RFP to Conduct After-Action Review of the City’s Response to the Franklin and Palisades Fires
| Location: | California |
|---|---|
| Posted: | Feb 24, 2025 |
| Due: | Mar 21, 2025 |
| Agency: | City of Malibu |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
RFP to Conduct After-Action Review of the City’s Response to the Franklin and Palisades Fires
|
| Category: | Professional Consulting |
| Status: | Open |
|
Attachment Preview
Request for Proposals to
Conduct an After-Action Review
of the City’s Response to the
Franklin and Palisades Fires
Date Issued: February 20, 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, March 21, 2025.
City of Malibu
Request for Proposals (RFP) to Conduct an After-Action Review of the
City’s Response to the Franklin and Palisades Fires
Due: Friday, March 21, 2025
OVERVIEW
The City of Malibu is seeking proposals from qualified firms to conduct an After-Action
Review of the City’s response to the Franklin (12/9/24) and Palisades Fires (1/7/25),
which results in an actional report with recommendations to improve emergency planning,
training, exercises, and response.
BACKGROUND
The City of Malibu (City) is a coastal city located in the northwestern portion of Los Angeles
County, California, along 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 2024-2025 General Fund Operating Budget is $77.3 million and the
City’s Overall Operating Budget is $99 million.
According to the California Department of Forestry, the entire City lies within a Very High
Fire Hazard Severity Zone. Historical large wildfires that have occurred in Malibu include
the 1993 Topanga-Malibu Fire, the 2003 Trancas-Malibu Fire, the 2007 Corral Fire, and
the 2018 Woolsey Fire. Then in December 2024 and January 2025, the City experienced
two more significant fires.
The Franklin Fire began on December 9, 2024, at approximately 10:50 PM began near
Malibu Canyon Road and Malibu Creek State Park. The City of Malibu EOC was activated
at 12:10 AM on 12/10 at City Hall, but because City Hall was in the path of the fire it was
relocated to Calabasas City Hall at 5:30 AM. The EOC continued 24-hour operations until
Friday, December 13 when it transitioned to remote operations from 8 AM to 6 PM for two
more days. The fire burned approximately 4,037 acres and there were no fatalities or
reports of significant injuries; however, more than 40 structures in Malibu were damaged
or destroyed.
The Palisades Fire broke out on January 7, 2025, at approximately 10:33 AM southeast of
Palisades Drive in Pacific Palisades. The fire quickly spread to eastern Malibu. The City of
Malibu EOC was activated at 12:45 PM on 1/7/2025 at City Hall and immediately assumed
24-hour operations. However, due to evacuation warnings, City Hall was evacuated and
the EOC was moved to the City of Westlake. Then on January 9, the Kenneth Fire
RFP to Conduct an After-Action Review of the City of Malibu’s
Response to the Franklin and Palisades Fires
Page 2 of 7
threatened the City of Westlake Village, and the EOC was evacuated to the City of
Camarillo. After the fire threat diminished, the Emergency Operations Center was relocated
back to the Malibu area at Pepperdine University on January 11, while City Hall underwent
repairs for smoke damage. EOC operations resumed at Malibu City Hall on January 15.
The Palisades fire burned 23,706 acres and resulted in three fatalities and multiple injuries
in the City of Malibu. More than 700 structures in Malibu were damaged or destroyed.
PROJECT GOALS
The project has two primary goals:
1) Identify the strengths, weaknesses, and opportunities for improvement in the City’s
response to large-scale incidents.
2) Apply this knowledge to improve and guide planning, training, exercises, and
response to future incidents.
SCOPE OF WORK
The City is seeking proposals that generally reflect the following scope. However,
consultants are encouraged to suggest refinements that achieve the work products
described below.
After any emergency incident, it is critical for responding agencies to reflect upon the
incident to identify strengths and weaknesses in preparedness, response, and recovery
efforts. This After-Action Review (AAR) will focus on the strengths and weaknesses of
the processes, procedures, and capabilities employed during the City’s response to the
Franklin Fire that began on December 9, 2024, and the Palisades Fire that began on
January 7, 2025. The selected vendor will understand the need to conduct an after-
action review meeting quickly to capture accurate information before memories fade;
however, the selected vendor will also recognize that the City is actively engaged in
recovery efforts. Thus, the approach must minimize the impact on staff time.
The City anticipates a three-phased approach to developing an effective AAR, however
alternate proposals are allowable:
• Phase I: Project Initiation
• Phase II: After-Action Interviews and Documentation Review
• Phase III: AAR Development and Finalization
Phase I: Project Initiation
The selected vendor will conduct a project planning meeting with the City’s Public
Safety Department via conference call to confirm the proposed work plan, identify key
stakeholders, clarify the main areas or issues that should be covered in the AAR, and
review the proposed timeline for completing the AAR. The selected vendor and the City
will identify key personnel from departments to be interviewed, as well as outside
organizations as appropriate.
Deliverables
• Work plan
• Project planning meeting (via conference call)
RFP to Conduct an After-Action Review of the City of Malibu’s
Response to the Franklin and Palisades Fires
Page 3 of 7
Phase II: After Action Interviews and Documentation Review
The selected vendor will review relevant documents provided by the City including, but
not limited to, the following:
• The 2024 City of Malibu Emergency Operations Plan
• The City’s Alerting Policy
• Emergency Alerts sent to support evacuation Orders and Warnings
• EOC communications to staff
• EOC communications (social media, website, etc) to the community
• EOC Action Plans
• EOC staffing schedules
• Personnel policies relevant to emergency response
The document review process will help the selected vendor understand the roles and
responsibilities of the various Departments, the processes that should have been
followed, and the capabilities and technology available to responding entities. The
selected vendor’s review of incident reports (such as incident action plans, situation
reports, etc.) will allow the selected vendor to build an incident response timeline.
The selected vendor will then coordinate and facilitate an after-action debriefing with
EOC team members. The after-action debriefing will include a plenary session for the
group as a whole to discuss common preparedness, response, and recovery issues
followed by breakout sessions to discuss area-specific issues such as emergency
operations center (EOC) operations, communication, and coordination with outside
agencies. The debriefing will last approximately three hours, depending upon the
number of staff members and outside organization representatives invited to attend and
the number of areas to be covered. The selected vendor will provide a lead facilitator
and up to four additional facilitators to support the plenary and breakout sessions. The
selected vendor will recognize that the City is actively involved in recovery efforts, and
some staff may not be able to attend the after-action debriefing.
Following the after-action debriefing, the selected vendor will conduct up to 10 individual
or small-group interviews with those who were unable to attend the after-action
debriefing or to gain additional targeted information.
Deliverables:
• After action debriefing materials (presentation, agenda, registration forms, meeting
summary)
• Facilitation of After-Action Debriefing
• Up to 10 individual or small-group interviews
Phase III: AAR Development and Finalization
The AAR will assess strengths, identify areas for improvement, and present a
“roadmap” for improvements that may be needed. The AAR document will be a concise
discussion of the findings identified during the after-action debriefing and small-group
interviews with strategies and action items that should be incorporated into future
training, exercises, and response activities.
RFP to Conduct an After-Action Review of the City of Malibu’s
Response to the Franklin and Palisades Fires
Page 4 of 7
The selected vendor will develop an annotated outline for the Public Safety Director to
approve. Upon approval of the outline, the selected vendor will develop an initial draft
within 30 days of the debriefing and provide it to the Public Safety Department. The
AAR draft will be further refined through corrections, clarifications, and other feedback
provided by the City’s Public Safety Department.
The selected vendor will coordinate and conduct an AAR review meeting with key
stakeholders to review the draft AAR and validate and obtain support for the
recommended actions and strategies outlined in the improvement plan matrix. Similar to
the after-action debriefing, the selected vendor will provide a facilitator to conduct a
session (no more than two hours) to discuss the AAR and any needed revisions. The
selected vendor will complete the Final AAR within 15 days of the review meeting. Upon
completion and approval of the AAR content, the selected vendor will professionally
format the document.
Lastly, the selected vendor understands that there may be public and media interest in
the findings of the report. The selected vendor will develop both a public version and a
“For Official Use Only” version of the AAR. The selected vendor will provide an
electronic copy of the final AAR.
Deliverables:
• AAR outline, delivered electronically
• Draft AAR, delivered electronically
• Final AAR, delivered electronically
• AAR review meeting
• AAR review meeting materials (presentation, agenda, registration forms, meeting
summary)
THE PROPOSAL
Each proposal must include the following information:
1. Organization, Credentials and Experience
a. Provide a summary of the firm’s qualifications, credentials, and experience
related to the project.
b. Describe the size of your firm and indicate the principal official(s) and other
personnel who will be assigned to the project. y. Provide a resume for each
staff person on the project team.
c. 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
Provide a narrative reflecting the firm’s understanding of the Scope of Work and a
detailed proposal to implement the project, including tasks and any subtasks
identified in the Scope of Work.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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