1. Phase 1 - Project Administration - Develop and implement project management, communication, decision-making, and work product/approval process and procedures a. Task 1 - Project Kick-Off Meeting - The consultant will prepare and facilitate a project kickoff meeting to clarify the project goals and objectives, draft the work plan and schedule, identify lines of communication and decision-making, introduce their team, and address other logistical and administrative issues, including document access, storage, and management. The consultant will also issue an information request list in advance. Existing data sources will be discussed at the kick-off meeting, and additional data will be requested as needed. b. Task 2 - The consultant will maintain regular communication with EMD through email, telephone, and an update/coordination method such as regularly scheduled conference calls that will be discussed and determined at the kick off meeting. c. Task 3 - The consultant will establish a quality control process for the review of, draft, and final deliverables to ensure consistency and a high level of quality. This may be an internal function, a peer review process, or a combination of both. d. Task 4 - The consultant will provide updates on the schedule of deliverables and submit invoices accordingly. e. Task 5 - Meet with EMD staff to determine the goals, objectives, and scope of each section, including annexes and appendices. f. Deliverables: ● Work plan and schedule, including a Gantt chart ● Agendas and minutes for meetings conducted throughout the project ● Documented quality control procedures 2. Phase 2 - Document review, collection, and background. Identify relevant information available on the shared drive, including Standard Operating Procedures (SOPs), and review information from all Emergency Operations Organization (EOO) department participants: Police, Fire, Airports, Building and Safety, the City Administrative Officer, Emergency Management, General Services, Harbor, Information Technology Agency, Personnel, Recreation and Parks, Transportation, Water and Power departments, a Public Works Commissioner, and the Chief Legislative Analyst, and others as designated by EMD. Once reviewed, develop a table of contents. a. Task 1 - Review annexes and documents in the City of Los Angeles EMD Shared Drive (R drive), including previous procedure manuals, to establish a base outline. b. Task 2 - Review the outline and proposed table of contents with EMD to determine the feasibility of the outline. c. Task 3 - Identify any barriers to complete the work in a timely and efficient manner d. Review other major city and county Procedures manuals or equivalent for best practices. (At least three to be approved by) e. Deliverables: ● Finished table of contents, including questions on each section that will be asked of the EMD staff ● Updated work plan and schedule ● Summary of reviewed R Drive documents and analysis of content ● List of topic areas and questions for EMD and outside departments to consider prior to informational interviews ● Create a document that outlines the best practices found in other department's Procedures Manual. 3. Phase 3 - Informational interviews and discussions with EMD staff. EMD staff should be presented with questions about the procedures that aren’t already written down in previous versions of the manual. Here, new guidelines will be written and codified. Various department Emergency Management Coordinator (EMCs) must be brought in to provide information on areas they are primarily responsible for. a. Task 1 - Contractor will coordinate with EMD to create a comprehensive list of staff members from EMD and other departments that need to be interviewed for this review process. b. Task 2 - Contractor will conduct interviews with EMD staff and other departments, taking notes of procedures that need to be amended, updated, or created for the guide. c. Task 3 - Contractor will use the information gathered from the interviews to update the planned guidelines and table of contents. d. Task 4 - Contractor will use the information gathered from the interviews to update EOC Organizational Charts e. Deliverables: ● A schedule of interviewees and a tracking document ● Summary and records of every interview conducted ● A list of alterations and additions to be made based on the suggested changes ● A revised table of contents and outline of the guide’s standard structure ● New EOC Organizational Charts (Entire EOC and specific sections) ○ Editable format
