4-Attachment B SOW COOP.docx

Attachment B: Scope of Work Consultant for Continuity of Operations (COOP) Plans

1. Introduction The Office of the Lieutenant Governor (OLG) is entering into a contract with a qualified and experienced firm to develop comprehensive Continuity of Operations Plans (COOP). These plans are critical to ensuring the continued performance of essential functions during and after a wide range of emergencies or disruptions, including natural disasters, technological failures, and human-caused incidents.

Contractor will provide expert guidance, facilitate planning processes, and deliver actionable COOP plans that align with federal guidelines (e.g., FEMA, FCD-1, and FCD-2) and best practices, tailored to the unique operational environments of the OLG and County Clerk Offices within Utah. Contractor will create a COOP plan for each of the 29 county clerk offices and a plan for OLG.

2. Background COOP is an essential element of emergency management and preparedness. It involves developing plans and procedures to ensure that essential functions can continue being preformed in the event of a disruption. The State of Utah recognizes the imperative of robust COOP capabilities to protect public safety, maintain critical services, and ensure governmental stability, particularly concerning their unique roles in elections, vital records, and public administration.

Currently the OLG and the 29 County Clerk Offices have disparate levels of COOP planning maturity. This initiative seeks to standardize, enhance, and integrate coop efforts within these specific governmental entities, fostering a resilient framework capable of withstanding and recovering from adverse events.

3. Scope of Work Contractor shall be responsible for providing comprehensive COOP planning services, encompassing, but not limited to the following key areas:

State Agencies (OLG):

· Assessment: Conduct a thorough assessment of existing COOP capabilities, essential functions, critical systems, and interdependencies within the OLG.

· Plan Development/Enhancement: Develop or significantly enhance the COOP plan for the OLG, ensuring it is comprehensive, actionable, and compliant with federal and state guidelines. This includes:

· Identification of essential functions and their recovery time objectives (RTOs) and recovery point objectives (RPOs).

· Development of relocation strategies (alternate facilities, telework, etc.).

· Establishment of vital records and data management procedures.

· Development of continuity communications plans.

· Integration with emergency management plans.

· Training: Provide tailored training to key personnel within the OLG on COOP plan implementation, roles, and responsibilities.

· Exercise Development & Facilitation: Design, develop, and facilitate COOP exercises (e.g., tabletop exercises, functional exercises) to test the effectiveness of the plan and identify areas for improvement.

County Clerk Offices (Tiered Approach):

· Needs Assessment: Work with individual County Clerks Offices to assess their specific COOP planning needs and current capabilities. A tiered approach may be adopted, prioritizing larger or more critical county clerks’ offices initially, with options for broader involvement.

· Tailored Plan Development: Assist all County Clerks Offices in developing or refining their COOP plans, recognizing the diverse structures and resource levels of these offices. This may involve:

· Workshops and facilitated sessions for county clerks and their staff.

· Development of templates and guidance documents for county clerks’ office-level COOP planning.

· Direct assistance in drafting county clerks’ office-specific COOP plans.

· Training & Awareness: Provide training and awareness sessions for county clerks and their staff on COOP principles and their specific plans.

· Exercise Support: Offer support for county clerks; office-level COOP exercises, including design, facilitation, and after-action reporting.

4. Requirements Project Management Plan: A detailed plan outlining the approach, methodology, schedule, and resources for the entire project.

Current State Assessment Report: A comprehensive report detailing the current COOP capabilities, gaps, and recommendations for improvement for the OLG and participating County Clerks Offices.

Training Sessions: Conduct training sessions for personnel from the OLG and County Clerks Offices. These may be a combination of virtual and in-person and conducted regionally.

Exercise Plans & Materials: Detailed exercise plans, injects, evaluation criteria, and participant handbooks.

5. Compliance Overall Project Management and Coordination:

· Project Plan: Develop and maintain a detailed project plan, including timelines, milestones, and resource allocation.

· Stakeholder Engagement: Facilitate regular communication and coordination with relevant stakeholders from the OLG and County Clerks Offices, including emergency management, IT, and office leadership.

· Reporting: Provide regular progress reports to the OLG project lead.

· Documentation: Ensure all developed plans, training materials, and exercise reports are professionally documented and easily accessible.

6. Project Deliverables Contractor will be expected to deliver the following:

· Comprehensive COOP Plans:

· An agency-specific COOP plan for the OLG.

· Tailored COOP plans or planning guidance/templates for participating County Clerks Offices.

· All plans must include:

· Essential Functions and their RTOs/RPOs.

· Delegations of Authority and Orders of Succession.

· Continuity Facilities (alternate sites, telework, etc.).

· Continuity Communications.

· Vital Records Management.

· Human Capital Management.

· Test, Training, and Exercise (TT&E) Program.

· Devolution and Reconstitution procedures.

· Training Materials: Customizable training modules and presentations for various levels of personnel (e.g., executive, managers, staff) within the OLG and County Clerks Offices.

· After-Action Reports (AARs) & Improvement Plans (IPs): For all conducted exercises, providing findings, recommendations, and a roadmap for continuous improvement.

· Final Project Report: A summary of all activities, achievements, lessons learned, and future recommendations. Each participating county should also have a completed COOP or the framework of a COOP that can be easily completed.

7. Project Budget $272,000.00