Project Information

Bid Title

Request for Qualifications for Supplemental Emergency Operations Center Staffing

Issuing Agency

City of Malibu

Location

California

Published Date

Nov 4, 2025

Closing Date

Nov 21, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Qualifications for Supplemental Emergency Operations Center Staffing
Category:	Professional Consulting
Status:	Open

Description: 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. 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 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. Publication Date/Time: 11/4/2025 12:00 AM Closing Date/Time: 11/21/2025 4:00 PM Contact Person: Susan Duenas, Public Safety Director, SDuenas@malibucity.org Download Available: Yes Fee: No Qualifications: See RFQ. Special Requirements: See RFQ. Related Documents: EOC Staff RFQ

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.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services
• NAICS 561320Temporary Help Services

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