Amendment 4 - QA - OES126-OESAD-6159.pdf

San Bernardino County Office of Emergency Services

Request for Proposal Multi-Jurisdictional

Hazard Mitigation Plan Consulting Services

No. OES126-OESAD-6159

Date: December 16, 2025

Amendment #4: to RFP OES126-OESAD-6159

Multi-Jurisdictional Hazard Mitigation Plan Consulting Services

Issued: December 16, 2025

This Amendment is intended to provide additional information and/or to change the requirements in the above referenced RFP. Any information contained herein will be considered part of the RFP.

Amendment Descriptions:

(1) Answer to e-Pro questions are as follows:

• Question 1: "Should section 'E. Location of Services' be read to mean that all work related to the scope of the resulting contract must be performed on site at 1743 Miro Way, Rialto CA 92376 and 153 South Lena Road, San Bernardino CA 92415 or is virtual support work acceptable?"

o The addresses listed in Section E refer to the current (1743 Miro Way) and future (153 S. Lena Road) locations of OES location. It is anticipated that a substantial portion of the consulting work will be conducted at non-OES locations.

• Question 2: "Will the county be seeking compliance with the HHPD section of the Local Hazard Mitigation Planning Policy Guide?"

o No, if the question refers to Element G. High Hazard Potential Dams. The consultant will, however, review historical records and recent events to update and assess hazards--including dam failures--while considering variations across neighborhoods and geographic areas.

• Question 3: "Does the County possess parcel level data required to complete a Level 2 analysis, our would support for the collection and validation of data be required?"

o Yes, the County possesses parcel level data or can provide detailed, geospatial parcel information that is necessary to support a Level 2 hazard loss estimation and analysis.

Request for Proposal Multi-Jurisdictional

• Question 4: "Is it the intention of the County to enter into a Firm Fixed Price contract that breaks down the total cost by the 7 tasks into lump sums, with no further detailed breakdown, as laid out in Attachment E?"

o Proposers should provide pricing in accordance with Attachment E.

Modifications or changes are subject to negotiations after all proposals have been evaluated. Due to an oversight, Attachment E was modified by an amendment to the RFP. Please see Amendment #1 to the RFP.

• Question 5: "Is the expected period of performance 14 months, per section I.D.Contract Term or 18 months, per section V.C.1. Timeline?"

o The performance period is 18 months, depending on the start date.

Please see Amendment #3 to the RFP as section I.D. Contract Term has been updated.

• Question 6: "Please confirm that it is acceptable to include a cover letter after the Table of Contents."

o A cover letter is acceptable.

• Question 7: "Is Sexual Abuse Liability insurance a requirement? Is not having that particular policy grounds for disqualification?"

o The consultant will not be required to carry the Sexual Abuse and

Molestation Liability Insurance.

• Question 8: "There is no signature line on Attachment D. Is this intentional, or should bidders sign the bottom of the attachment before submitting it as part of the proposal package?"

o This is intentional, as vendors will sign Attachment A (Cover Page), which confirms their agreement to the terms and conditions outlined in the RFP.

• Question 9: "Is the County requiring that all contractor work be completed on site at SBCO OES-Rialto? Or is remote work by consultant at consultant worksites acceptable?"

o Most of the work will likely be conducted virtually or at other locations. The addresses listed in Section E refer to the current OES office at 1743 Miro Way and the future location at 153 S. Lena Road.

• Question 10: "Confirming three (3) in person Public Meetings/Workshops are requested by the County?"

o The County is requiring an initial public meeting, a mid-term public workshop, and a draft public meeting. These meetings should be scheduled in different parts of the County or virtually to maximize reach.

• Question 11: "Of the anticipated Kickoff Meeting (RFP page 9 item 'a', Participant-Specific Workshop (RFP page 15 item 'f'), and the County BOS Adoption Meeting (RFP page 19 item 'b') are there any other County in person meetings required?"

o At this time, the County does not anticipate any additional County-level in-person meetings beyond the three identified in the RFP: (1) the Project Kickoff Meeting, (2) the Participant-Specific Workshop, and (3) the Board

Request for Proposal Multi-Jurisdictional of Supervisors "Public Meeting." All other coordination meetings, planning discussions, and progress check-ins may be conducted virtually, unless mutually agreed upon by both the County and the Contractor based on project needs. Should any unforeseen need for an additional in-person meeting arise, the County will provide advance notice and coordinate scheduling accordingly.

• Question 12: "Is the County requiring or anticipating the selected consultant to attend 18 Participant Governing Board Meetings to adopt their HMP Annexes?

(RFP page 19 item 'b' third bullet)" o The selected consultant is not required to attend 18 Participant Governing Board Meetings in order to adopt the participants' annexes (RFP page 19 item 'b'); however, the consultant is expected to attend, at a minimum, (1) one public meeting, (2) a midterm public workshop, and (3) an adoption meeting. Please also see answer to Question #10, above.

• Question 13: "Does the County anticipate any more participants than listed in the RFP and current MJHMP?"

o Due to an oversight, the City of Twentynine Palms was added as a participant through an amendment to the RFP. Please see Amendment #3 to the RFP. This brings the total number of participating jurisdictions to 19.

At this time, the County does not anticipate any additional participants beyond those identified in the RFP and Amendment #3.

• Question 14: "[Update to question #13] Does the County anticipate any more participants than the 18 listed in the RFP (pages 9-10)?"

o The total number of participating jurisdictions is 19, following the addition of the City of Twentynine Palms in Amendment #3 to the RFP. At this time, no additional participants are anticipated.

• Question 15: "Does the county have a planned budget for this planning effort?"

o OES will review all proposals and select the most advantageous bid based on operational needs and cost.

• Question 16: "Can the county provide details pertaining to any federal or state funding allocated to this project?"

o This project is funded through a Federal Emergency Management Agency

(FEMA) Hazard Mitigation Grant. This grant directly supports the development of the San Bernardino County Multi-Jurisdictional Hazard Mitigation Plan.

• Question 17: "What is the proposed project budget? What is the funding source?"

o OES will review all proposals and select the most advantageous bid based on operational needs and cost. As mentioned in the response to Questions #16 above, this project is funded through a Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant. This grant directly

Request for Proposal Multi-Jurisdictional supports the development of the San Bernardino County Multi- Jurisdictional Hazard Mitigation Plan.

• Question 18: "To what extent is the selected contractor anticipated to coordinate with participating jurisdictions for completing their standardized Annexes?"

o The consultant will provide leadership and guidance directly to OES. OES and the planning team will coordinate with the participating jurisdictions to ensure that they complete their annexes.

• Question 19: "Would the County consider the term being open, valid, and subject to acceptance within four (4) months after proposal submission?"

o The County will not consider the proposal remaining open, valid, and subject to acceptance within four months after proposal submission.

• Question 20: "Are Hazard Mitigation Planning Team Meetings intended to be held virtually, in-person, or a mix?"

o The Planning Team is flexible but intends to hold a mix of meetings. It anticipates that the majority of meetings will offer a virtual attendance option.

• Question 21: "Please verify if the period of performance is 18 months as stated under B. Project Description, C. Additional Requirements, 1. Timeline, or 14 months as stated under I. Introduction, D. Contract Term."

o The performance period is 18 months, from January 2026 to July 2027, depending on the start date. Please also see answers to Questions #5 and #19, above.