Agenda Item: 8
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: August 26, 2025
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH JACOB GREEN
AND ASSOCIATES TO UPDATE THE LOCAL HAZARD
MITIGATION PLAN
DEPARTMENT: City Manager's Office
PRESENTER: Masis Hagobian
RECOMMENDED ACTION
City Council:
1. Award a contract to Jacob Green and Associates to update the Local Hazard Mitigation Plan for a total contract amount not to exceed $84,900.
2. Appropriate one-time funds in the amount of $84,900 from the General Fund (Fund 100) to Expenditure Account 1001105-516102 and increase the General Fund (Fund 100) FEMA Grant Revenue Account 100-445101 by $63,675.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
A Local Hazard Mitigation Plan (LHMP) identifies hazards within a municipality’s jurisdictional area and outlines a long-term strategy to reduce or eliminate risk to human life, property, and public infrastructure from future natural or human-caused disasters. To ensure the plan is relevant and effective, the Federal Emergency Management Agency (FEMA) requires the plan to be updated every five years. The City of Santa Clarita’s (City) current LHMP is due to expire in November 2026.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms to update the City’s LHMP, in accordance with federal regulations and to ensure continued eligibility for federal mitigation and recovery funding. As the LHMP update process typically includes multiple assessments, extensive public outreach, and stakeholder engagement, the
process in updating a LHMP must be initiated well in advance to allow adequate time for plan development, public engagement, interagency coordination, and California Office of Emergency Services (CalOES) and FEMA review and approval.
The RFP was published and circulated via the City’s e-procurement system, BidNet, on December 12, 2024. The City transmitted the solicitation to 1,884 vendors on BidNet, of which 63 vendors downloaded the RFP. Eight companies submitted proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel comprised of City staff from the City Manager’s Office, Planning division, and Special Districts division scored the responses using the following categories of weighted criteria:
• Contractor Qualifications, Plan of Study/Scope of Work, Program Management (25%); • Experience on similar projects (25%);
• Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards (35%); and
• Cost of services provided (15%).
The evaluation team scored the responses based on a 100-point system and the vendors with the top three scores were invited for interviews with the evaluation team. The evaluation team scored the interviews based on a 25-point system, with the results added to their original scores, outlined below:
Rank Company Location Score 1 Jacob Green and Associates Tustin, California 117 2 Witt O’Brien’s LLC Houston, Texas 113
3 IEM International, Inc. Raleigh, North Carolina 112
Following the interviews, the evaluation panel recommends Jacob Green and Associates (JGA) to update the City’s LHMP. JGA demonstrated extensive knowledge for local and regional hazards. Additionally, the firm has robust experience in updating and obtaining federal certification of LHMPs for other Southern California municipalities. The JGA team consists of professionals from local government, public safety, and emergency operations sectors, with significant experience working with CalOES and FEMA. JGA has recently completed hazard mitigation plans for the cities of West Hollywood, Rialto, Lake Forest, and Montebello.
Although the three proposals were comparable in total proposed costs, JGA offered the lowest cost among the top three proposals.
Partial funding for the project is being provided through FEMA’s Hazard Mitigation Grant Program (HMGP) under Disaster DR-4683: California Severe Winter Storms, Flooding, Landslides, and Mudslides, which reimburses 75 percent of eligible costs and requires a 25 percent local match. JGA’s proposal includes a total project cost of $84,900. Funding from the FEMA grant will cover 75 percent of the total project cost or $63,675. The remaining total project cost of $21,225 will be funded by the City’s General Fund.
X
ALTERNATIVE ACTION
Other action, as directed by the City Council.
FISCAL IMPACT
Upon approval of the recommended actions, adequate funds will be available in expenditure accounts 1001105-516102 to support the recommended contract and project administrative costs, and will increase FEMA Grant Revenue Account (100-445101) by $63,675.
ATTACHMENTS
JGA Propsal