OES-RFP-Multi-Jurisdictional Hazard Mitigation Plan Consulting Services_Updated Template~2.pdf

Rev. 9/2025- Services

Request for Proposal No. OES126-OESAD-6159 Multi-Jurisdictional Hazard Mitigation Plan

Consulting Services

San Bernardino County Office of Emergency Services

1743 Miro Way Rialto, CA 92376

November 12, 2025

Purchasing Department

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

Services

No. OES126-OESAD-6159

I. INTRODUCTION

A. Purpose The San Bernardino County (County), by and through its Office of Emergency Services (OES), is seeking Proposals from interested and qualified Proposers to provide consulting and planning services for the update of the County Operational Area (OA) Multi-Jurisdictional Hazard Mitigation Plan (MJHMP) adopted in December 2022. This project involves supporting the County, multiple jurisdictions, and special districts in updating existing Local Hazard Mitigation Plans (LHMPs) or developing Annexes to the MJHMP. The Contractor shall lead the process to develop a standardized Annex framework and shall update the existing County MJHMP. Participants shall utilize the Annex framework developed by the Contractor to revise or prepare their individual Annexes for inclusion in the MJHMP. Project activities include, but are not limited to:

• Updating the existing MJHMP (December 2022) to comply with the 2025 Federal Emergency Management Agency (FEMA) Local Mitigation Planning Policy Guide (Policy Guide).

• Adding new and updating existing annexes for Participants within the MJHMP.

• Updating hazard profiles and asset information.

• Addressing properties with repetitive loss.

• Reviewing mitigation strategies with Participants.

• Incorporating terrorism-related risks and analyses as necessary.

• Developing processes, tools, templates, and/or systems that guide Participants in creating and updating plans that result in California Governor’s Office of Emergency Services (Cal OES) and FEMA approvals.

• Developing content for the Climate Change Mitigation section.

• Providing a standardized Annex framework for Participants to input jurisdiction-specific information, which will serve as the basis for their respective Annexes to the MJHMP.

The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Office of Emergency Services Attn: Emmanuel Dizon 1743 Miro Way Rialto, CA, 92376 Phone (909) 356-3943 Email Emmanuel.Dizon@oes.sbcounty.gov

E-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Reserved

D. Contract Term mailto:Emmanuel.Dizon@oes.sbcounty.gov

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a term of approximately 14 months, beginning on or about January 1, 2026, and ending on or about March 1, 2027.

E. Location of Services Location(s) where Services are to be provided, completed and managed:

1743 Miro Way, Rialto CA 92376 and 153 South Lena Road, San Bernardino CA 92415.

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP November 12, 2025 Deadline for Submission of Questions November 26, 2025 Deadline for Proposals December 5, 2025 Date for Tentative Contract Award December 2025/January 2026

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered, and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Annex: The jurisdiction-specific section of the County Multi-Jurisdictional Hazard Mitigation Plan (MJHMP) that addresses a Participant’s hazard risks, capabilities, and mitigation strategies, prepared in accordance with FEMA and Cal OES requirements. The Contractor will develop a standardized Annex framework that establishes required sections, formatting, and guidance consistent across all Participants. Each Participant is responsible for providing jurisdiction-specific information within that framework, coordinating with the County as necessary, and formally adopting its Annex by resolution of its governing body.

Board: The San Bernardino County Board of Supervisors.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Contractor: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Local Hazard Mitigation Plan (LHMP): An LHMP is a community-driven document that outlines strategies to reduce the impact of natural disasters on people and property. FEMA requires that LHMPs be updated at least every five years to maintain compliance and eligibility for funding.

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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Multi-Jurisdictional Hazard Mitigation Plan (MJHMP): An MJHMP is a comprehensive plan developed by multiple jurisdictions to reduce the potential for future damages and economic losses from natural hazards.

MJHMP involved jurisdictions within the Operational Area (OA) (e.g., cities, towns, counties, and special districts) working together to formulate strategies and address shared hazard risks.

Participants: Incorporated cities, towns, and special districts within the San Bernardino County Operational Area that elect to participate in the update of the Multi-Jurisdictional Hazard Mitigation Plan (MJHMP). Each Participant shall collaborate with the County and the Contractor in the development, revision, and/or adoption of its respective Local Hazard Mitigation Plan (LHMP) annex, which will collectively form part of the MJHMP.

Planning Handbook: This Local Mitigation Planning Handbook (2023) guides the County or local government, including special districts, as they develop or update a local hazard mitigation plan.

Plan Update: A local jurisdiction process in reviewing and revising an existing local mitigation plan to reflect changes in risks, vulnerabilities, priorities, and implementation efforts.

Policy Guide: The Local Mitigation Planning Policy Guide (2025) is the FEMA official policy on and interpretation of the applicable statutes and mitigation planning regulations in 44 Code of Federal Regulations (CFR) Part 201.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request for Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Contractor who is performing services on behalf of Contractor under the Contract or under a separate contract with or on behalf of Contractor.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact, prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the County realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the County. The County seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the County the greatest or best value for its money.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Local Preference

The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful nonlocal vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

Services concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code § 7920.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act. Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies upon submission that the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement- Division-Resources-List-Folder/List-of-Ineligible-Businesses)as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be asked to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration.

Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

https://www.sam.gov/

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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Q. Reserved

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

Many jurisdictions and special districts within the OA are due to update their LHMPs based on the five-year planning cycle established by FEMA. The project includes various activities related to the Plan Update, such as revising the existing LHMP to align with the Policy Guide. The MJHMP will address all elements required by FEMA’s plan review process, including documentation of the planning process, hazard risk assessment, mitigation strategy, plan maintenance, community outreach, and formal adoption by all Participants. The Contractor shall utilize FEMA’s Local Hazard Mitigation Plan Review Tool and its Annex Review Tool to verify that each required element is addressed with appropriate detail in both the MJHMP and the annexes.

The final deliverable will be an updated MJHMP, along with jurisdiction annexes that have been reviewed and approved by Cal OES and FEMA. All work and deliverables must comply with the most recent hazard mitigation planning standards set by FEMA and Cal OES. The Contractor is responsible for ensuring that the updated MJHMP meets the requirements outlined in 44 CFR § 201.6 (local mitigation plans) and adheres to the guidance provided in the Planning Handbook. Additionally, the updated MJHMP must align with the goals and priorities outlined in the California State Hazard Mitigation Plan (2023) and any relevant Cal OES planning guidance.

B. PROJECT DESCRIPTION

The Contractor shall perform the following Tasks (1 through 7) to develop the comprehensive MJHMP update. All tasks include associated sub-tasks, deliverables, and coordination responsibilities as described.

1. Project Initiation, Management, and Stakeholder Coordination

a. Kickoff Meeting and Planning Teams Formation: The Contractor shall schedule and conduct a project kickoff meeting with OES’s planning team (OES Planning Team) and representatives from each Participant. In this meeting, the Contractor will review the project scope, timeline, roles, and expectations. A Hazard Mitigation Planning Team will be established, consisting of the OES Planning Team, key County departments, one or more representatives from each Participant and other relevant stakeholders (e.g., major utilities, flood control district, academic experts, FEMA/Cal OES liaisons, etc.). The Contractor will lead the Hazard Mitigation Planning Team and facilitate collaboration with the County and each Participant throughout the project. OES has already coordinated with and has received letters of intent from the following Participants:

Participant Name Type

(1) San Bernardino County Fire Protection District Special District

(2) San Bernardino County Flood Control District Special District

(3) San Bernardino County Fire District Department Special District

(4) San Bernardino County County

(5) San Bernardino City School District Special District

(6) City of Needles City

(7) City of Chino City

(8) City of Yucaipa City

(9) Apple Valley Fire District Special District

(10) City of Redlands City

(11) City of Big Bear City

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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(12) Big Bear Municipal Water District Special District

(13) Big Bear Fire Authority Special District

(14) Bear Valley Community Health District Special District

(15) Big Bear City Community Services District Special District

(16) City of Loma Linda City

(17) City of Highland City

(18) City of Montclair City

b. Work Plan and Schedule: The Contractor shall develop a detailed project work plan (Work Plan) and schedule, reflecting all tasks, meetings, major milestones, and key deadlines. The schedule must ensure the updated MJHMP and its annexes are completed, reviewed, adopted, and submitted to FEMA before expiration of the current plan or grant performance period. The Work Plan shall incorporate time for FEMA/Cal OES reviews and revisions. Regular Hazard Mitigation Planning Team meetings (e.g., monthly or bi-monthly) will be scheduled to track progress. The entire Hazard Mitigation Planning Team will attend the kickoff meeting and regular status meetings (at least quarterly) to ensure timelines are met.

c. Stakeholder Identification: The Contractor, in partnership with and as approved by OES, will identify and invite additional stakeholders to participate in the process. This includes but is not limited to neighboring counties, tribal governments in the region, relevant state and federal agencies (fire, water, transportation, etc.), local school districts or special districts, and community organizations (e.g., Red Cross, non-governmental organizations focused on vulnerable populations). Stakeholders may serve on the Hazard Mitigation Planning Team or be engaged at key points for input.

d. Participant List and Agreements: The Contractor shall confirm the list of Participants that have elected to participate in the MJHMP update. The County shall prepare, negotiate, and execute all Participant agreements or assurances. The Contractor shall track the status of the Participant agreements provided to it by the County, maintain a complete file of the fully executed agreements, verify that no work on any Participant’s annex or Local Mitigation Plan update begins until the County confirms execution of that Participant’s agreement, and provide the County with copies of all executed agreements upon request.

e. Communication and Reporting: The Contractor and the OES project lead will serve as the central point of contact for all project communications, and shall implement communication protocols for efficient information sharing among the Hazard Mitigation Planning Team. The Contractor must provide monthly written progress reports to the OES Planning Team, outlining work completed, upcoming activities, any issues or delays, and budget status. Progress calls/meetings with the OES Planning Team will occur at least monthly (or as required by the County). Additionally, the Contractor will document all major meetings (agendas, participants, minutes) and decisions throughout the project for inclusion in the MJHMP’s appendix and for grant reporting compliance.

Deliverables (Task 1): Kickoff meeting agenda and minutes; Project Work Plan and schedule;

Contact list of Hazard Mitigation Planning Team and stakeholders; Copies of executed Participant agreements; Monthly progress reports; and Documentation of all Hazard Mitigation Planning Team meetings.

2. Hazard Identification and Data Collection

Under Task 2, the Contractor will identify and profile all relevant hazards affecting the County and each Participant and collect comprehensive data to support the risk assessment.

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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a. Define Planning Area and Hazard List: The Contractor shall review the current County MJHMP (and each Participants’ current or previous LHMPs) and determine the planning area boundaries and County/Participants’ coverage. Using the prior LHMP’s hazard list as a baseline, the Contractor will update and prepare the list of natural and human-caused hazards that could impact any part of the planning area. All FEMA-identified hazard categories for California should be considered (e.g., wildfire, earthquake, flood, drought, extreme heat, severe weather, landslide, dam failure, etc.), and emerging hazards (such as pandemic or climate-related hazards) may be included if pertinent. Recent disaster declarations and the State Hazard Mitigation Plan will be consulted to ensure no relevant hazard is omitted. New hazards or hazards previously considered low-risk may be added if data indicates they pose a growing threat.

b. Data Collection for Hazard Profiles: For each identified hazard, the Contractor will gather current data on hazard characteristics and historical occurrences. This includes location/extents (geographic areas affected), severity/intensity measures, frequency/probability of occurrence, and notable past events and losses. Data sources will include federal and state agencies, such as the United States Geological Survey for earthquakes, Cal Fire for wildfire history, National Oceanic and Atmospheric Administration for weather events, and the Army Corps/FEMA for flood data. The Contractor will also utilize County and Participant records of past disasters, relevant scientific studies or maps, and after-action reports from previous real-world events and exercises. For each hazard, the Contractor will develop a hazard profile that describes its causes and the observed and potential impacts within the County, and will cite all sources used.

c. Review of Plans and Studies: The Contractor shall collect and review existing relevant plans, reports, and technical studies from the County and each Participant to integrate information and avoid duplicative efforts. This includes (but is not limited to) general plans and safety elements, Emergency Operations Plans, community wildfire protection plans, floodplain management plans, stormwater master plans, climate action plans, and capital improvement plans. These documents will be evaluated for information on hazard mapping, critical facilities, demographic trends, land use and development patterns, and existing mitigation measures. Findings will inform the hazard profiles and the capability assessment in 2e.

d. Geographic Information Systems (GIS) Mapping: The Contractor will utilize GIS to map the spatial extent of each hazard in the planning area. This includes developing or obtaining digital hazard layers (such as FEMA floodplain maps, fault lines, fire hazard severity zones, landslide susceptibility, etc.). Where available, the Contractor should use the latest GIS data from County departments or state sources (e.g., Cal OES MyHazards, Cal-Adapt for climate projections, etc.). If needed, create new maps illustrating areas at risk for each hazard, as well as composite maps for multi-hazard overlap. Maps should be prepared for inclusion in the MJHMP (with appropriate legends, scales) and provided in GIS format to the County.

e. Capability Assessment: The Contractor shall assess the existing capabilities of the County and each Participant to mitigate and manage hazards. This involves compiling information on current local plans, policies, codes, and programs relevant to hazard mitigation. For example: building codes and enforcement, zoning ordinances, floodplain management and participation in National Flood Insurance Program, fire safe regulations, emergency warning systems, public outreach programs, critical infrastructure protection measures, and past mitigation projects. Each Participant’s capability assessment will identify strengths, limitations, and any changes since the last plan. The MJHMP update will be aligned with these capabilities and note opportunities to strengthen them.

Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

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f. Future Development and Climate Considerations: The Contractor will gather data on current and projected development trends in hazard-prone areas (e.g., new housing in wildland-urban interface, infrastructure in floodplains) to inform how vulnerability may change. In addition, consistent with FEMA and state guidance, the Contractor will integrate future climate change projections into hazard identification. For relevant hazards (such as wildfire, flooding, extreme heat, drought, etc.), the Contractor shall summarize how climate change could alter their frequency or severity over the plan’s timeframe. The Contractor shall also utilize resources like Cal-Adapt and the California Fourth Climate Assessment for localized projections. This forward-looking approach will set the stage for developing long-term mitigation strategies.

Deliverables (Task 2): Updated list of hazards to be addressed (with justification for inclusion/exclusion); Hazard profile write-ups for each hazard (to be incorporated in plan chapters);

Compiled dataset of hazard events and impacts (tables, charts); GIS maps for each hazard and composite risk maps; Summary of relevant plans/policies reviewed; and Capability assessment summary for each Participant.

3. Risk and Vulnerability Assessment

In Task 3, the Contractor will conduct a comprehensive risk and vulnerability assessment for the County and each Participant, based on the hazards identified. This assessment will quantify the potential impacts of hazards on the people, economy, and built environment, including differential impacts on vulnerable populations.

a. Asset Inventory: The Contractor shall develop an inventory of key assets exposed to hazards for the County and each Participant. This includes population (with demographic details), residential and commercial buildings, critical facilities (e.g., hospitals, fire stations, Emergency Operations Centers, schools), infrastructure systems (transportation, utilities), and high-value or vulnerable resources (historic properties, hazardous material sites, etc.). For the County and each Participant, relevant asset data (counts, locations, values) will be compiled. The County will assist in providing available datasets (parcel data, critical infrastructure lists, etc.). This inventory forms the baseline for analyzing exposure and potential losses.

b. Exposure Analysis: Using the GIS hazard layers and asset inventory, the Contractor shall determine the exposure of assets to each hazard. For the County and each Participant, the Contractor shall identify the assets (e.g., number of structures, population count) located within the hazard areas (such as flood zones, wildfire severity zones, seismic shaking zones, etc.). Results will be summarized in tables or maps (e.g., “X number of critical facilities and Y residents are located in 100-year floodplains in City A”). Particular attention will be given to any repetitive loss properties and critical infrastructure in high-risk zones, in line with FEMA requirements to address National Flood Insurance Program insured losses.

c. Loss Estimation (HAZUS and other tools): The Contractor shall estimate the potential impacts and losses from hazard events. This includes both quantitative loss estimates (where possible) and qualitative descriptions of impacts. The Contractor will utilize HAZUS (FEMA’s geographic information system-based natural hazard analysis tool) or equivalent loss estimation models for applicable hazards (e.g., earthquake, flood, hurricane wind). At a minimum, a level 2 HAZUS analysis (incorporating local data for improved accuracy) shall be performed for at least one major hazard (such as a scenario earthquake affecting the region. This will produce estimated damages to buildings, casualties, and economic losses. For other hazards without HAZUS models (wildfire, drought, etc.), the Contractor will use best available data and methodologies – such as FEMA’s National Risk Index, Request for Proposal Multi-Jurisdictional Hazard Mitigation Plan Consulting

Services historical loss data, or academic studies – to estimate potential impacts. All assumptions and methods must be documented. The output of this sub-task will be a set of impact estimates for each hazard by jurisdiction (e.g., annualized loss estimates, worst-case scenario impacts).

d. Vulnerability Analysis: Building upon the exposure and loss analysis, the Contractor shall assess vulnerabilities – i.e., how susceptible the County and each Participant is to the identified hazards. This involves evaluating which areas and populations are most likely to suffer harm. The Contractor shall analyze demographic and socio-economic data (such as Census, American Community Survey, Center for Disease and Control, Social Vulnerability Index data) to identify disadvantaged or high-vulnerability communities in the County. Then, the Contractor shall overlay hazard exposure to determine where vulnerable populations and hazards intersect and provide an analysis of this data.

The Contractor’s analysis shall highlight any inequities (e.g., lower-income neighborhoods facing higher flood risk). Additionally, the Contractor will consider the vulnerability of critical services and infrastructure (e.g., the ability of healthcare facilities to operate during disasters, or the impact if a key highway is damaged by landslides). Climate change implications will also be factored in – for instance, identifying future increased flood risk in certain neighborhoods. The vulnerability findings should be presented clearly (maps, narrative, and charts) and will directly inform the development of tailored mitigation actions in Task 5.

e. Risk Summary for Each Participant: The Contractor shall prepare a concise risk profile for the County and for each Participant (to be included in its annex). Each profile will summarize major hazards of concern for that jurisdiction (ranked by risk level high/medium/low); significant past events;

key vulnerabilities (including most affected neighborhoods or critical facilities); and estimated potential losses. This serves to give the County and each Participant a standalone understanding of its risk, while also contributing to the regional picture. The Contractor shall involve local officials in reviewing these findings to ensure accuracy and completeness.

f. Documentation: The Contractor shall document all findings from the risk assessment in the MJHMP. The narrative will describe the methodology and data used (meeting FEMA’s requirement for a transparent risk analysis process) and present the results in an accessible manner. The use of maps, graphs, and infographics is encouraged to effectively communicate risks to stakeholders and the public. The Contractor shall also include a discussion of future conditions, noting how risk levels might change over the next 5-10 years due to development or climate trends, thereby establishing a basis for long-term mitigation planning (including explicit climate change considerations in hazard profiles and vulnerability).

Deliverables (Task 3): Comprehensive risk and vulnerability assessment section of the MJHMP (for the base plan and jurisdiction-specific annex data); GIS data and analysis files (e.g., HAZUS input/output, maps of exposure); Tables summarizing asset exposure and loss estimates by hazard and jurisdiction; Figures illustrating vulnerabilities; Review meeting materials (slides or handouts explaining risk results to Hazard Mitigation Planning Team).

4. Mitigation Strategy Development In Task 4, the Contractor shall facilitate the update and development of the Mitigation Strategy for the County and each Participant. This includes updating mitigation goals, assessing progress on previous actions, and formulating a comprehensive list of new mitigation actions/projects to reduce risk.

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Services

a. Review and Update Mitigation Goals and Objectives: The Contractor shall work with the County OES Planning Team to review the existing mitigation goals and objectives from the current County LHMP and any local LHMP plans/annexes. These goals (broad guiding principles for risk reduction) will be updated as needed to reflect current priorities, including emphasis on resilience to climate change, equity, and protection of life, property, and the environment. The Contractor shall ensure consistency of goals across jurisdictions while allowing for any unique local objectives. Relevant goals from other plans (such as General Plan safety goals or the State Hazard Mitigation Plan) may be integrated to ensure alignment.

(Deliverable: a set of agreed-upon updated goal statements to include in the MJHMP.)

b. Evaluate Past Mitigation Actions: For each Participant, the Contractor will compile a list of mitigation actions/projects from the previous (current) plan and determine the status of each (completed, in progress, deferred, or not started). The Contractor will gather input from County and Participant officials on accomplishments since the last plan, including any implemented projects (e.g., infrastructure improvements, outreach campaigns, new policies) that resulted from the MJHMP. The Contractor shall highlight success stories to demonstrate progress and shall document each action’s status (this fulfills FEMA’s requirement to assess the MJHMP implementation to date). The Contractor will evaluate any actions not completed and, if an action is still relevant, it may be carried into the new plan (with revised scope or timeline, as needed) or, if obsolete, it will be dropped or replaced.

c. Identify Mitigation Actions: Based on the updated risk assessment (Task 3) and input from the Hazard Mitigation Planning Team and the public, the Contractor shall lead a process to identify a comprehensive range of new mitigation actions. Actions should address all major hazards and aim to reduce vulnerabilities identified. The Contractor will ensure a “whole community” approach, considering structural projects (e.g., seismic retrofits, flood control structures), non-structural measures (policy or code changes, land use planning, forest management), natural systems protection (fuels management, green infrastructure for stormwater), and education/outreach programs. The Contractor shall ensure that each Participant has specific actions in its annex targeting its local risks, and the County has actions for unincorporated areas or countywide initiatives.

Integration of climate adaptation is required – e.g., actions might include establishing cooling centers for heatwaves, expanding defensible space programs for wildfire, or upgrading stormwater systems for intense rainfall. Equity considerations are also required – e.g., actions that prioritize assistance to high-vulnerability populations or historically underserved neighborhoods (such as flood protections in disadvantaged communities). The Contractor should reference FEMA’s Mitigation Ideas (January 2013) guidance and similar resources for ideas, but tailor actions to local conditions.

d. Action Prioritization: Once a list of potential mitigation actions is developed, the Contractor shall facilitate a methodical prioritization process in collaboration with the Hazard Mitigation Planning Team. The process must indicate how actions were evaluated and prioritized (per FEMA guidance).

The Contractor will develop criteria to score and rank actions – commonly using STAPLEE (Social, Technical, Administrative, Political, Legal, Economic, Environmental) or a similar multi-criteria analysis. Criteria will include consideration of cost-effectiveness, feasibility, benefits (especially life safety), alignment with community priorities, and funding availability. The Contractor will apply the agreed criteria to each action, with input from each Participant for its actions. The result will be a

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Services categorized list of high, medium, and low priority actions (or an equivalent ranking) for each Participant and the County. This process will be documented in the MJHMP to show a rational basis for the strategy.

e. Mitigation Action Plan (Implementation Strategy): For each high and medium priority action, and any other key actions, the Contractor shall develop an implementation plan entry. This includes detailing: the lead agency/department responsible for the action, an estimated timeline for implementation (short-term, long-term, ongoing, or specific target dates), expected cost and identified funding sources (e.g., potential grants like FEMA Building Resilient Infrastructure and Communities or Hazard Mitigation Grant Programs, local budget, etc.), and any interim steps. This fulfills FEMA’s requirement for an implementation schedule. Additionally, any action addressing National Flood Insurance Program compliance (for floodplain management) will be identified as such, and the MJHMP will designate a local National Flood Insurance Program administrator responsible for flood mitigation actions.

f. Participant-Specific Workshops/Meetings: The Contractor shall plan for and conduct at least one mitigation strategy workshop or meeting with the Hazard Mitigation Planning Team (and possibly separate sessions with individual or groups of Participants, if needed) to brainstorm actions and refine the strategy. Stakeholders and public input on potential actions will be solicited as well (this could occur in a public workshop under Task 5 or via surveys). The Contractor shall incorporate feedback to ensure the selected actions have community support and political buy-in. The Contractor shall coordinate a community-wide workshop to present the draft mitigation strategy and receive input from the public and stakeholders.

g. Documentation: The Contractor shall ensure the outcome of Task 4 will be a mitigation strategy section in the MJHMP and corresponding action tables in each annex.