CITY OF ROLLING HILLS
Request for Proposals
For
Local Hazard Mitigation Plan Update
Release Date: January 30, 2015
Due Date: March 2, 2015
City of Rolling Hills
2 Portuguese Bend Road
Rolling Hills, California 90274
www.rolling-hills.org
1.
BACKGROUND
On November 22, 2004 the Rolling Hills City Council adopted a Natural Hazard
Mitigation Plan, (NHMP) and re-adopted the Plan on September 10, 2007. Under
Federal law (cite DMA of 2000), local jurisdictions are required to update an adopted
NHMP every five years.
A copy of the City’s current Natural Hazard Mitigation Plan is available at the City Hall
from City Clerk Heidi Luce who may be reached at (310) 377-1521 or on the City’s
website at www.rolling-hills.org. For the purposes of this update, the plan shall be
referred to as the “Local Hazard Mitigation Plan”.
The purpose of the Local Hazard Mitigation Plan (“The Plan”, or LHMP) is to identify the
potential hazards associated with fire, geological activity, flooding, and any
combinations thereof. The Plan should also identify existing manmade structures that
might be vulnerable during these types of emergency conditions and dangers that might
result from poor emergency service delivery, difficult access, and lack of public
preparedness or information. (See Government Code § 65302(g).) The Plan also
provides a set of action items that, if implemented, can help reduce the risk from natural
and manmade hazards. This would be accomplished through education and outreach
programs, the development of partnerships, and implementing preventive activities.
About the City
The City of Rolling Hills is located near the coast in Los Angeles County, and offers the
benefits of living in a Mediterranean type of climate. The 3 square mile City,
incorporated in 1957, is an entirely residential private gated community with a
population of 1,841. The City is characterized by the unique and attractive landscape
that makes the area so popular. However, the potential impacts of natural hazards
associated with the terrain make the environment and population vulnerable to natural
disasters.
The City is subject to earthquakes, windstorms, wildfires, and land movement. It is
impossible to predict exactly when these disasters will occur, or the extent to which they
will affect the City. However, with careful planning and collaboration among public
agencies, private sector organizations, and citizens within the community, it is possible
to minimize the losses that can result from these natural disasters.
Of special note is the Flying Triangle Area, which was determined to be in a landslide
area in 1948 when the County of Los Angeles performed soil and geology studies for
potential development below this area. At the time the area was vacant. However, due
to lack of restrictions and building codes, and lack of technology, the County of Los
Angeles allowed this area to be developed. Since incorporation the City adopted the
County of Los Angeles Building Codes and the City of Rolling Hills continued to allow
construction under the Los Angeles County Codes. The Flying Triangle Landslide was
reactivated in 1980, however, after unusually heavy precipitation during the years 1973
City of Rolling Hills RFP – LHMP Update
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to 1983. Subsequently the Flying Triangle was designated a geologically unstable area
and new construction of habitable structures has not since been allowed.
Furthermore, the City of Rolling Hills has been identified as being located in a “Very
High Fire Hazard Severity Zone”. As a result, the City has amended its building and
safety codes to include special requirements such as fire-rated materials for new
construction.
2. SCHEDULE OF EVENTS
The anticipated project timeline is as follows:
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Release of RFP
Proposals are Due
Proposal Evaluation
Consultant Interviews
Consultant Selection by Staff
Contract Execution
Kick-off Meeting
Draft updated Plan
City Review of Draft Plan
Final Draft Plan
Planning Commission Public Hearing
City Council Public Hearing (Adoption)
Adopted NHMP submittal to CalEMA/ FEMA
Revision of NHMP / Resubmittal to CalEMA/FEMA
City Council Public Hearing (Re-adoption)
January 30, 2015
March 2, 2015
March 2 – March 9, 2015
March 16 – 18, 2015
March 23, 2015
April 30, 2015
May 14, 2015
By October 30, 2015
Nov. 3 – Nov 24, 2015
By December 8, 2015
January, 2016
February 2016
February 2016
March 2016
April 2016
3. SCOPE OF WORK
This RFP is intended to cover all labor, tools, equipment, materials, and any supervision
necessary to complete the planning, preparing, and approval process for the
preparation of the Rolling Hills Local Hazard Mitigation Plan Update.
The consultant shall be responsible for updating the Plan, in accordance with the
Disaster Mitigation Act of 2000 and all applicable state and federal law and regulations
and the following specific items:
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Identification (for planning purposes) of any applicable State/Federal law for
updating the Local Hazard Mitigation Plan.
Removal of any outdated or inaccurate material in the current Plan including but
not limited to:
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January, 2015
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o Identification of existing conditions within the City
o Identification of seismic and other geologic hazards, as well as, fire and
flood hazards commonly found in the general area
o Assessment of geologic, seismic, and fire hazard potential in the general
area
o Assessment of levels of acceptable risks to life and property by local
residents
o Identification of major safety hazard issues
o Outline of safety hazard policies that will help reduce the geologic and
natural dangers that threaten the health and safety of the community
o Listing of Safety Hazards Action Programs that are to be implemented to
ensure the attainment of safety hazard policies and to improve the
protection of the residents from destruction and damage of natural and
geologic occurrences
o 100-year flood scenario (if applicable)
o Drainage, water, and sewer data
o Maps and graphics
Coordinate and conduct public outreach meeting(s) to obtain feedback
All maps produced by the selected firm shall be in ArcGIS format and in PDF
format
Prepare all related environmental documentation pursuant to CEQA/NEPA
Conduct necessary research and analysis to prepare a written updated LHMP as
prescribed by FEMA’s Local Mitigation Plan Review Guide and the State Local
Hazard Mitigation Planning Program
Identify, profile, and integrate any new hazards and mitigation measures, both
natural and man-made, that threaten the City
Meetings:
o Conduct public outreach meeting(s) (one minimum) to present findings
and obtain feedback on draft strategies being considered for inclusion in
the updated NHMP;
o Attend and assist in preparation including presentations, Planning
Commission and City Council meeting(s) (minimum one each)
o Attend and assist in preparation, meetings with staff including Hazard
Mitigation Planning Team (minimum of two).
Provide strategy summary for review prior to preparation of the draft updated
LHMP
Prepare draft updated LHMP for City staff review
Submit to CalEMA and FEMA for review
Incorporate revisions requested by City staff, CalEMA and/or FEMA
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January, 2015
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Ensure updated LHMP is in full compliance with all State and Federal guidelines
Assist in preparation of and attend Planning Commission and City Council
presentation(s)
All maps if any, produced by the selected firm shall be in ArcGIS and PDF format
Prepare all related environmental documentation pursuant to CEQA/NEPA
Other related tasks in accordance with FEMA LHMP guidelines
The City will be responsible for assembling a Hazard Mitigation Planning Team
consisting of City personnel, including Los Angeles County Fire Department, Public
Works Building and Safety, City of Rolling Hills Planning, Rolling Hills Community
Association (RHCA), Sheriff’s Department, Utility companies’ staff and volunteer
community members. The consultant will, upon reviewing and identifying prior
assessed natural and man-made hazards that threaten the City, will review such with
the Hazard Mitigation Planning Team and include input from the team, in addition to
Best Management Practices from other communities, for strategies to mitigate these
hazards.
4. PROPOSAL FORMAT GUIDELINES
Interested consultants are to provide the City of Rolling Hills with a thorough proposal
with the following sections included in the bidder’s response:
A. Cover Letter
A brief cover letter should summarize key elements of the proposal. An individual
authorized to bind the consulting firm must sign the letter. The letter must stipulate that
the proposal price will be valid for a period of at least 90 days. Indicate the address and
telephone number of the consultant’s office located nearest to Rolling Hills, California
and the office from which the project will be managed.
B. Background and Project Summary Section
The Background and Project Summary Section should describe the consultant’s
understanding of the City, the work to be done, and the objectives to be accomplished.
Refer to Scope of Work of this RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to
accomplish the Scope of Work of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls
by which the consultant manages projects of the type sought by this RFP, (ii)
methodology for soliciting and documenting views of internal and external
stakeholders, and (iii) any other project management or implementation
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January, 2015
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strategies or techniques that the respondent intends to employ in carrying out the
work.
2) Detailed description of efforts the consultant will undertake to achieve client
satisfaction and to satisfy the requirements of the Scope of Work section.
3) Detailed project schedule, identifying all tasks and deliverables to be performed,
durations for each task, and overall time of completion.
4) Detailed description of specific tasks consultant will require from City staff.
Explain what the respective roles of City staff and consultant’s staff would be to
complete the tasks specified in the Scope of Work.
D. Staffing
Provide a list of individual(s) who will be working on this project and indicate the
functions that each will perform. Include a resume for each designated individual.
Upon award and during the contract period, if the consultant chooses to assign different
personnel to the project, the consultant must submit their names and qualifications
including information listed above to the City for approval before they begin work.
E. Qualifications
The information requested in this section should describe the qualifications of the firm,
key staff, and sub-contractors performing projects within the past five years that are
similar in size and scope to demonstrate competence to perform these services.
Information shall include:
1) Names of key staff that participated on named projects and their specific
responsibilities with respect to this scope of work.
2) A summary of the firm’s demonstrated capability, including length of time that the
firm has provided the services being requested in this RFP.
3) Provide at least three references that received similar services from the firm.
The City of Rolling Hills reserves the right to contact any of the organizations or
individuals listed. Information provided shall include:
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Client name
Project description
Project start and end dates
Client project manager name, telephone number, and e-mail address
F. Compensation
Provide a budget breakdown. Information provided shall include:
1) Itemized person-hours, rates and costs for all required work tasks.
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2) Section on costs for meeting attendance (so that the budget can be later
adjusted to accommodate more or less meetings than anticipated in this RFP).
[Note: This budget will not be binding; the final agreement will be the result of a precise
scope of work and a negotiated compensation amount.]
G. Insurance Requirements
Each proposal must include a certificate of insurance showing:
1) The insurance carrier and its A.M. Best rating
2) Scope of coverage and limits
3) Deductibles and self-insured retention
The purpose of this submittal is to generally assess the adequacy of the proposer’s
insurance coverage during proposal evaluation. Endorsements are not required until
contract award. The City’s insurance requirements are detailed in the attached
standard Contract Services Agreement.
5. PROPOSAL SUBMITTAL
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Content of Proposal
The proposal must be submitted using the format as indicated in the Proposal
Format Guidelines.
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Number of Proposals
Submit five (5) hard copies plus one CD copy of the proposal in sufficient detail
to allow for thorough evaluation and comparative analysis.
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Submission of Proposals
Complete written proposals must be submitted in sealed envelopes and received
no later than 5:00 p.m. (P.S.T.) on Monday, March 2, 2015 to the address
below. Proposals will not be accepted after this deadline. Faxed or e-mailed
proposals will not be accepted.
Raymond R. Cruz, City Manager
City of Rolling Hills
2 Portuguese Bend Road
Rolling Hills, CA 90274
RE: Local Hazard Mitigation Plan Update
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Inquiries
Questions about this RFP must be directed in writing, via e-mail to:
Raymond R. Cruz, City Manager
[email protected]
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January, 2015
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Conditions for Proposal Acceptance
This RFP does not commit the City to award a contract or to pay any costs
incurred for any services. The City, at its sole discretion, reserves the right to
accept or reject any or all proposals received as a result of this RFP, to negotiate
with any qualified source, or to cancel this RFP in part or in its entirety. All
proposals will become the property of the City of Rolling Hills. If any proprietary
information is contained in the proposal, it should be clearly identified.
6. PROPOSAL EVALUATION CRITERIA
The City of Rolling Hills will use the following criteria in its evaluation and comparison of
proposals submitted:
A. Compliance with RFP requirements
B. Understanding of the project
C. Recent experience in conducting similar scope, complexity, and magnitude for
other public agencies
D. Educational background, work experience, and directly related consulting
experiences
E. Price
F. References
The City may also contact and evaluate the bidder’s and subcontractor’s references,
contact any bidder to clarify any response, contact any current users of a bidder’s
services, solicit information from any available source concerning any aspect of the
proposal, and seek and review any other information deemed pertinent to the evaluation
process. The City Council shall not be obligated to accept the lowest priced proposal,
but shall make an award in the best interests of the City.
Award is contingent upon the successful negotiation of final contract terms.
Negotiations shall be confidential and not subject to disclosure to competing vendors
unless an agreement is reached. If contract negotiations cannot be concluded
successfully, the City may negotiate a contract with the next highest scoring vendor or
withdraw the RFP.
7. DISCRETION AND LIABILITY WAIVER
The City reserves the right to reject all proposals or to request and obtain, from one or
more of the respondents submitting proposals, supplementary information as may be
necessary for City staff to analyze. The City may require respondents to participate in
additional rounds of more refined submittals before the final selection of a vendor is
made. The City may negotiate with one or more firms, and may contract with one or
more firms as the City deems appropriate.
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By submitting a response to this RFP, proposers waive all rights to protest or seek any
legal remedies regarding any aspect of this RFP. Although it is the City’s intent to
choose the most qualified proposal, the City reserves the right to choose any number of
qualified proposals and to reject all proposals.
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January, 2015
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