CITY OF WALNUT & MT. SAN ANTONIO COMMUNITY COLLEGE DISTRICT REQUEST FOR QUALIFICATIONS TO UPDATE THE MULTI-JURISDICTIONAL ALL-HAZARD MITIGATION PLAN Circulation Date: Thursday, September 27, 2018 Submission Deadline: Thursday, October 25, 2018 By 5:00 p.m. PST GENERAL INFORMATION The City of Walnut (“City”) encompasses approximately 8.9 square miles and is surrounded by the cities of West Covina to the west and north, Pomona to the east, and Industry to the south. Incorporated in 1959, Walnut was developed as a low-density, semi-rural residential community. Walnut is located between the 10, 57, and 60 freeways with accessibility to four (4) counties. The City provides a pleasant mixture of country living and urban convenience. The fundamental goal of the City is to continue its role as a suburban residential community and to preserve its rural character. The Mt. San Antonio Community College District (“Mt. SAC”) campus sits on 420 rolling acres in Walnut, located on the eastern edge of the Greater Los Angeles Area. Mt. SAC serves everyone, from residents to working professionals and international students. Its local College District boundaries encompass the communities of Baldwin Park, Bassett, Charter Oak, Covina, Diamond Bar, the southern portion of Glendora, Hacienda Heights, City of Industry, Irwindale, La Puente, La Verne, Pomona, Rowland Heights, San Dimas, Valinda, Walnut, and West Covina. OBJECTIVE The City & Mt. SAC are seeking written proposals from consulting firms to update the Multi- Jurisdictional All-Hazard Mitigation Plan (“Plan”). The update will include all elements required by the Federal Emergency Management Agency (FEMA) and the California Governor’s Office of Emergency Services (CalOES). Completion of the updated Plan shall result in formal approval of the document by CalOES and FEMA. PROJECT MANAGEMENT The Consultant will lead in the preparation of the Plan review and update; however, the City and Mt. SAC will provide input, information, and comments throughout the review process of the Plan. The City will be the Lead Agency for the project. As such, management of and contract administration for the Plan is the primary responsibility of the City. GENERAL REQUIREMENTS The Plan shall be updated for compliance with the following laws and requirements: 1. The Disaster Mitigation Act of 2000 and Title 44 Code of Federal Regulations (CFR) Part 201.6, as outlined in FEMA’s Local Mitigation Planning Handbook, published March 1, 2013. 2. FEMA’s Local Mitigation Plan Review Guide, published on October 1, 2011. SCOPE OF WORK The Consultant will prepare an updated Multi-Jurisdictional All-Hazard Mitigation Plan. Duties include the following, and any other duties that might be necessary to complete the scope of services: Page 2 of 6 1. Gather and analyze necessary data. 2. Attend meetings with City staff & Mt. SAC throughout the duration of the project. 3. Prepare public notices and other materials for the Walnut City Council and Mt. SAC Board of Trustees, in consideration and approval of the Plan. 4. Attend a total of four (4) Public Hearings - two (2) Public Hearings for the Walnut City Council and two (2) Public Hearings for the Mt. SAC Board of Trustees. 5. Prepare and provide draft versions of the Plan to the City & Mt. SAC for review. 6. Submit the Plan to the CalOES and FEMA for review. 7. The final deliverable will be a final Plan approved by CalOES and FEMA. The consultant is responsible for completing all revisions and addressing all comments issued by CalOES and FEMA until final approval is received from these agencies. SUBMISSION OF PROPOSAL The organization of the proposal shall follow this general outline: 1. Format – Respondents are asked to submit five (5) copies of their proposals in an 8 ½’’ x 11” format and one (1) electronic copy saved in PDF format on USB. The proposal should include information in sectionalized format addressing the work in the RFQ. 2. Cover Letter – The cover letter should also include: the identification of the firm, including the name, address, and telephone number of the firm; proposed working relationship among the firm and any subcontractor(s), if applicable; name, title, address and telephone number of a contact person during the proposal evaluation period; and, a statement to the effect that the proposal shall remain valid for a period of not less than ninety (90) days from the date of submittal. 3. Qualifications – General company information including number of employees, location of company headquarters and branch offices, number of years in business and organization, disciplines, and staffing. Provide a description of the branch office servicing this proposal including number of employees, location, organization, disciplines and staffing. Provide latest certifications of personnel that will be designated for service with the City and Mt. SAC and identify the consultant’s designated Project Manager. 4. Background and Methodology – The consultant should describe the methodology(ies) that would be pursued in fulfilling the Scope of Work to meet the City’s and Mt. SAC’s needs. 5. Cost/Budget – The City and Mt. SAC expects a fair and reasonable project cost, backed by itemization of how the costs per phase and task were developed. Present the total estimated cost and breakdown in estimated hours. Include an hourly rate schedule for all key personnel expected to play a part in the work products. Prices shall represent the cost and/or hourly rate to complete finished products and cost estimates shall identify expenditures for graphics, hearing participation, and other incidental and administrative costs. Page 3 of 6 a) Estimated Contingency – To account for issues that may occur regarding data collection, development, or requests for additional meetings, information, etc. The Contingency may only be accessed at the approval of the City and Mt. SAC. Neither the City nor Mt. SAC is not liable for any pre-contractual expenses incurred by any firms. Negotiations may or may not be conducted with the firm; therefore, the proposal submitted should contain the firm’s most favorable terms and conditions, since selection and award may be made without discussion with any firm. All prices should reflect Federal, State, local and other taxes. 6. Schedule – Present a schedule reflecting timeframes and milestones for completing each phase and task. 7. References – Describe recent similar experience, supplying the name of the client or reference, a contact person with an address and telephone number, key team members, and the coordinator. 8. Potential Conflicts of Interest – Please disclose any litigation, lobbying, or legislative advocacy involving the consultant or any member of their team which is adverse to the City or Mt. SAC. Any consulting services currently being provided or provided within the last four (4) years to any person, corporation, partnership or other entity in connection with an application to the City for a discretionary land use entitlement or, City and Mt. SAC project(s), should also be disclosed. The City and Mt. SAC may waive, at its discretion, any conflict of interest, in writing, provided the consultant has made a fully written disclosure of all facts. 9. Promotional Material – The consultant may, but is not required to, include a reasonable amount of promotional material. SELECTION PROCESS All proposals received will be evaluated by utilizing the following criteria: 1. Completeness of proposal. 2. Qualifications and directly-related experience of the consultant team who will work on the project. 3. The specific method and techniques to be employed by the consultant on the project. 4. Reasonableness of the fee requested to do the work. 5. Overall project timeframe. INDEPENDENT CONTRACTOR The firm will be an independent contractor pursuant to the contract, and will not, in any way, be considered to be an officer, agent or employee of the City or Mt. SAC. Page 4 of 6 PAYMENT TERMS Payments are generally made based upon the review of invoices prepared by the firm for work completed to the satisfaction of the City within thirty (30) days of the submitted invoice. All payments will be made in accordance with the contract and subjected to achieved milestones and outlined in a Fee Payment Schedule. Before any work can commence, the selected firm will be required to execute a written contract (Agreement) that will be provided by the City upon selection of the firm. INSURANCE AND INDEMNIFICATION The Agreement between the City of Walnut and the selected firm will contain Walnut’s standard insurance and indemnification provisions for Agreements of this type. Proof of insurance is not required to be submitted with your proposal; however the City’s insurance and indemnification requirements must be met and provided to the City to be reviewed by the City Attorney prior to the award of contract. This draft language is set forth in the sample agreement (Attachment 2). PATENT, COPYRIGHT, TRADE SECRET AND TRADEMARK FEES Firms must include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in delivery of the contracted services. All documents, records, drawings, designs and specifications developed by the firm will become the property of the City and Mt. SAC upon completion of each task, but may be used by the firm as a portfolio reference. OBLIGATION TO AWARD A CONTRACT Issuance of this RFQ and receipt of proposals does not commit the City of Walnut to award a contract. The City and Mt. SAC reserves the right to postpone the review of the proposal for its own convenience, accept or reject any or all proposals received, or waive minor defects, irregularities or informalities in response to the RFQ. The City and Mt. SAC reserves the right to negotiate with more than one (1) firm should negotiations with the selected firm be terminated, to negotiate with more than one (1) firm simultaneously, or to cancel all or part of the RFQ.