CC SR 20250805 F - Mass Care & Evac Plan GrantCITY COUNCIL MEETING DATE: 08/05/2025
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration to approve the submittal of a grant application to the California Department
of Forestry and Fire Protection (CalFire) Wildfire Prevention Grants Program for a
Peninsula-wide Mass Care and Evacuation Plan.
RECOMMENDED COUNCIL ACTION:
(1)Approve the submittal of a grant application for $200,000 to the California
Department of Forestry and Fire Protection (CalFire) Wildfire Prevention Grant
Program to fund the development of the Palos Verdes Peninsula Mass Care and
Evacuation Plan; and,
(2)Adopt Resolution No. 2025-___, “A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF RANCHO PALOS VERDES AUTHORIZING THE SUBMITTAL OF
A CALIFORNIA DEPARTMENT OF FORESTRY AND FIRE PROTECTION
(CALFIRE) WILDFIRE PREVENTION GRANT PROGRAM APPLICATION FOR
THE DEVELOPMENT OF A PALOS VERDES PENINSULA MASS CARE AND
EVACUATION PLAN”
FISCAL IMPACT: The grant application requests $200,000 in grant funding and does not
require any match from the City. Currently, the City has $60,000
budgeted for the evacuation plan development. If a grant is awarded,
these funds will be used to pay for consultant costs but will be
reimbursable through the grant funds. Funds would be deposited into
the State Grant Fund account. It should be noted that if awarded, the
City Council will be asked to accept grant funds for, among other
things, accounting purposes for both revenue and expenditure
accounts. VR
Amount Budgeted: $60,000
Additional Appropriation: Professional/Tech Services
Account Number(s): 101-400-1430-5101
(General Fund – Emergency Preparedness – Prof & Tech) VR
ORIGINATED BY: Lubna Mohammad, Emergency Management Coordinator LM
REVIEWED BY: Catherine Jun, Deputy City Manager CJ
APPROVED BY: Ara Mihranian, AICP, City Manager
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ATTACHED SUPPORTING DOCUMENTS:
A.Resolution No. 2025-___ Approving the Submittal of a CalFire Wildfire
Prevention Grant Application (Page A-1)
B.Grant Application – Scope of Work (Page B-1)
C.Support Letter from City of Rolling Hills Estates (Page C-1)
BACKGROUND:
Rancho Palos Verdes and the entirety of the Palos Verdes Peninsula (Peninsula) face
high risk from wildfires and other hazards that could create the need for evacuations
and/or mass care and shelter operations. The challenges associated with mass care
operations and evacuations are exacerbated by the significant coordination to evacuate
residents along the Peninsula’s limited egress/ingress routes, the large equine
community, and relatively high proportion of residents aged 65 and over. These
circumstances highlight the need for the development of a cohesive and compressive
mass care and evacuation plan to effectively and efficiently support response operations.
The four Peninsula cities have recognized the need for a Palos Verdes Peninsula Mass
Care and Evacuation Plan (Plan) for years, but as of yet, have not had the staff resources
available to develop the plan. In early 2025, the Peninsula cities agreed to add an item to
the Peninsula Public Safety Committee’s 2026 agenda to discuss the development of this
plan, after the Multijurisdictional Hazard Mitigation Plan is complete.
In anticipation of this Plan’s completion this fiscal year, the City budgeted $60,000 for
Fiscal Year 2025-26 to support the development of Plan. A grant opportunity to fund the
preparation of the Plan is available through CalFire, and Staff seeks City Council
authorization to submit the grant application.
DISCUSSION:
The Plan will help reduce the time required during an emergency to reach consensus on
issues such as public alerts and information, sharing of resources, and response
operations, by addressing these issues before an emergency takes place. The Plan will
provide coordination protocols for implementing evacuations and mass care operations,
clearly define roles and responsibilities, map vulnerabilities and resources in the area,
and identify potential mitigation strategies to address vulnerabilities and evacuation route
limitations.
On June 25, 2025, a grant application opened for a Wildfire Prevention Grant through
California Department of Forestry and Fire Protection and California Climate Investments.
The grant funds require no match and have a limit of $950,000. Funds can be used for
hazardous fuel reduction projects, wildfire prevention planning (including evacuation
plans), and wildfire prevention education. Applications are due by August 6, 2025, with all
grant activities needing to be completed by February 15, 2029.
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City staff drafted the attached grant application asking for $200,000 to hire a consultant
to develop the Plan and conduct a functional exercise to test the Plan before finalizing the
Plan. Rancho Palos Verdes would be the lead agency for all four Peninsula cities and
grant funds would be awarded directly to the City. A full scope of work is available under
Attachment B. Since the Plan is being developed in collaboration with all four Peninsula
cities, City staff also requested support letters and has thus far received one from Rolling
Hills Estates (Attachment C). The other letters are expected to be made available prior
to the grant deadline. Upon City Council approval, the complete grant application will be
submitted by the August 6 deadline. The Plan development is projected to take between
approximately 12 and 16 months and the award announcements are expected to occur
by the end of 2025.
CONCLUSION:
Staff seeks City Council authorization to adopt the attached resolution authorizing the
submittal of the grant application to the California Department of Forestry and Fire
Protection for Wildfire Prevention Grant funds for the development of the Plan
(Attachment A).
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1.Direct Staff to modify the application before submitting
2.Direct Staff not to proceed with the application.
3. Take other action as deemed appropriate.
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RESOLUTION NO. 2025-
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF RANCHO PALOS VERDES
AUTHORIZING THE SUBMITTAL OF A
CALIFORNIA DEPARTMENT OF FORESTRY
AND FIRE PROTECTION (CALFIRE) WILDFIRE
PREVENTION GRANT PROGRAM
APPLICATION FOR THE DEVELOPMENT OF A
PALOS VERDES PENINSULA MASS CARE AND
EVACUATION PLAN
WHEREAS, the Governor of the State of California in cooperation with the
California State Legislature has enacted State of California Climate Investment, which
provides funds to the State of California and its political subdivisions for fire prevention
programs; and
WHEREAS, the State Department of Forestry and Fire Protection (CAL FIRE) has
been delegated responsibility for the administration of the program within the State,
setting up necessary procedures governing application by local agencies, non -profit
organizations, and others under the program, and
WHEREAS, the City, as an applicant, will enter into an agreement with the State
of California to work in coordination with the Cities of Palos Verdes Estates, Rolling Hills,
and Rolling Hills Estate to develop and test a Palos Verdes Peninsula Mass Care and
Evacuation Plan (the Project”).
NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF RANCHO PALOS
VERDES DOES HEREBY FIND, DETERMINE, AND RESOLVE AS FOLLOWS:
Section 1. Authorizes the filing of an application for “California Climate Investment
Fire Prevention Grant Program”; and
Section 2. Certifies the City has or will have sufficient funds to operate and
maintain the Project; and,
Section 3. Certifies that funds under the jurisdiction of City Council of the City of
Rancho Palos Verdes are available to undertake the Project.
Section 4. Certifies the City will expend grant funds prior to February 15, 2029.
Section 5. Appoints the City Manager, or designee, to conduct all negotiations,
execute and submit all documents including, but not limited to applications, agreements,
amendments, payment requests and so on, which may be necessary for the completion of
the aforementioned project.
A-11-4
PASSED, APPROVED AND ADOPTED this 5th day of August, 2025.
David L. Bradley, Mayor
ATTEST:
Teresa Takaoka, City Clerk
State of California )
County of Los Angeles )ss
City of Rancho Palos Verdes )
I, TERESA TAKAOKA, City Clerk of the City of Rancho Palos Verdes, hereby certify
that the above Resolution No. 2025- was duly and regularly passed and adopted by
the said City Council at a regular meeting thereof held on August 5, 2025.
Teresa Takaoka, City Clerk
Resolution No. 2025-
Page 2 of 2
A-2
Scope of Work
Project Name: Palos Verdes Peninsula Mass Care and Evacuation Plan (Plan)
Project Tracking Number: 25-WP-78922274
Project Description: The four cities located on the Palos Verdes Peninsula (Peninsula),
which include Palos Verdes Estates (PVE), Rancho Palos Verdes (RPV), Rolling Hills (RH)
and Rolling Hills Estates (RHE), are seeking to develop a Mass Care and Evacuation Plan
(Plan). For this project, a consultant will be hired to work with the four cities and their
stakeholders to develop a Plan that will include guidance on coordination and
communication among the cities, response agencies, stakeholders, and residents during
an emergency that requires evacuations and/or mass care and shelter operations, such as
a wildfire, landslide, or earthquake. This will include a clear coordination protocol for
public information and joint messaging templates, a description of each involved
organization's roles and responsibilities, and solidification of the processes and protocols
for evacuation, repopulation, safe refuge, and mass care and shelter operations. Finally,
the plan will outline city, Peninsula, and regional resources that can support mass care
and/or evacuation efforts, including public safety services, transit, feeding, sanitation,
sheltering services, refuge areas, temporary evacuation points, emergency facilities,
animal care, and communication tools.
As part of this planning effort, areas of vulnerability for evacuation route limitations and
potential mitigation strategies will be examined, along with identification of transportation
and facility needs, including additional support for those requiring assistance evacuating
themselves and/or large animals. Public engagement will occur throughout the plan
development both as a source of input and public education; this outreach should include
installation of street signs clearly indicating zone locations and directions to the nearest
designated Safe Refuge Area and Temporary Evacuation Point. The project will conclude
with a Peninsula-wide emergency exercise, testing the plan, and finalization/approval by all
four city councils.
Primary Activity Type: Wildfire Prevention Planning
Describe the geographic scope of the project, including the communities that will
benefit, and an estimate of the number of structures within the project area.
The Peninsula has a unique physiography, formed over millions of years of submerging and
lifting from the Pacific Ocean. Once an island, the Peninsula is nine miles wide by four
miles deep, and rises above the Los Angeles Basin, with the highest elevation at 1,480 feet.
The terrain of much of the planning area is rolling hills, steep slopes, canyons, and coastal
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bluffs. Several active park sites and an extensive amount of preserved natural open space
and passive parkland, particularly along the Peninsula’s coastline, provide the majority of
recreational resources for residents. All four cities are at risk of experiencing landslides,
with RPV, RH, and RHE experiencing impactful land movement in the past three years that
damaged or destroyed homes and led to long-term utility shutoffs.
The Peninsula is bounded on the north by Torrance, on the south and west by the Pacific
Ocean; and on the east by Lomita and San Pedro (Los Angeles). The total population of the
Peninsula is approximately 67,067 (PVE 13,434, RPV 42,030; RH 1,513; RHE 8,169; and the
unincorporated areas of the Peninsula 1,921). The Peninsula includes an area of
approximately 17.78 square miles (PVE 4.77 sq mi; RPV 13.6 sq mi; RH 3.0 sq mi; and RHE
4.18 sq mi). Hazard risk is amplified on the Peninsula due to limited ingress/egress routes
and several areas within it that ARE classified by Cal Fire as medium, high, and very high
Fire Hazard Severity Zones
The Peninsula has approximately 25,000 housing units (PVE 5,017; RPV 16,497; RHE 3184;
and RH 700). There are also 21 schools on the Peninsula, four city halls, one college
campus, a Salvation Army campus, three library facilities, six L.A. County Fire Department
Stations, and one police station (PVEPD has its own police department, while the other
three cities contract with the Los Angeles County Sheriff's Department - their station is
housed in Lomita).
Describe how the project will assess the risks to residents, structures and prioritize
projects to reduce this risk over time.
As part of the Peninsula Mass Care and Shelter Plan, the hired consultant will review
potential vulnerabilities within the area, including the access and functional limitations of
residents and transportation and evacuation route limitations. The Plan will provide
procedures for helping address vulnerabilities and recommend additional mitigation
projects to strengthen evacuation and mass care capabilities for the whole community.
This Plan will also examine the vulnerability and capacity of structures within the area to
understand potential mass care and shelter needs and identify structures that could be
used as Safe Refuge Areas, Emergency Facilities, and Temporary Evacuation Areas.
Does the proposed plan add or build upon previous wildfire prevention planning
efforts in the general project area?
The Mass Care and Evacuation Plan builds off the Peninsula-wide Multi-Jurisdictional
Hazard Mitigation Plan (MJHMP), which examines hazard risk and mitigation strategies for
all hazards on the Peninsula and the Emergency Operations Plans (EOP) for each of the four
cities, which provide the basic guidelines and procedures for all hazard city emergency
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management. The Mass Care and Evacuation Plan will utilize the MJHMP's hazard risk
identification and mitigation strategies and expand on the EOPs’ basic procedures focusing
on mass care and evacuation operations.
The four Peninsula cities collaborate on many projects together, such as the Prepared
Peninsula Expo, however they are four distinct cities with their own unique processes and
structures. While the cities already work closely with one another, having clearly defined
roles, responsibilities, and response protocols will ensure a quick, efficient and
coordinated response to emergencies that require evacuations and/or mass care services.
The Mass Care and Evacuation Plan will help bypass most of the required initial emergency
coordination, as it is done during the Plan development rather than during an emergency,
helping to expedite alerts and public communication that inform the protective actions
taken by the community. Further, the Plan development will include a functional exercise
and subsequent training opportunities that will improve Peninsula-wide collaboration and
city staff response capabilities.
Identify a diverse group of key stakeholders, including local, state, and federal
officials where appropriate, to collaborate with during the planning process. Discuss
how the project proponent plans to engage with these targeted stakeholders.
The Plan will include departments and city management from all four cities on the
Peninsula, the Palos Verdes Estates Police Department, the Los Angeles County Sheriff's
Department, the Los Angeles County Fire Department, various County of Los Angeles
Departments (Board of Supervisors, Office of Emergency Management, Public Works,
Sanitation District, Flood Control District, Social Services, Animal Care and Control, etc.),
the American Red Cross, Salvation Army, local utility companies (Southern California
Edison, SoCalGas, Cal Water, etc.), local community groups and organizations (Palos
Verdes Peninsula Community Emergency Response Team, Rancho Palos Verdes
Emergency Preparedness Committee (EPC), Rancho Palos Verdes Council of Homeowners
Associations, Palos Verdes Estates Cares, etc.), California Department of Transportation,
Palos Verdes Peninsula Unified School District, Palos Verdes Library District, local assisted
living facilities, multi-unit properties, local neighborhood watch programs, Area G Disaster
Management Area Coordinator and neighboring cities, and any other stakeholders that are
identified throughout the plan development.
Describe the pathways for community involvement that will be incorporated in the
planning process.
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The Plan development will include community engagement throughout the process.
Updates will be provided at city council meetings at the commencement of the Plan
development. Once the initial Plan draft is developed and stakeholder feedback is
incorporated, the consultant will conduct community meetings to gather input on the Plan
in person, along with sharing a virtual copy of the plan draft for feedback on the cities'
websites, social media, newsletters, reports, and listservs, through Alert SouthBay and the
PVP Ready website (currently used to push the Know Your Zone campaign), through local
media, including RPVtv and local newspapers, via bulletin boards and banners, and at local
community meetings and events (ex. HOA meetings, EPC meetings, Prepared Peninsula
Expo, etc.). When the plan is finalized, additional community outreach will be conducted to
educate residents about the plan and their role in disaster readiness, using the same
communication methods listed above.
Discuss the location of the project in relation to areas of moderate, high, or very high
fire hazard severity zone as identified by the latest Fire and Resource Assessment
Program maps. *
With its many steep canyons and open scrub-covered hillsides, the Peninsula area is and
has always been vulnerable to the hazards associated with brush fires. About 50% of the
Peninsula is designated as a very high Fire Hazard Severity Zone and another 10% is
designated as a high or medium Fire Hazard Severity Zone according to the recently
published Cal Fire maps. All four cities have at least a segment of their community in the
medium, high, and very high fire hazard severity zone classifications. This fire hazard is
exasperated by the limited ingress and egress routes, landslide-induced road issues,
unreliable cellular connectivity on the Peninsula, a large equine community, and a
relatively high number of residents who are 65 or older.
Describe the geographic proximity of the project to structures at risk to damage from
wildfire in the WUI. *
Due to the Peninsula’s relative isolation from the rest of Los Angeles County cities, it is not
considered part of the wildland urban interface (WUI); though its isolation intensifies the
need for evacuation and mass care planning.
Does the project include any matching funds from other funding sources or any in-kind
contributions that are expected to extend the impact of the proposed project? *
The four Peninsula cities will provide staff liaisons to support the Plan development and will
seek to create mitigation and readiness projects identified through the Plan (ex. street
signs, strengthening of Safe Refuge Areas, etc.). Further, emergency management staff in
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the cities will work together to update the Plan every five years and as needed, due to new
data and lessons learned from emergencies and exercises.
Describe plans for external communications during the life of the project to keep the
effected community informed about the goals, objectives and progress of the project.
Activities such as planned press releases, project signage, community meetings, and
field tours are encouraged. *
Community meetings, Peninsula Public Safety Committee meetings, the cities' websites,
social media, newsletters, reports, and listservs, Alert SouthBay, the PVP Ready website,
interviews and press releases through local media, bulletin boards and banners, and
discussions at local community meetings and events (ex. HOA, EPC, and city council
meetings, Prepared Peninsula Expo, etc.) will all be used throughout the Plan development
process to keep the community informed, educate them about emergency evacuations
and mass care operations, and gather community input.
Describe any plans to maintain the project after the grant period has ended. *
The Plan will be updated every five years by the four cities and as needed when new data is
presented and/or after exercises and real emergencies.
Does the proposed project work with other organizations or agencies to address fire
hazard reduction at the landscape level? *
While the Plan doesn't directly work to reduce fire hazard at the landscape level, it will
identify and recommend projects to help reduce fire hazard, including those at the
landscape level. These recommended projects will complement or amplify existing wildfire
mitigation work conducted on the Peninsula, such as city fuel modification plans,
landscaping, and goat grazing.
Discuss the anticipated timeline for the project. Make sure to take seasonal
restrictions into account. *
Upon award of the grant (goal to begin work in 2026) the project will take 12-16 months to
complete. Upon award of the grant, the cities will begin a request for proposals process
that should take 1-2 months. Once a consultant is hired, the Plan development process
should take 6-9 months. The functional exercise and finalization should take an additional
5-6 months to complete.
Verify the expected timeframes to complete the project will fall under the required
completion dates depending on the source of the funds awarded. *
The project will be complete before the deadline of February 15, 2029.
B-5
Using bullets, list the milestones that will be used to measure the progress of the
project. *
•RFP for consultant
•Hire consultant
•Develop core planning team and larger stakeholder list
•Create a Plan template and meeting timeline
•First community meeting
•Write first draft with core planning team
•Stakeholder engagement
•Complete second draft using stakeholder feedback
•Second community meeting to gather community feedback
•Create exercise and modify Plan based on feedback
•Test Plan through exercise
•Complete third Plan draft and send for final review by core planning team
•Finalize Plan and send to city councils for approval
•Publish approved Plan
Using bullets, list the measurable outcomes (i.e. project deliverables) that will be used
to measure the project’s success. *
•Completion of a Peninsula-wide Mass Care and Evacuation Plan
•Completion of a Peninsula-wide Evacuation and Mass Care Operations Exercise
•Hosting at least three community meetings
•Engagement of at least 10 regional stakeholders in Plan development
If applicable, how will the requirements of the California Environmental Quality Act
(CEQA) be met? *
Not Applicable
List any existing forest or land management plans; Conservation Easements;
Covenant, Conditions & Restrictions (CC&R’s); matters related to zoning; use
restrictions, or other factors that can or will limit the wildfire prevention proposed
activity? *
None
Describe any previous experience the project proponent has with similar projects.
Include a list of recent past projects the proponent has successfully completed if
applicable. Project applicant or manager having no previous experience with similar
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projects should discuss any past experiences that may help show a capacity to
successfully complete the project being proposed. This may include partnering with a
more experienced organization that can provide project support. *
The Project Manager has experience supporting the development of an Operational Area
Mass Transportation and Evacuation Plan for the County of Monterey, along with
experience updating and developing numerous plans, including Multi-Jurisdictional Hazard
Mitigation Plans, a Community Resilience Plan, a Donation and Volunteer Management
Plan, an Electrical Power Disruption Plan, and a Public Information and Warning Plan.
Additionally, the project manager has experience hosting multiple exercises related to
mass care and/or evacuations and has engaged in about a dozen Emergency Operations
Center activations, including multiple wildfire emergencies that required mass care and
evacuation operations. The project manager works closely with the local fire and law
departments, and the other three Peninsula cities, building off their experience as well.
Identify who will be responsible for tracking project expenses and maintaining project
records in a manner that allows for a full audit trail of any awarded grant funds. *
The Project Manager will work with the City of Rancho Palos Verdes Finance Department,
as lead agency, to track project expenses and records.
Explain how the grant funds, if awarded, will be spent to support the goals and
objectives of the project. If equipment grant funds are requested, explain how the
equipment will be utilized and maintained beyond the life of the grant. *
The grant funds will be used to hire a consultant to develop the Plan and run an exercise to
test the plan.
Are the costs for each proposed activity reasonable for the geographic area where
they are to be performed? Identify any costs that are higher than usual and explain any
special circumstances within the project that makes these increased costs necessary
to achieve the goals and objectives of the project. *
The costs are reasonable for the geographic area.
Is the total project cost appropriate for the size, scope, and anticipated benefit of the
project? *
Yes, the project cost is much smaller than the benefit the increased coordination and
planning will have on public safety during evacuations and mass care operations. The Plan
will guide the cities in supporting the Peninsula’s 67,000 residents, 46,000 workers, and
many visitors, to quickly guide them to safety during emergencies and efficiently stand-up
mass care operations to those impacted by emergencies.
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Using bullets please list each object category amount that you are requesting and the
detail of how that would support meeting the grant objectives. *
•Consultant for plan development for 12-16 months - $200,000
Does your project include the purchase of capital equipment (more than $5,000 per
item)? *
No
How will the project/activity reduce Greenhouse Gas emissions? *
This project will not directly reduce greenhouse gas emissions, however planning for safe
refuge areas can reduce unnecessary traffic congestion during evacuations, which can
help reduce greenhouse gas emissions.
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