City Council
Report
City Council Meeting: September 9, 2025
Agenda Item: 4.D
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To: Mayor and City Council
From: Matthew Hallock, Fire Chief, Fire Department
Subject: Award RFP#451 to Emergency Management Consulting Solutions, LLC to Manage Regional Training Group on Behalf of Los Angeles Area Fire Chiefs Association
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP# 451 to Emergency Management Consulting Solutions, LLC for a management consultant to assume the Executive Director position of the Regional Training Group on behalf of the Los Angeles Area Fire Chiefs Association; and
3. Authorize the City Manager to negotiate and execute an agreement with Emergency Management Consulting Solutions, LLC, in an amount not to exceed $250,000 for one year, with four additional one-year renewal options, for a total amount not to exceed $1,410,000 over a five-year period (including a $160,000 contingency), with future year funding contingent on Council budget approval and grant fund availability.
Summary
The Los Angeles Area Fire Chiefs Association (“LAAFCA”), which comprises the 29 fire departments and agencies in the Los Angeles region, established the Regional Training Group (“RTG”) to address the training needs for the region. The Executive Director position is designed to provide direction and leadership for the execution and achievement of the RTG strategic plan and to ensure that long-term regional training needs are met. The Santa Monica Fire Department (SMFD), on behalf of LAAFCA, initiated the competitive bidding process to select a management consultant to assume 2 of 5
the Executive Director position. Staff recommends that the Council award a five-year agreement to Emergency Management Consulting Solutions, LLC with a not to exceed amount of $1,410,000.
Discussion
The RTG is currently staffed by an Intelligence Chief, six Regional Training Officers (sworn and non-sworn), and a Planning Coordinator. This group oversees the implementation of the RTG Strategic Plan, along with six regional training centers and three satellite training centers that support the plan’s goals and objectives. Moving forward, the governance structure, staffing, and number of training sites may be modified to meet equitable training needs amongst all 29 fire departments within the region.
The Executive Director will oversee the RTG and be heavily involved in critical decisions that best serve the interests of the region while making recommendations of best management practices as they relate to organizational structure, work expectations of staff assigned to the RTG, performance benchmarks, and equity of training to all paid professional firefighters within the region. Major responsibilities for the new Executive Director position include:
• Oversee and manage the RTG staff
• Provide administrative support to the LAAFCA Executive Board and its member agencies
• Maintain communication and collaboration with the training coordinators of the regional and satellite training centers
• Anticipate future trends and challenges, providing a roadmap that keeps the RTG on course and also plans for growth and sustainability while developing and leading the RTG strategy within the broad context of the strategic plan • Develop short- and long-term strategies that align with the RTG’s mission and vision while providing clear direction to RTG members
• Guide the RTG in responding to emerging issues, trends, and significant developments in fire service training
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• Advocate for the LAAFCA regional training program with Federal, State, and local officials, labor groups, institutions of higher learning, and private industry to continually enhance regional training
• Provide financial and operational oversight that guides the RTG through the complexities of fiscal grant management and operational excellence while overseeing the RTG’s budget
SMFD is a member agency of LAAFCA and its Fire Chief currently serves as the Treasurer of the LAAFCA Executive Board.
Vendor Selection
Bidder Recommendation
Best Bidder Emergency Management Consulting Solutions, LLC Evaluation Criteria
(include all that apply)
Expertise/technical competence; cost; stability/references; value add/breadth of service
Municipal Code SMMC 2.24.190
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
06/06/2025 City's Online
Bidding Site
Santa Monica Daily Press 26 06/06/2025
Best Bidder Justification
Of the 26 vendor downloads, there were 2 no bids and 1 submission. The selected vendor is the best qualified firm given their extensive background, cost, references, and familiarity/experience with LAAFCA. This was also a unanimous selection from Fire Chief’s and subject matter experts throughout the region, with representatives from Los Angeles County, Long Beach, Alhambra, La Verne, San Marino, and Santa Monica.
In addition to the City’s public solicitation, extensive outreach was done via email to the 29 Fire Chief’s in the region to assure as many potential bidders were contacted.
Submittals Received
Emergency Management Consulting
Solutions, LLC Conduit Consulting, LLC CS-amsco
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After a competitive request for proposal process, Emergency Management Consulting Solutions, LLC was selected as the best qualified firm. Staff recommends that the City Council authorize the City Manager to negotiate and execute an agreement with an initial one-year term and four one-year renewal options so that the agreement aligns with current grant funding. The proposed contract value for the initial year is $250,000, and the total five-year not to exceed amount is $1,410,000, which includes a contingency. This contract is grant-funded and will only continue as long as grant funds remain available. The first year will be funded from the 2024 Urban Area Security Initiative (UASI) grant. Staff recommends this approach given the current uncertainty surrounding federal grant funds.
Environmental Review
The award of the agreement is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment”. The agreement for an Executive Director position is administrative in nature and therefore, it can be seen with certainty that the agreement is exempt from CEQA.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Miscellaneous Grants Fund to award an agreement with Emergency Management Consulting Services, LLC to assume the Executive Directorship of the Los Angeles Area Regional Chiefs Association.
Agreement Request
Grant
FY 2025-26
Request
Amount
Amount for
Future Years
FY 2025-26 Budget
Account #
Total Contract
Amount
2024 UASI
(Year 1) $250,000 - 20190001.55518i $250,000
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Grant
Contingency - $160,000 Pending Grant Award $160,000
Grant Funds
(Years 2-5) - $1,000,000 Pending Grant Award $1,000,000 Total Agreement Amount $1,410,000
Future year funding is contingent on Council budget approval and SMFD being awarded grant funds.
Prepared By: Jonathan Tang, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. EMCS Levine Act
B. EMCS Living Wage
C. EMCS Oaks