Name) (Officer)
of AWT t _be hereby is authorized to execute contracts and bonds in the
name and on behalf of said , and affix its corporate seal hereto; and
such execution of any contract or obligation in the name of on its
behalf by such officer under seal of shall be valid and binding upon
I hereby certify that I am the clerk of the above named—via i�019
d
that 44is the duly elected officer as above of said
_, and that the above vote has not been amended or rescinded and
remains in full force and effect as the date of this contract.
Date Clerk
ATTACHMENT B-SCOPE OF SERVICES AND ADDITIONAL TERMS AND CONDITIONS:
INTEGRATING MVP AND HAZARD MITIGATION PLANNING
INSTRUCTIONS: In order to ensure that the Municipality and the MVP Provider have a clear understanding of their
respective responsibilities and performance expectations,this attachment shall contain a specific detailed description of
all obligations,responsibilities and additional terms and conditions between the Municipality and the MVP Provider
which do not modify the Contract boilerplate language. Attach additional pages as necessary for any other spec cs. ,
The Town of North Andover(The Town)hereby contracts with The Merrimack Valley Planning Commission(MVPC)
a state certified MVP Provider to complete the Municipal Vulnerability Preparedness(MVP)planning process to
achieve MVP climate community designation and simultaneously prepare a Hazard Mitigation Plan(HMP)in
accordance with FEMA guidelines asp of this scope of work and deliver outputs of the process to EEA and MEMA.
Mwighw are AhelIMP, WT P p1gunling9copoof work.Upon execution
of this contract,the municipality agrees to reimburse the MVP Provider for the tasks associated with this contract. The
Town of North Andover has formed a core team,secured meeting locations,assembled required background
information,and commenced the stakeholder engagement process.
This project will run from the effective date of this contract through June 30,2020,
For more information on the Hazard Mitigation Planning requirements,see:
https://,www.rnass.gov/servi.ce-details/l,ocal-hmrd-initigation-planning
https://Www.fema.gov/media-library/assets/documents/23194
Overall Process:The contract will support the municipality in completing a comprehensive,baseline climate change and
natural hazard vulnerability assessment,development of prioritized actions for dealing with priority hazards using the
Community Resilience Building(CRB,www.communityresiliencebuilding.com)workshop guide,and beginning
broader community outreach to satisfy both the MVP and HMP requirements.Through the program,EEA will provide
the municipality access to newly developed downscaled climate change projections,available on the
www.resilientMA.org website.This data must be incorporated into the planning process and the MVP service provider
is expected to incorporate this data into the planning session through an initial presentation to the workshop and through
inclusion in workshop materials.
Working together as a team,and led by a local project lead,the core team from the municipality,and the MVP provider,
communities will gather available background information on hazards,vulnerabilities and strengths,conduct interviews
with staff and volunteers,and plan two 4-hour workshops or one 8-hour workshop.Communities working through
regional workshops may chose to hold workshops in a slightly different format,but should review their plans with EEA
prior to commencing these workshops.In the workshop approximately 20-60 municipal staff,residents,partners,and
volunteers will work to:
• Understand connections between ongoing community issues,hazards,and local planning and actions in the
municipalities.
• Understand how climate change will exacerbate or lead to new community issues,hazards,and other
challenges the municipality faces.
• Identify and map vulnerabilities and strengths to develop infi-astructure,societal,and natural resource risk
profiles for the municipalities.
• Explore nature-based solutions to build resiliency in the municipality.
• Develop and prioritize actions and clearly delineated next steps for the municipalities,local organizations,
businesses,private citizens,neighborhoods,and community groups.
• Identify opportunities to advance actions that further reduce the impact of hazards and increase resilience
across and within municipalities.
This contract engages state certified MVP provider MVPC to define extreme weather and natural and climate-related
hazards,identify existing and future vulnerabilities and strengths,develop and prioritize actions for the municipality and
broader stakeholder networks,and identify opportunities for the municipality to advance actions to reduce risks and
build resilience. The municipality working with the MVP provider will organize and conduct two 4-hour
workshops or one 8-hour workshop. To meet requirements of both the MVP and HMP processes,the
municipality must hold two public listening sessions that will be open to the entire municipality----one during
production of the draft plan and one to review the draft plan.The final public listening session must be
completed by May 30,2020 to ensure the municipality receives designation and is eligible for MVP Action
Grants.
Responsibilities of the state certified MVP provider MVPC:
1. Support the municipal core team to prepare for the workshop(s):
• Work with the core team to identify and engage stakeholders from the municipality,including but not
limited to municipal officials,business,neighboring communities,private non-profits,and community
residents.Products from the Community Resilience Building workshop guide can be used:
hops;//www.communi , resiliencebuildin com/
• Work with the municipality to hold one public meeting during the production of the plan for
comments to be included in the planning process,to be completed before the draft platy.This public
meeting is in:addition to the public listening session listed in step g below.
• Prepare background materials for the workshop including:
• Basemaps of the municipality with relevant layers identified including important town assets,
past hazards,natural features,roadways and other infrastructure,and any other relevant data
• Summary of climate data and impacts to present to the municipality to help frame the
discussion
• Risk matrices from the www.communityresiliencebuilding.com site
• Background data sets and any information collected from the municipality or staff interviews
relevant to the workshops
• Existing local plans
• Come up with a plan for adequately staffing the workshop to include table facilitators and
scribes at each table(approx. 10 bodies based on size). These roles do not need to be filled by
the consultant and can be filled by skilled volunteers,but a plan for these should be agreed to by
the consultant and municipality.Table facilitators should be familiar with the workshop process
and be able to explain any mapping products or handouts provided to breakout groups.
2. Characterize hazards:
• The MVP provider will describe the past,current and future hazards in terms of impact location
within the jurisdicton,using resilientMA Climate Change Clearinghouse,the State Hazard Mitigation
and Climate Adaption Plan,and other best available data,reports,and technical documents..Each
hazard will need to document the likely extent(a scale or measure of magintude)and probability of
future occurance
• The MVP Provider will create a map of areas affected by multiple natural hazards for the To City.
This map will be used at the workshops and incorporated into the final deliverables. Providers may
choose to create a series of maps showing each hazard or impact separately.A set ofhazard snaps will
b inoluded within the ,and GIS files will be made available to the°To City for integration
whk their other community:plan .
3. Identify community vulnerabilities and strengths,and how these intersect with known hazards in
the community:
• Identify infrastructure and critical facilities vulnerabilities and strengths:The provider may consider
using FEMA's HAZUS-MH or a GIS map analysis to delineate those critical facilities that are located
within mapped hazard areas.Critical facilities could include but are not limited to:
■ Roads,bridges,and dams
■ City or town owned buildings or offices
■ Water and wastewater treatment plants
■ Sewage pumping stations
• Schools and emergency shelters
■ Hospitals and critical care facilities
• Identify societal vulnerabilities and strengths,including but not limited to:
■ Youth or elderly populations
• Low to no income populations
■ Communities of color
■ Communities with limited English proficiency
■ People with disabilities
■ Cases of medical illness
• Identify land use and environmental vulnerabilities and strengths,including:
■ Land use maps that depict the location of developed land uses,delineated by categories
based on use(e. .residential,commercial,industrial,institutional,other public use,etc.)and
intersections with known hazards.
■ Anticipated future land use areas and intersections with known hazards.
■ Natural resources areas
■ Developmeatrends
• Repetitive flood lass structures and structures which have incurred substantial damage,if they
exist,as defined by F MA (the community will need to request this data from D R's Flood
Hazard Manager ent Program o letterhead)
• Identify vulnerabilities in other sectors as chosen by the community
4 :assess and sum morize.vulnerabilities:
The MVP provider will take all the hazards identified in Section 2 and complete a vulnerability
assessment that includes:
• The risk assessment should include a description of each identified hazards impact on the
comaatunity as, vell ns on overall summary.of the comunity's vulneirability forsch jurisdiction
• The types and numbers ofbuildin (including NFIP'losses) infrastructure,and critical facilities
located in the hazard areas
Documentition.ofthe communities'.current capabilities to mitigate and adapt to the identified
vulnerabilities;providers are recommendedto use the FEMA Capability Assessment Worksh:eet
(atta hcd)u
• Evaluation'Of he capabilities and if y need imp women :develo amens ii recoananen ed
actions
A review and documentation.ofthe communities'continued uorapjiance with the NFIR
5. Determine the highest priority hazards within the municipality.
6. Identify and prioritize community actions:
• Begin by summarizing overall goals the community identified at the Workshop in goal statements that
reduce or eliminate long term vulnerabilty to identified hazards and climate change. Please note that
MVP Action Grants,available through EEA prioritize nature-based solutions. Municipalities are
encouraged to explore these types of strategies which include low-impact design,green infrastructure,
land conservation,and other techniques.
7. Determine the overall priority actions:
• Identify actions and how they will be administerd(including responsible party,time frame for
completion,possible funding source,etc.
• Use a prioritization process that will define urgency,cost and benifet and timing of the action
• Identify process for monitoring,updating,and evaluating the plan/final report,including the process
for continued public eng ement
x
8. Move forward:
• Ensure the municipality is on track to hold a public listening session by May 30,2020. As time
and budget allows,help the municipality run this session.
• As time allows,make a next steps list for the municipality to ensure they can maintain their MVP
designation year over year.
9. Put i all to et er
e# y do t y p s det3 p
to x it x .
• Be sure to clearly document these planning steps,participants,and when the public was involved in
the MVP process.
• Generate final workshop products and combined MVP/HMP report(described in detail below)
10. Review and approval:
• I „ ; ln*,,,totVMA Mjfi&SjWj@MNH&ft and to the MVP Portal
on the uesilien A coin Climate Change learino,
Upon successful completion of the above steps,including conducting at least 1 public session,municipalities will
be designated as a"Municipal Vulnerability Preparedness Program Climate Community,"or"MVP Climate
Community"which may lead to increased standing in future funding opportunities and follow-on opportunities.
MI MA AND FEMA are responsible for reviewing and approving Hazard Mitigation plans.
All workshop outputs and background materials must be compiled into an easily accessible Community Resilience
Building final report/Hazard Mitigation Plan,based on a template provided by the state below.Municipalities may build
on the template provided below,but must include the items in the template at a minimum to satisfy the requirements of
the grant.Derivatives from the report can be used by the municipality following this initial phase of the process to
inform existing planning processes,capital budgeting,and grant applications.
As an immediate next step following the workshop(s),each community must complete at least one public listening
session with the whole community invited and should have a clearly articulated list of priority next steps and actions
and how to implement these.
General guidelines for(40 min)MVP public listening sessions include:
• Schedule and post listening session using best practices or requirements for posting public meetings in the
municipality
• Ensure listening session is open to the public in a central,easily accessible location in the municipality
(city/town hall,public library,community center,etc.)
• Ensure that the core team is present and ideally elected officials
• Provide a speaker(s)to present an overview of the Summary of Findings Report
o Speaker(s)should be from the core team members and/or elected official(s)
a Service provider for the respective municipality should not be the principle speaker(s)
• Speaker(s)to review purpose,intent,objectives,and outcomes of workshop process
• Provide a question and answer period for members of the concerned public
• Core team member(s)and/or service provider(s)respectfully listen and record responses from public
® Provide clarification about Findings
• Provide opportunity for members of the concerned public to contribute in writing further input at the listening
session
• Provide web link to Summary of Findings report at the listening session
Acceptable alternative formats include:
• A public listening session can take place at a selectmen meeting only if they are open and promoted for public
attendance,with similar allotment of time(40 min)for the MVP listening session portion
` 1public ee`ng be.held it the prig action€f the plan.
Maintaining Designation:To maintain the designation as an MVP community year over year the municipality must
provide the Commonwealth with a yearly progress report outlining the steps they have taken towards implementing
their priority actions signed by a local official. Steps may include applying for grant funding,working to implement
local changes to policies or bylaws,updating existing local plans using the outcomes of the workshop,completing more
detailed vulnerability assessments,etc.A progress report template will be provided to the municipality to help them
complete this requirement.A full update to this process would be required every 5 years to maintain FEMA HMP
Approval.
Municipal Staff Commitment:The municipality must provide sufficient staff time(estimated at 120-200 hours)to
assure completion of this planning exercise and community engagement. Staff time provided by the municipality will
include the following activities:
• Complete a contract with the Commonwealth and maintain all necessary reports and paperwork;
• Procure a state certified MVP provider;
• Establish a core team(or steering committee)within the municipality or region to steer the project;
• Help identify and complete outreach to critical stakeholders,partners and town officials who will be involved
in the workshops;
• Help coordinate,schedule,send invitations and attend planning meetings and workshop(s);
• Conduct significant outreach in the community to ensure good attendance at the workshop(s)and public
listening session(s);
• Help coordinate staff interviews with key experts,such as emergency response and the department of public
works,to collect information prior to the workshop(s);
• Help the MVP provider find relevant data and other information useful to conducting the planning exercise;
• Provide access to relevant planning documents,budget information,and other information as needed;
• In concert with the MVP provider,complete and send 3 progress reports to EEA with information on progress
and contract spending to date.The final CRB report will be counted as the final progress report,but must be
accompanied by a final invoice showing all spending to date;
• With consultant support as budget allows,complete at least 1 public listening session to engage the broader
public in a discussion of the workshop results and completed plan;and,
• Commit to working to continue municipal outreach and engagement,use the completed plan to inform existing
planning and project activities,and secure additional data and information needed to improve the plan.
Reporting&Final Deliverable: In concert with the MVP provider,the municipality is required to provide EEA with
quarterly reporting,including information on spending,and the completed CRB/HMP report which will result from the
process.Quarterly reports are simple summaries(1-3 pages)of work that was been accomplished to date towards MVP
certification,including status of scheduling and completion of workshop(s)and listening session(s).Municipalities shall
provide a Summary of Findings Report(final CRB report),a list of workshop participants,contact information for the
project lead and core team,a completed Risk Matrix in excel format,documentation of at least one public listening
session,and a final invoice as deliverables for completion of the Community Resilience Building(CRB)process.The
following is an annotated template for the CRB Workshop(s)Summary of Findings report.Through this process,the
municipality should create one Summary of Findings Report that meets both MVP and MEMA/FEMA
requirements for a Hazard Mitigation Plan.It should adhere to the layout,sections(bold),and associated details
provided herein.This will increase reporting consistency which will in turn will accelerate the exchange and transfer
of knowledge within and amongst municipalities,regions,and ultimately,across the Commonwealth.To assist,further
examples of completed CRB Summary of Findings reports can be reviewed and downloaded for reference on the
Community Resilience Building website www.co m ityresiliencebuildW".omr)or on the MVP website at
btips://www.mass,aov/info-details/municipal-vulnerabilt-DreDaredneSS-MVD-Droaram-planning-reports. Failure to
submit all project deliverables by the contract end data will prohibit the municipality from being eligible for
future EEA grants.
The satisfactory documentation of at least once completed public listening session,and submittal of the MVP report,
and associated materials described above,are the trigger for the MVP designation that entitles each municipality to
partcipate in the MVP Action Grant to fund priorities identified through the planning process as well as to receive
advanced standing in EEA grant programs.Thew.dA,vo 1i 'd I gaWl o'saim,a,completed ELM atHizard.M..
dAw H WN,,0 airrew i
4 0,
Materials:All materials,software,maps,reports,and other products produced through the grant program shall be
considered in the public domain and thus available at the cost of production. All materials created through this
opportunity and as a result of this award should credit the Executive Office of Energy and Environmental Affairs
Municipal Vulnerability Preparedness(MVP)program.
Sample MVPIHMP Report Template:
SUMMARY OF FINDINGS TEMPLATE GUIDANCE
Cover Page:
(List Municipalities Covered by Summary of Findings)
[insert descriptive community photos and or logos(as appropriate))
{insert-Community Resilience Building Workshop Summary of Findings—below photo/logos)
(insert Month&Year report completed)
Overview:
{insert following at top of page)
(List Municipalities Engaged in CRB Workshop(s))
Community Resilience Building Workshop
Summary of Findings
Text(refer to Step A in CRB Guide): Summarize the need for Workshop from community perspective and the path
taken to arrive at Workshop(s).Discuss partnerships critical to enabling Workshop(s)and define"community"engaged
in process(i.e.,single or multiple municipalities—which ones?Other significant organizations as core partners).
Reference the use of the CRB process(www.communityresiliencebuilding.org)an &oiznd,moeting
nna
{insert the following text within this"Overview"section)
The Workshop's central objectives were to:
• Define top local natural and climate-related hazards of concern;
• Identify existing and future strengthen and vulnerabilities;
• Develop prioritized actions for the Community;
• Identify immediate opportunities to collaboratively advance actions to increase resilience.
Top Hazards and Vulnerable Areas:
Text(refer to Step B&C in CRB Guide and triggering questions page 26):Include summary of the discussions on top
hazards that have had and will have impacts on the community(past,current,future).Define Top Hazards.
Top Hazards
(insert bulleted list of top hazards identified by community)
Areas of Concern
(insert categories followed by specific locations and other assets—confirm place names)
(examples of categories:Neighborhoods,Ecosystems,Transportation,Infrastructure,Critical Facilities,etc.)
Current Concerns and Challenges Presented by Hazards and Climate Change:
Text(refer to Step C in CRB Guide and triggering questions page 26):Provide brief history on all of the natural hazards
that have impacted the community and what those impacts were/are(i.e.,long period of elevated heat,flooded
intersections,impact of multiple hazards,etc.).Include reflection on the general concerns expressed by the Workshop
participants on hazards today and in the future(5, 10,25 yrs.or more).
Provide information on the types of climate change impacts the community expects to see in the future.
Include land use maps that depict the location of developed land uses,delineated by categories based on use(e.g.
residential,commercial,industrial, institutional,other public use,etc.)and how it intersects with known hazards.
Identify anticipated future land use areas and how they intersect with known hazards.
Specific Categories of Concerns and Challenges
Text:Insert paragraph or more for each major categories of concern for the community—as expressed by the
participants.These often include emergency management capacity,vulnerability of road networks,inadequate
community-wide communications and collaboration,critical infrastructure limitations(wastewater systems,energy),
degraded floodplains and wetlands,and drinking water supply.These specific categories of concerns and challenges
become the principle focal points highlighted in the following sections of the Summary of Findings.
Current Strengths and Assets:
Text(refer to Step C of CRB Guide and triggering questions page 26): Provide brief overview paragraph or two on the
current strengths of the community as expressed by the participants.
(insert bullet statements(1-2 sentences)of current strengths.For example:"The responsive and committed leadership
exhibited by elected officials and senior staff was viewed as a current strength.Ongoing collaboration and support
amongst leadership and staff will help to advance comprehensive,cost-effective approaches to resilience as identified in
this Summary of Findings".)
Top Recommendations and Strategies to Improve Resilience:
Text(refer to Step D of CRB Guide):Provide brief overview paragraph or two on the top recommendations for the
community as expressed by the participants. Include a list of prioritized hazard mitigation projects that best meet the
communities'needs for multiple hazard damage reduction.
(insert bulleted of priority actions from Risk Matrix organized in sequential order first by"Highest Priority"then
"Moderate Priority"and finally,"Lower Priority".Prioritized actions can be inserted directly from final Risk Matrix for
the community.)
CRB Workshop Participants: Department/Commission/Representative:
(insert list of invited and participating entities.Place asterisks next to"attendees".)
{include
I
overall summ of the pl nine process}
Citation:
(insert citation for Summary of Findings Report—this provides way to reference report for future plans and funding
opportunities.Example:
(Insert name of municipality or persons responsible) (2017)Community Resilience Building Workshop Summary of
Findings. (insert core team partnerships). (insert municipality),Massachusetts.
CRB Workshop Project Team: Organization,Name,Role:
(Example:Town of XXXX, Susan Smith,Core Team Member.Other roles can include:Lead Facilitator,Project
Coordinator,Project Sponsor,Facilitator)
Acknowledgements:
(insert recognition of leadership and core team members by name and affiliation.Recognize entity that provided facility
and meals/refreshments. In addition,provide recognition of funding sources utilized to advance the Workshop as well as
the CRB process itself.)
Appendix:
(insert in subsequent pages of the Appendix the following items as available:Base Map(s)used for participatory
mapping exercise(Step C and D of CRB Guide),Participatory Mapping Map(s)(outputs from Step C and D),
supporting risk maps(FEMA flood maps,etc.)used during workshop,supporting hazard information from the state
plan,Resilenta.org,etc.which was used in the risk assessment process,and powerpoint presentations or handouts
used by participants.)
Project task descriptions,deliverables,and due dates for the Multi-Hazards Mitigation Plan Update as provided
by MVPC and outlined in the Town of North Andover's Municipal Vulnerability application to the
Commonwealth:
Project Task Description Deliverables Deliverable Due Date
Task 1:Additional pre-workshop planning for
Hazard Mitigation including survey,stakeholder
interviews and additional GIS support for map Survey and Interview Summaries
presentation materials February 2020
Task 2:Additional Workshop Scope to incorporate Workshop Matrices
Hazard Mitigation
March/A ri12020
Task 3:Update of Plan including updated hazard
identification,vulnerability assessment&critical Updated Draft Plan for Review May 2020
area mapping&assessment of mitigation strategies
Task 4:Local input(listening session)and adoption
process/final Hazard Mitigation Plan update Additional input and comments to be June 2020
submittal incorporated into plan/Final Plan