Emergency operations planning and emergency management services

The City of Fillmore Planning and Community Development Department is requesting proposals from qualified emergency-management consulting firms to develop, update, and modernize the City's Emergency Operations Plan and related capabilities, with proposals due October 30, 2026 at 5:00 p.m. The maximum authorized compensation for the base scope does not exceed $35,000, and the City will reject proposals exceeding this budget.

Deliverables span emergency operations planning, hazard and risk assessment, continuity of operations planning, emergency operations center assessment, training needs assessment, training and exercises, public and interagency engagement, and plan finalization and maintenance. The selected consultant must execute the City's standard consultant agreement and coordinate with City staff across departments and regional partners including Ventura County agencies, Fillmore Unified School District, utilities, healthcare organizations, and nonprofits.

Proposers must submit detailed fee proposals itemizing costs by task, labor rates, anticipated hours, reimbursable expenses, travel, and subcontractor costs, structured on either a fixed-price or milestone-based basis. The City requires comprehensive insurance coverage: commercial general liability of $1,000,000 per occurrence / $2,000,000 aggregate, workers' compensation, automotive liability of $1,000,000 per accident, and professional liability or errors and omissions insurance of $1,000,000 per claim. Payment will be made within 45 days of invoice receipt.

The contract term extends until service completion with a specified end date to be determined, and the City may approve extensions up to 180 days cumulatively in writing by the Contract Officer. Questions are due October 16, 2026. Pre-proposal site visits are available upon request through Juana Arias, City Manager's Executive Assistant (ariasj@fillmoreca.gov). Proposal review is scheduled for the week of November 2, interviews if needed during the week of November 10, and award notification on November 19, 2026.