Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: EMERGENCY AND HEALTH SERVICES MANAGER
DATE: JANUARY 10, 2023
SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR LOCAL HAZARD MITIGATION
PLAN PREPARATION SERVICES WITH FOSTER MORRISON CONSULTING LTD.
FISCAL
IMPACT: EXPENSE: $71,645
BUDGETED: $90,000 (799203-6770)
SUMMARY:
Local Hazard Mitigation planning is the process of assessing vulnerabilities, measuring risk, identifying strategies for risk reduction, and assigning responsible parties to carry out appropriate action. This initiative involves a comprehensive study of all hazards that could impact a given municipality including natural, human -caused, and technological hazards. The planning process requires a number of stakeholders, including members of the public, coming together in a collaborative effort to attain a common objective of managing disaster -related risk.
A Local Hazard Mitigation Plan (LHMP) is the output of this planning process and serves as a local municipality's long-term roadmap for community resiliency. Local municipalities are responsible to prepare, maintain, update, and adopt a LHMP, upon review by the Governor's Office of Emergency Services (Cal OES) and approval from the Federal Emergency Management Agency (FEMA). Additionally, the Federal Disaster Mitigation Act of 2000 requires a community to have an approved LHMP in order to be eligible to apply for and receive FEMA hazard mitigation funds. Once a LHMP is adopted, FEMA requires that the LHMP be updated every five years.
The comprehensive development of the City's LHMP will not only ensure that the City is eligible to receive FEMA hazard mitigation funds, but also will guide the City towards building a safer, more sustainable community.
RECOMMENDATION
Staff recommends that the City Council:
1. Approve the Professional Services Agreement with Foster Morrison Consulting, Ltd. in the not -to -exceed amount of $71,645 to prepare a comprehensive Local Hazard Mitigation Plan for the City of Placentia; and
1.d.
Jan 10, 2023
City Council Agenda
January 10, 2023
2 Authorize the City Manager to execute the agreement in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
This item is consistent with the City Council approved 5 -Year Strategic Goal #2 to Ensure That Public Safety Continues to be a High Priority under Objective #2.3, which is to maintain operational readiness and provide full -services during a disaster.
DISCUSSION:
The purpose of developing a City LHMP is to promote sound public policy designed to protect residents, critical facilities, infrastructure, private property, and the environment from various hazards. As outlined in the LHMP, this is achieved by increasing public awareness, documenting the resources for risk reduction and loss prevention, and identifying activities that will further improve the community's resiliency.
In June 2022, Staff issued a Request for Proposals (RFP), shown in Attachment "1, to identify the most qualified firm to provide LHMP preparation services for the City. In response to the RFP, ten proposals were received. Copies of the proposals are on file with the City Clerk's Office.
Rank
1 2
3 4
5 6
7 8
9 10
Firm Proposed Cost
Foster Morrison Consulting Ltd. (Recommended) $71,645
Emergency Planning Consultants $50,000
Interwest Consulting Group $70,000
Tetra Tech $96,428
De Novo Planning $81,850
Jacob Green & Associates $94,770
Integrated Solutions Consulting $61,441
General Tech and Solutions $29,500 i
The Resiliency Initiative $77,500 1
Task Force 7 $90,408
The proposals were evaluated and independently ranked by an RFP Evaluation Team based upon the following five criteria: (1) Overall Approach to Project; (2) Capabilities of the Team, Knowledge and Experience; (3) Project Understanding and Approach; and (4) Resource Allocation to the Project.
Based on the initial evaluation, three firms (Emergency Planning Consultants, Interwest Consulting Group and Foster Morrison Consulting, Ltd.) were invited to interview with the City.
Prior to the interview process, client references were verified. Upon completion of the interview process, Foster Morrison Consulting, Ltd. (Foster Morrison) ranked highest and is therefore being recommended for the contract award based upon the following factors:
City Council Agenda
January 10, 2023
• Meet Citv's Needs: Foster Morrison demonstrates flexibility and is capable of effectively adjusting the project's schedule to meet the City's needs. • Experience: The Foster Morrison team has extensive experience working Title 44 of the Code of Federal Regulations, as amended by the Disaster Mitigation Act of 2000.
Additionally, the Foster Morrison team members include experienced Hazard Mitigation professionals who have worked together throughout the State of California and as such are very familiar with hazards and risks.
• Working Relationships: Foster Morrison team members have served as trainers for Cal OES California Specialized Training Institute Mitigation for Emergency Managers course.
In these positions, team members have built excellent working relationships with FEMA and Cal OES state and have unique insight into the plan and project approval process.
Foster Morrison is an independent consulting firm that focuses on Emergency Management and Hazard Mitigation Planning. Its primary consultant, who will be the City's designated project manager, has more than 19 years of experience serving the needs of cities, public agencies, and organizations throughout California. Their team of highly qualified professionals have extensive experience working with local, regional, state, federal, and international governments to prepare for, respond to, recover from, and mitigate against natural and manmade hazards.
Staff recommends that the City Council approve the Professional Services Agreement with Foster Morrison Consulting, Ltd. (Attachment "2") in the not -to -exceed amount of $71,645 to prepare a comprehensive Local Hazard Mitigation Plan for the City of Placentia. The project is scheduled to start in January 2023 and conclude by Spring 2024.
ALTERNATIVES CONSIDERED
1. One alternative to the recommended action is to select a different firm that responded to the RFP and negotiate a contract with that firm. Staff does not recommend this alternative since Staff believes it is in the best interest of the City to contract with Foster Morrison Consulting, Ltd. due to their level of expertise, strong familiarity with Cal OES, and ability to effectively meet the City's timeline.
2. The second alternative is to reject all proposals and rebid the RFP. Staff believes that re - advertising and rebidding the project will not result in a more qualified firm than Foster Morrison Consulting, Ltd. with a fair and competitive cost to prepare a comprehensive Local Hazard Mitigation Plan.
FISCAL IMPACT:
The proposed contract not -to -exceed amount to provide services for this project totals $71,645.
A total of $90,000 has been budgeted in the FY 2022-23 Budget for these services.
City Council Agenda
January 10, 2023
Prepared by:
P
E w •ency a Health Services Manager
Reviewed and approved:
Jennifer Lamp man
Finance Director
Reviewed and approved:
anna Rami ez
Deputy City Administrator
Reviewed and approved:
D`n ren•R-Arrula
City Administrator
Attachments:
1. RFP for Professional Consulting Services - Local Hazard Mitigation Plan Project
2. Professional Services Agreement between City of Placentia and Foster Morrison Consulting, Ltd.