Agenda No. 8.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | November 19, 2024 |
| Department: | City Secretary |
| Subject: | Resolution 24-R-120 - Authorizing a Contract with H2O Partners, Inc. for Grant Writing, Planning, and Management Services for Local Hazard Mitigation Plans Program (LHMPP) (S.Williams/G.Rodgers/B.High) |
BACKGROUND
The City of Schertz Office of Emergency Management requires grant planning and management services to assist in the development of grant applications for the Local Hazard Mitigation Planning Program (LHMPP) and Community Development Block Grant (CDBG). If awarded, these grants would provide the necessary funding to update the City's Hazard Mitigation Plan (HMP). Hazard Mitigation Plans are required for jurisdictions like ours from both the state and federal government, and must be updated every 4 years. The City is due for an update to our Hazard Mitigation Plan.
The City of Schertz solicited Requests for Proposals (RFP) for professional grant writing, planning, and management services related to the Local Hazard Mitigation Plans Program (LHMPP). Two submissions were received in response to the RFP. An evaluation team was assembled consisting of members from Fire, Police, EMS, Public Works and Public Affairs. Proposals were evaluated based on qualifications, experience, project approach/schedule, and cost. As the highest ranked firm, H2O Partners was determined to be qualified to provide services related to grant writing and management services (both pre- and post-award activities), which would allow the City to update our Hazard Mitigation Plan (HMP). H2O Partners is reputable and has provided grant writing and hazard mitigation plan services to several offices of emergency management throughout the State of Texas. With their experience in the public sector, the City staff feel that H20 Partners will be able to provide services and a product that is able to last for the timeframe of the plan.
Prior to release of the RFP, the City has completed two other requirements which provide the foundation for the development of a Hazard Mitigation Plan including a Threat and Hazard Identification Risk Assessment (THIRA) and Stakeholder Preparedness Review (SPR).
These grant awards are federally funded, and then sent to the states for administration of local programs.
Local Hazard Mitigation Plans Program (LHMPP)
A program created by the Texas Division of Emergency Management (TDEM) to provide Community Development Block Grant (CDBG) funds for the development of an enhanced State of Texas Hazard Mitigation Plan, as well as providing funds for the development of Hazard Mitigation Plans for eligible areas.
Community Development Block Grant (CDBG)
This program provides annual grants on a formula basis to states, cities, and counties to develop viable urban communities decent housing and a suitable living environment, and by expanding economic opportunities, principally for low and moderate income persons. The program is authorized under Title 1 of the Housing and Community Development Act of 1974, Public Law 93-383, as amended 42 U.S.C. 5301 et seq. The program was designed to reinforce several important values and principles of community development.
Threat and Hazard Identification Risk Assessment (THIRA) & Stakeholders Preparedness Review (SPR)
These two processes help communities prepare for disasters. THIRA is a risk assessment process that helps communities identify the capability targets and resource requirements necessary to address anticipated and unanticipated risks. Communities complete the THIRA every three years. SPR is an annual, three-step self-assessment of a community's capability levels based on the capability targets identified in the THIRA. Communities use the data from the THIRA process to assess their capabilities in the SPR which is then used to identify and address capability gaps related to Planning, Organization, Equipment, Training, and Exercise (POETE) areas.
Hazard Mitigation Planning
Hazard mitigation planning helps to minimize the loss of life and property damage by minimizing the impact of disasters. It begins with state, tribal and local governments identifying natural disaster risks and vulnerabilities that are common in their area. After identifying these risks, they develop long-term strategies for protecting people and property from similar events. Mitigation plans are kep to breaking the cycle of disaster damage and reconstruction.
The City of Schertz solicited Requests for Proposals (RFP) for professional grant writing, planning, and management services related to the Local Hazard Mitigation Plans Program (LHMPP). Two submissions were received in response to the RFP. An evaluation team was assembled consisting of members from Fire, Police, EMS, Public Works and Public Affairs. Proposals were evaluated based on qualifications, experience, project approach/schedule, and cost. As the highest ranked firm, H2O Partners was determined to be qualified to provide services related to grant writing and management services (both pre- and post-award activities), which would allow the City to update our Hazard Mitigation Plan (HMP). H2O Partners is reputable and has provided grant writing and hazard mitigation plan services to several offices of emergency management throughout the State of Texas. With their experience in the public sector, the City staff feel that H20 Partners will be able to provide services and a product that is able to last for the timeframe of the plan.
Prior to release of the RFP, the City has completed two other requirements which provide the foundation for the development of a Hazard Mitigation Plan including a Threat and Hazard Identification Risk Assessment (THIRA) and Stakeholder Preparedness Review (SPR).
These grant awards are federally funded, and then sent to the states for administration of local programs.
Local Hazard Mitigation Plans Program (LHMPP)
A program created by the Texas Division of Emergency Management (TDEM) to provide Community Development Block Grant (CDBG) funds for the development of an enhanced State of Texas Hazard Mitigation Plan, as well as providing funds for the development of Hazard Mitigation Plans for eligible areas.
Community Development Block Grant (CDBG)
This program provides annual grants on a formula basis to states, cities, and counties to develop viable urban communities decent housing and a suitable living environment, and by expanding economic opportunities, principally for low and moderate income persons. The program is authorized under Title 1 of the Housing and Community Development Act of 1974, Public Law 93-383, as amended 42 U.S.C. 5301 et seq. The program was designed to reinforce several important values and principles of community development.
Threat and Hazard Identification Risk Assessment (THIRA) & Stakeholders Preparedness Review (SPR)
These two processes help communities prepare for disasters. THIRA is a risk assessment process that helps communities identify the capability targets and resource requirements necessary to address anticipated and unanticipated risks. Communities complete the THIRA every three years. SPR is an annual, three-step self-assessment of a community's capability levels based on the capability targets identified in the THIRA. Communities use the data from the THIRA process to assess their capabilities in the SPR which is then used to identify and address capability gaps related to Planning, Organization, Equipment, Training, and Exercise (POETE) areas.
Hazard Mitigation Planning
Hazard mitigation planning helps to minimize the loss of life and property damage by minimizing the impact of disasters. It begins with state, tribal and local governments identifying natural disaster risks and vulnerabilities that are common in their area. After identifying these risks, they develop long-term strategies for protecting people and property from similar events. Mitigation plans are kep to breaking the cycle of disaster damage and reconstruction.
GOAL
The goal is to apply for and receive grant funding through the Local Hazard Mitigation Plans Program (LHMPP) which would provide funding to complete our local Hazard Mitigation Plan (HMP).
COMMUNITY BENEFIT
Having a local Hazard Mitigation Plan allows our city to apply for federal grants, protects our citizens by authorizing Public Assistance (PA) funds to be dispensed in case of disaster, and brings our departments and neighboring jurisdictions today related to the hazards we all face within the City of Schertz.
SUMMARY OF RECOMMENDED ACTION
Staff has determined that it is in the best interest of the City to enter into an agreement with H20 Partners for grant writing, planning, and management services.
FISCAL IMPACT
The total possible grant award is $100,000. Services provided by H2O will be broken up into two task orders. Task Order 1 will be for writing the grant (pre-award activities). Total amount for pre-award activities will not exceed $3,000. Task Order 2 will be for writing/updating the City's Hazard Mitigation Plan (post-award activities), and will only be executed if the City successfully receives grant funding. Total amount for post-award activities is estimated at approximately $64,000. Both pre- and post-award activities are 100% reimbursable by the grant. However, if the City is not successful in receiving grant funding, the total cost incurred by the City will not exceed $3,000.
RECOMMENDATION
Approve Resolution 24-R-120 authorizing a contract with H2O Partners for Planning & Management Services for Local Hazard Mitigation Plans Programs.