Request for Qualifications for Supplemental Emergency Operations Center Staffing
| Location: | California |
|---|---|
| Posted: | Nov 4, 2025 |
| Due: | Nov 21, 2025 |
| Agency: | City of Mailbu |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Qualifications for Supplemental Emergency Operations Center Staffing
|
| Category: | Professional Consulting |
| Status: | Open |
|
Attachment Preview
Request for Qualifications for Supplemental
Emergency Operations Center Staffing
Date Issued: November 3, 2025
Proposals must be electronically submitted to Susan Duenas,
Public Safety Director, at SDuenas@malibucity.org no later than
4:00 p.m. on Friday, November 21, 2025.
City of Malibu
Request for Qualifications (RFQ) for Supplemental
Emergency Operations Center Staffing
Due: Friday, November 21, 2025
OVERVIEW
The City of Malibu is seeking to contract with qualified firms or independent contractors
to provide expert supplemental Emergency Operations Center (EOC) staffing on an as-
needed basis.
BACKGROUND
The City of Malibu (City) is a coastal city located in the northwestern portion of Los
Angeles County, California, 21 miles of the Pacific Ocean and has a population of
approximately 10,000. The City is a general law city incorporated under California law in
1991. It operates under the Council/Manager form of government and is considered a
contract city. The five members of the City Council are elected at-large. They serve
staggered four-year terms, with the Mayor being selected from among the council
members. The City offers a full range of municipal services and has 85 full-time
employees and 39 full-time equivalent part-time employees. The City, organized into
seven departments, provides a number of services in-house, including management and
administrative services, building safety, community services, public safety and
preparedness, environmental sustainability, planning, public works, and engineering.
Police and fire services are provided via contract with Los Angeles County. Other
services, such as the City Attorney, water, street maintenance, parking enforcement, and
garbage collection services, are also provided via contract or from Los Angeles County.
The City’s Adopted Fiscal Year 2025-2026 General Fund Operating Budget is $77.3
million, and the City’s Overall Operating Budget is $99 million.
Over the years, Malibu has experienced numerous wildfires that necessitated the
evacuation of some or all of its residents as well as the City’s Emergency Operations
Center. The 2018 Woolsey Fire burned nearly half of the City, required the evacuation of
the entire population, and the City’s EOC. In December 2024, hundreds of residents were
evacuated during the Franklin Fire, and the City’s EOC evacuated to Calabasas. On
January 7, 2025, the Palisades Fire required the evacuation of thousands of residents,
and the City’s EOC evacuated to Agoura Hills, then Westlake Village, then Camarillo,
then Pepperdine University before finally coming back to City Hall.
The City has less than 100 full-time staff members and only two staff members who are
trained at a high level on all EOC operations. The frequency and length of previous
activations put a huge strain on the City’s ability to keep the EOC staffed at an effective
level. During the Palisades Fire, both formal and informal Emergency Management
Mutual Aid was brought in, which helped to maintain adequate staffing levels. However, a
more robust back up plan for EOC staffing is needed.
SCOPE OF WORK
The City is seeking to establish an on-call list of contractors with extensive EOC
experience who could participate in periodic planning meetings and assist with EOC
activations when needed. It is understood that not every perspective contractor can
RFP for Supplemental EOC Staff
Page 2 of 4
guarantee availability at the time of need. When notified about high-risk conditions, the
City intends to reach out to the list of on-call contractors to check availability.
Desired Contractor Expertise:
• Knowledge of EOC responsibilities and operations
• Five (5) or more years of local government emergency management/disaster
response experience with at least two (2) or more EOC activations or three (3)
years of experience with three (3) or more EOC activations
• Experience with at least one (1) complex EOC activation that was for an
extended period of time
• Current on all required National Incident Management System (NIMS) and
Standardized Emergency Management System (SEMS) training
• Prior completion of EOC section specific training highly desirable
• Experience with wildfire in the WUI, evacuation, and floods highly desirable; and,
• Experience with Microsoft Teams
Expected Contractor Commitment:
• Attend an initial in-person ½ day meeting to learn about the City’s EOC and past
activations
• Attend quarterly virtual check-in meetings (approximately one hour or less);
• Respond to calls for availability
• Commit to working a full 12-hour shift (AM or PM) when requested and available
• Completion of all necessary EOC forms (214, 213, etc.) while on shift
City Commitment:
• The City will pay contractor for the hours spent in a meeting based on the
contracted hourly rate.
• The City will pay contractor for the hours worked in the EOC based on the
contracted hourly rate and consistent with the completed ICS 213 form.
• The City will cover contractor’s cost of travel to in-person meetings and EOC
response (mileage, airfare, taxi, etc)
• The City will cover the cost of necessary lodging to attend in-person meetings
and EOC response.
• The City will provide meals during all EOC shifts.
THE PROPOSAL
Each proposal must include the following information:
1. Organization, Credentials and Experience
a. Provide a brief overview of the firm’s qualifications, credentials, and
experience related to the project.
b. Provide a list of three of the firm’s prior or current clients with contact
information (names, titles, addresses, phone numbers and email addresses)
for the appropriate persons at the client organization that the City can contact.
2. Understanding of the Scope of Work
a. Provide a narrative reflecting the firm’s understanding of the Scope of Work.
RFP for Supplemental EOC Staff
Page 3 of 4
b. Provide a list of proposed consultants along with a brief description of how they
meet the desired qualifications and expectations.
3. Professional Services Agreement
The selected Consultant must use and comply with the terms and conditions of the
City’s standard Professional Services Agreement, as provided in the attachment to
this RFQ. Firms shall include a statement confirming acceptance of the terms and
conditions in the Agreement, including that the firm can meet the insurance
requirements. Any requested exceptions to the insurance requirements shall be
listed. The City may or may not agree to requested exceptions.
4. Insurance
Confirmation statement that the selected Consultant will be able to supply a
Certificate of Liability Insurance reflecting the insurance requirements outlined in the
Agreement.
5. Litigation
Firms are required to list past, current, or pending litigation resulting from professional
services rendered over the past five years. If a court or an arbitrator rendered a
decision, state the results.
6. Budget and Fees
Firms shall provide a rate sheet listing the hourly rate for each proposed consultant
along with any other fees that would be charged.
PROPOSAL PROCEDURE
Clarifications: The City will respond to requests for clarification to the RFQ in written
Addendum(s), as needed. Inquiries should be directed by email only to Susan Duenas at
SDuenas@malibucity.org. No verbal requests will be accepted. All requests for clarification
must be received by Friday, November 14, 2025, at 4:00 p.m.
RFQs shall be submitted electronically to SDuenas@malibucity.org no later than 4:00 p.m.
on Friday, November 21, 2025. All proposals received after the deadline will be
considered non-responsive. The City reserves the right to extend the deadline or accept a
late submittal with good cause shown. No faxed or emailed proposals will be accepted.
Response Preparations: No reimbursement will be made by the City for costs incurred in
the preparation of the response to this RFQ. Submitted materials will not be returned and
become the property of the City of Malibu.
Right to Reject Proposals: Submission of a proposal indicates acceptance by the
company of the conditions contained in this request for qualifications unless clearly and
specifically noted in the proposal submitted and confirmed in the agreement between the
City of Malibu and the firm/s selected. The City reserves the right without prejudice to reject
any or all proposals.
ATTACHMENT: Sample Professional Services Agreement
AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of [date] by and between the City of Malibu
(hereinafter referred to as the "City"), and ____________ (hereinafter referred to as
"Consultant").
The City and the Consultant agree as follows:
RECITALS
A. The City does not have the personnel able and/or available to perform the services
required under this Agreement.
B. The City desires to contract out for consulting services for certain projects relating
______________________________________________.
C. The Consultant warrants to the City that it has the qualifications, experience and
facilities to perform properly and timely the services under this Agreement.
D. The City desires to contract with the Consultant to perform the services as
described in Exhibit A of this Agreement.
NOW, THEREFORE, the City and the Consultant agree as follows:
1.0 SCOPE OF THE CONSULTANT’S SERVICES. The Consultant agrees to
provide the services and perform the tasks set forth in the Scope of Work, attached to and made
part of this Agreement, except that, to the extent that any provision in Exhibit A conflicts with
this Agreement, the provisions of this Agreement govern. The Scope of Work may be amended
from time to time by way of a written directive from the City.
2.0 TERM OF AGREEMENT. This Agreement will become effective on [date],
and will remain in effect for a period of ____ years from said date unless otherwise expressly
extended and agreed to by both parties or terminated by either party as provided herein.
3.0 CITY AGENT. The City Manager, or his or her designee, for the purposes of
this Agreement, is the agent for the City; whenever approval or authorization is required,
Consultant understands that the City Manager, or his or her designee, has the authority to provide
that approval or authorization.
4.0 COMPENSATION FOR SERVICES. The City shall pay the Consultant for its
professional services rendered and costs incurred pursuant to this Agreement in accordance with
the Scope of Work’s fee and cost schedule. The cost of services shall not exceed $_______ per
month, for a total amount not to exceed an annual cost of $______ for the term of the agreement.
No additional compensation shall be paid for any other expenses incurred, unless first approved
by the City Manager, or his or her designee.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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