Comprehensive_Disaster_Recovery_Planning_and_Support_Services_(Addendum_#1_Revision).pdf

County of San Mateo

Request for Proposals (RFP) for Comprehensive Disaster

Recovery Planning and Support Services

Emergency Management

RFP No. 2025-RFP-00414

RFP Contact: Rosalinda Jen rjen@smcgov.org

1. Introduction and Schedule

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi and is home to nearly 800,000 residents and 20 incorporated cities. The County provides for the health and welfare of all people within its borders and serves as the local government for the unincorporated areas. Innovation thrives here in industries including bioscience, computer software, green technology, hospitality, financial management, health care, education and transportation. The

County prides itself on how that prosperity fosters its commitment to protecting and enhancing the health, safety, welfare and natural resources of the community.

1.1. Summary

San Mateo County’s (SMC) Emergency Management seeks a consultant to provide comprehensive disaster recovery planning and support services that encompass all aspects of emergency and disaster recovery services, including initial assessment, disaster recovery plan review, emergency operation center

(EOC) planning, training, activation support, FEMA and federal grant preparedness, grant management, and strategies that support equitable recovery.

SMC Emergency Management faces significant natural disaster risks, including earthquakes, wildfires, and flooding, due to its Pacific Coast location and proximity to the San Andreas Fault, as well as five other earthquake faults that may have critical impacts. The County’s diverse topography, urban density, and strategic importance as a primary gateway via the San Francisco International Airport (SFO) further underscore the need for a Disaster Recovery Plan and services. The County’s demographic diversity across age groups, socioeconomic backgrounds, and languages necessitates a Disaster Recovery Plan and these supported services to ensure balanced and effective disaster recovery for all residents.

1.2. Contact Information

Project Contact:

Aaliyah James Civic- Procurement Consultant Email: ajames@civicinitiatives.com Phone: (512) 523-4834 Ext: 571

Procurement Contact:

Rosalinda Jen Management Analyst Email: rjen@smcgov.org Phone: (650) 599-1294

Department:

Emergency Management

Department Head:

Shruti Dhapodkar Director mailto:ajames@civicinitiatives.com tel:(512)523-4834;ext=571 mailto:rjen@smcgov.org tel:(650)599-1294

Page 3 of 20 Release date of March 5, 2025

1.3. Timeline

RFP Released March 5, 2025

Pre-Proposal Meeting (Non-Mandatory) March 17, 2025, 10:00am https://www.google.com/url?q=https://teams.micros oft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS0

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Deadline for Questions, Comments and

Contract Exceptions

March 24, 2025, 5:00pm

Proposal Due Date and Time April 3, 2025, 2:00pm

Tentative Interview Date April 17, 2025

Anticipated Contract Award Date April 22, 2025

2. Scope of Work

2.1. Project Scope

The following are tasks assumed necessary to develop and provide a multi-faceted Disaster Recovery solution that encompasses all aspects of emergency recovery, including FEMA documentation, response plans for natural, biological, and other disaster types, and strategies that support equitable recovery.

Proposing teams may suggest a modified scope as part of their proposal but shall include, at a minimum:

Initial Assessment https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540thread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN

Page 4 of 20 Release date of March 5, 2025

• The contractor will comprehensively evaluate the existing disaster recovery capabilities and infrastructure.

• The contractor will identify vulnerabilities, strengths, and areas for improvement within the current disaster management framework.

• The contractor will identify potential risks, including natural, technological, and human-made threats.

• The contractor will prepare a detailed report outlining findings and preliminary recommendations.

Disaster Recovery Plan Review

• Review the existing disaster recovery plan to align with San Mateo County’s Emergency

Operations Center (EOC) practices, current laws, regulations, and standards.

• Review and update existing plan components, including risk analysis, resource requirements, recovery strategies, and incident response protocols.

• Develop new strategies based on identified risks from the initial assessment.

• Provide recommendations for continuous planning improvement.

• Incorporate key Emergency Support Functions (ESFs) to structure recovery efforts and enhance coordination across critical areas during response and recovery.

• The contractor will provide recommendations for improving and updating the following plans:

o EOC Plan, including position-specific support o Pre-Disaster Recovery Plan o Long Term Recovery Plan o Debris Management Plan o Local Mitigation Strategy (LMS) o Comprehensive Emergency Management Plan (CEMP) o Standard Operating Procedures (SOPs) and Guidelines

Planning

• The contractor may be required to assist San Mateo in emergency management planning activities related to prevention, protection, response, mitigation, and recovery. Assistance may involve all of the following, including all related activities and deliverables:

o Assist in developing strategic, operation, and tactical plans.

o Assist in developing continuity of operations plans.

Page 5 of 20 Release date of March 5, 2025 o Assist in developing hazard mitigation plans.

o Assist in identifying threats/hazards and assessing risk.

o Assist in conducting organizational, capability, and resource assessments.

o Assist in inter- and intra-state regional planning efforts.

o Providing technical planning assistance to San Mateo’s operational area jurisdictions.

o Provide information, research, and data resources supporting planning efforts.

o Assist in the utilization and interpretation of predictive analytics.

o Assisting in developing governance documents.

• Define resource allocation, key personnel, and equipment needs for recovery.

• Establish prioritized recovery timelines, including critical functions and services.

• Plan for coordination with external providers and contractors.

Emergency Operation Center (EOC) Planning

• The contractor will develop and implement an effective EOC framework to support incident management during a disaster.

• The contractor will support developing and managing the Incident Command System (ICS) plans.

• Design an EOC activation plan and operational flow for efficient disaster management.

• Define roles, responsibilities, and staffing requirements for EOC operations.

• Ensure integration with local, state, and federal response agencies.

• Develop operation protocols and procedures for EOC management.

• The contractor will provide EOC staff augmentation, as needed, during incident activations and recovery operations.

Training

• The contractor will create a schedule for regular review and training sessions to keep the plan and team updated.

• The contractor will extend training services to cities within San Mateo County's operational area, supporting broader community preparedness and response.

• Develop comprehensive training programs for emergency response teams.

• Provide ongoing training and education, focusing on EOC positions and liaison support, FEMA assistance, and Homeland Security Exercise and Evaluation (HSEEP) programs.

Page 6 of 20 Release date of March 5, 2025

• Assistance in creating and developing training programs may include the following:

o Develop training programs and courses.

o Deliver training programs and courses.

o Evaluate training programs and courses.

Exercises

• The contractor will be required to assist San Mateo’s Emergency Management Department in emergency management and homeland security-related exercises and support activities. The exercises will utilize Homeland Security Exercise and Evaluation Program (HSEEP) guidelines, recommendations, and principles. Assistance will include the following related activities:

o Lead or support the planning, design, and development of exercises.

o Conduct exercises.

o Evaluate exercises.

o Provide after-action reporting and improvement planning of exercises.

Disaster Response and Activation Support

• Assist in the activation of the disaster recovery plan, when required.

• Coordinate with internal teams and external vendors to ensure a timely and effective response.

• Provide on-site or remote support during the recovery process.

• Monitor and document the response and recovery efforts for compliance and future learning.

• The contractor will be required to assist during disaster response, including all related activities such as:

o Staffing Incident Command System (ICS) Command and General Staff positions within the

County Emergency Operations Center.

o Supporting response-oriented public information operations.

o Providing administrative support to the County Emergency Operations Center or field

Incident Command Post during incidents and planned events.

o Provide information, Geographic Information System (GIS) data, research, and data resources supporting response efforts.

• Proposals in this function area should demonstrate Incident Command System (ICS) and Incident

Management Team (IMT) qualifications in positions they could serve within the County

Emergency Operations Center. The labor rates for this service category must include overtime costs associated with working irregular hours.

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Recovery

• Gathering information on the extent of damages, including facilities, public infrastructure, utilities, and private property caused by a disaster or emergency event.

• Provide copies of damage inspection reports to San Mateo’s Emergency Management

Department.

• Assist in preparing and filing cost reimbursement requests during the eligibility time frame.

• Assist in or provide staff to prepare and perform audits, project and disaster closeouts, and other disaster cost recovery duties.

• Assist in coordination and leading of county-specific task forces after an event.

• Assist in conducting After Action Review and development of improvement plans.

o FEMA Recovery Services

▪ Assist with applying for management FEMA recovery funding and services.

▪ Provide guidance on eligibility/processes for FEMA public assistance programs.

▪ Identify FEMA-eligible costs for approved categories of work, including hazard mitigation and FEMA’s 404 and 406 programs.

▪ Review and assessment of equipment.

▪ Monitor the status of FEMA claims, assist in resolving issues or discrepancies, and manage the FEMA Grants Portal.

▪ Coordinate the submission of project worksheets, financial documentation, and other necessary reports to FEMA.

▪ Provide expertise in aligning disaster recovery efforts with FEMA guidelines for cost reimbursement.

o Public/Individual assistance

▪ Provide assistance in the distribution of emergency funds to residents.

▪ Case management of residents to assist with the resolution of applications.

Pre and Post-Event Disaster Planning Services

• Develop proactive strategies for disaster preparedness, including risk assessments and mitigation plans.

• Establish post-event recovery protocols to return to normal operations.

• Provide analysis of damage and recovery costs after the event to determine funding eligibility.

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• Offer post-event review sessions to evaluate the success of response efforts.

• Updated disaster recovery plan based on post-event insights.

FEMA and Federal Grant Preparedness

• Provide consulting on eligibility and requirements for FEMA and other federal grants such as

Hazard Mitigation Grant.

• Assist in preparing grant applications, ensuring compliance with all requirements.

• Assist in preparing and submitting pre-disaster mitigation plans and post-disaster funding applications.

• Develop strategies to manage and utilize grant funds effectively.

Procurement Analysis

• Provide recommendations for procurement policy updates, bid documents, and S/M/WBE/DBE inclusion to optimize FEMA and federal grant funding.

• Review and prepare competitive solicitations and contract templates to ensure state and federal procurement requirements are met.

• Provide procurement emergency preparedness recommendations.

Grant Management

• Provide ongoing support for the effective management of disaster recovery grants.

• Oversee the administration and management of received grants.

• Establish and maintain a grant management process that aligns with FEMA and other federal requirements.

• Track grant funding, including expenditures and documentation for compliance purposes.

• Assist in preparing grant reports and audits to ensure proper use of funds.

• Provide periodic updates on grant status, funding milestones, and reimbursement progress.

Insurance Assessment

• Assist with documentation and submission of insurance claims.

• Identify any inefficiencies or challenges in the claims process and provide recommendations to streamline the process.

• Assess the coverage provided by the insurance provider in comparison to the grant funding.

Other

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• The contractor may be required to assist with other similar emergency management or public safety-related work, including:

o Crisis Management Consulting o Cybersecurity Disaster Recovery o Continuity of Operations Planning (COOP) o Impact Analysis o Incident Management System (IMS) Integration o Environmental and Regulatory Compliance

3. Submission Requirements

3.1. Submission Deadline

Proposals must be electronically received by 2:00 pm, on Thursday, April 3, 2025 via eProcurement system.

Allow sufficient time for the upload to complete by the Due Date and Time. Partial uploads will automatically terminate, and proposals will be rejected. The eProcurement system submission time will be the official submission time. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the eProcurement system.

NOTE: The County does not maintain the eProcurement system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov

3.2. Pre-submission Registration

Organizations or individuals interested in responding to this solicitation must register online with the

County of San Mateo at:

• https://procurement.opengov.com/portal/smcgov

It is recommended that organizations complete this registration as soon as possible. The County will not be responsible for and may not accept proposals that are late due to a failure to register in the eProcurement system.

3.3. Submission via eProcurement Portal

Required Documents

Please refer to the Technical Proposal section for submittal documents and requirements.

Electronic Submissions mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov/projects/150875/document?section=1366615

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Include the proposer name and the RFP title and number in each filename. Submit proposals via the eProcurement website, allowing sufficient time for the upload to complete by the Due Date and Time. As noted above, the eProcurement portal submission time will be the official submission time, and partial uploads will automatically terminate, and proposals will be rejected. Contact eProcurement Portal with technical questions regarding this site.

Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the eProcurement portal site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

Format

Documents should be created in the following format:

• Text should be Times New Roman (12-point minimum font size) and unjustified (i.e., with a ragged-right margin)

• Pages should have margins of at least one inch on all sides (excluding headers and footers)

• If the proposal is lengthy, a Table of Contents should be included.

• PDF format is preferred.

Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are late, incomplete, missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

4. Minimum Qualifications and Technical Proposal

4.1. Minimum Qualifications

4.1.1. Has Proposer has been providing similar services for a minimum of five (5) years within the last ten (10) years?*

☐ Yes

☐ No

*Response required

4.1.2. Account manager has a minimum of two (2) years of experience within the last five (5) years in providing account services?*

☐ Yes

☐ No

*Response required

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4.1.3. Please confirm your firm is registered with System for Award Management (SAM)*

SAM.gov

☐ Please confirm

*Response required

4.1.4. What is the registered Business Name and Unique Entity ID (UEI) No.?*

• UEI number can be obtained by registering your business through SAM.GOV

• Should you be in the process of obtaining your UEI number, please enter the digits ‘123’ temporarily for your response below in order to proceed with proposal. This temporary number should be replaced with the correct registration number for submission of the proposal.

*Response required

4.2. Technical Proposal

4.2.1. Cover Letter and Executive Summary *

Submit a letter of introduction and executive summary of the proposal. The letter must contain:

The cover letter shall include the name, address, and telephone number of the principal person San Mateo shall contact regarding the proposal. Additionally, include the signature(s) of the company officer(s) empowered to bind the firm, with the title of each (e.g., president, vice president, general partner). The cover letter should address an overview of the firm’s understanding of the project, its approach to delivering the scope of work, and key qualifications that provide insight into the firm’s ability to meet the

County’s needs.

• Submission of the letter will constitute a representation by proposer that it is willing and able to perform the commitments contained in the proposal and has not violated the terms of this RFP.

*Response required

4.2.2. Proposed Team and Qualifications*

Identify and describe each team member’s experience, qualifications, and role in the Project. Include any unique qualifications of the Project Manager (individual responsible for day-to-day project management) and how long this individual has worked with the proposed project team. The key personnel identified shall be dedicated to the project for its entire duration. The County, at its discretion, may allow substitutions if the employee leaves the firm or is otherwise unable to perform job duties. A proposed functional organization chart that identifies working relationships and percentage availability of team members shall be included.

Provide resumes of key personnel, up to two pages each, including their experience with similar projects in the past five (5) years and the total value for those projects.

This section shall also include a summary biography of each sub-consultant (if any are on the Project

Team), including their qualifications, experience, and technical capabilities necessary to fulfill all the needs of the Project. Describe how each sub-consultant will be managed and utilized.

https://sam.gov/content/home

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4.2.3. Firm Qualifications and Experience*

Demonstrate that the firm meets all the qualification requirements for this Request for Proposal, including corporate qualifications, commitment strength, and technical capabilities to fulfill all services required to accomplish the work. Provide three (3) references for whom the firm has performed similar services of similar scope and size within the past five (5) years. Include the organization name and address, the name, telephone number, and email address of the contact person that can speak to the engagement between your firm and the reference. Provide a brief description of the services performed by the consultant.

*Response required

4.2.4. References*

Provide 3 references for each of the following, including the name, address, and telephone number of recent clients (preferably other public agencies):

o References shall not exceed two (2) pages o References may be checked electronically via email. Proposers are required to include a verified email address for reference contacts.

o Provide no less than three (3) references for projects similar in size and scope to this solicitation within the last five (5) years (preferably other public agencies), including the following:

o Project Name o Agency Name o Project Budget/Contract Value o Project Duration o Brief Description of the Project o Email Address o Telephone Number

*Response required

4.2.5. Statement of Minimum Qualifications *

Describe how the proposer meets the minimum qualifications as set forth in Minimum Qualifications of this RFP.

Firms must meet the minimum qualifications (MQ):

o No less than five (5) years of experience providing the services as described in this RFP for counties, large municipalities, or similar government entities. The proposer must provide documented evidence of relevant experience, including at least one FEMA-funded project, such as those under the Emergency Management Performance Grant (EMPG) program.

Page 13 of 20 Release date of March 5, 2025 o A project lead with a Certified Emergency Manager (CEM) certification or equivalent.

The project lead must possess relevant certification, and the team must include at least one member with demonstrated proficiency in GIS for hazard mapping and analysis.

o Familiarity with the Standardized Emergency Management System (SEMS), California

Emergency Services Act, and regional hazards. The proposer must show a clear understanding of California’s emergency management framework and knowledge of hazards affecting the region.

o Experience using tools like FEMA’s Hazus-MH or similar platforms for risk assessments and recovery strategies. The proposer should provide examples of utilizing such tools effectively in prior projects to develop actionable recovery plans.

o Ability to provide additional recovery resources within 48 hours during an active disaster. The proposer must demonstrate readiness to mobilize recovery resources rapidly when required, with examples of prior rapid deployments.

o Completion of two disaster recovery or emergency management projects in the last five years, delivered on time and within budget. Documentation must be provided for two completed projects that meet this criterion.

o Registration with SAM.gov, proof of financial stability, and required insurance. The proposer must provide evidence of active SAM.gov registration, financial reliability, and current insurance coverage meeting project requirements.

Submission of the Minimum Qualifications checklist is not a substitute for providing a detailed written response.

*Response required

4.2.6. Minimum Qualifications Checklist*

Upload the Minimum Qualifications Checklist.

*Response required

4.2.7. Project Understanding and Approach*

The firm's proposal must adequately demonstrate an understanding of the scope and familiarity with the requested services, requirements, and constraint(s) for the project. Additionally, it must address any critical issues and other elements of concern to the services.

Present a well-developed approach to the Scope of Work, including procedures, methodologies, measures of effectiveness, organization, and scheduling of tasks to be performed, as well as a statement outlining the anticipated involvement of staff, as outlined in the Scope of Work. Additionally, identify the approach to resolve potential critical issues and other elements of concern. Firms are encouraged to suggest technical or procedural innovations used successfully on similar consulting or testing contracts and optional services that may benefit San Mateo.

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4.2.8. Innovations (Optional Services)

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability). Firms are encouraged to suggest technical or procedural innovations used successfully on similar consulting and optional services that may benefit San Mateo.

4.2.9. Innovations*

Refence any notable innovations or improvements that you expect to provide (with respect to, for example, efficiency, technology, sustainability)

*Response required

4.2.10. Cost Proposal*

The Cost Proposal should be submitted as a separate PDF file from the Technical Proposals detailed in

Required Documents.

A contract will be awarded to the consulting firm whose proposal provides the best overall value for the required services. The Cost Proposal shall include hour and fee breakdown by the tasks as outlined in the

Scope of Work: Initial Assessment, Disaster Recovery Plan Review, Planning, EOC Planning, Training, Exercises, Disaster Response and Activation Support, Recovery, Pre and Post Event Disaster Planning

Service, FEMA and Federal Grant Preparedness, Procurement Analysis, Grant Management, Insurance

Assessment, and other proposed tasks associated with the comprehensive disaster recovery and support services.

Also, hourly rates associated with staff augmentation for EOC staff, as needed, during incident activation and recovery operations (Task: Emergency Operation Center Planning) must be included in the cost proposal

The County reserves the right to accept other than the lowest priced offer and to reject any proposals that are not responsive to this request.

*Response required

5. Evaluation and Selection Criteria

The proposals will be evaluated by a selection committee with relevant expertise. The County intends to evaluate the proposals generally in accordance with the criteria itemized below. Proposers with the highest scoring proposals may be interviewed by the committee to make the final selection.

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposed Team and Qualifications Points Based 15 (15% of Total)

2. Firm Qualifications and Experience Points Based 10 (10% of Total)

3. Project Understanding and Approach Points Based 50 (50% of Total)

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4. Cost Proposal Reward Low Cost 25 (25% of Total)

5.2. Oral Interview (if necessary)

No. Evaluation Criteria Scoring Method Weight (Points)

1. Oral Interview Points Based 25 (100% of Total)

6. Instructions to Proposers

6.1. Instructions

Proposers are encouraged to attend a pre-proposal conference on Monday, March 17, 2025, at 10:00 am, to be held at https://www.google.com/url?q=https://teams.microsoft.com/l/meetup-join/19%253ameeting_NTE2MmIyMTgtNTE1OS00YzRkLWIwNTMtZWVmOTE2NjA5NThm%2540t hread.v2/0?context%3D%257b%2522Tid%2522%253a%2522a40e3dcb-ee86-4181-8ede-cc9e1836463d%2522%252c%2522Oid%2522%253a%2522105f57fe-003f-4bc6-bc04-

126d5282ce38%2522%257d%26launchAgent%3DGSuiteAddOn%26correlationId%3Ddf9518e6-de49-

460f-bd53-1e9562d22036&sa=D&source=calendar&ust=1741455040783412&usg=AOvVaw03-aNS_EbpySiYR9xkPFpN. All questions will be addressed at this conference and any available new information will be provided at that time. If you have further questions regarding the RFP, please post them on the eProcurement portal.

6.2. Communications

A. As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through eProcurement portal, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

B. Proposers (including any agent, owner, employee, board members, or other such affiliates) shall not offer any gift, favor, or other personal benefit to any County officer or employee during the procurement process for this agreement, including during the solicitation period and contract negotiations.

Violation of the foregoing prohibitions may result in a proposer being found non-responsible and barred from participating in this or future procurements.

6.3. Contract Award

A. Award Procedure

Contract negotiations are neither an offer nor guarantee that a contract will be executed. A contract award, if any is made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be

Page 16 of 20 Release date of March 5, 2025 memorialized in a formal agreement using the attached template, executed by the appropriate authority.

B. Notice of Intent to Award

If a decision is made to take steps to enter into an agreement with one or more proposers, the

County will post a Notice of Intent to Award or otherwise notify proposers the remaining proposers of their non-selection. Notice may instead be provided by including approval of the agreement as an item on an agenda for a meeting of the Board of Supervisors.

C. Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor and performance may proceed. Prior to execution of the agreement by the County, no County employee may authorize work under the agreement. Any work performed prior to the full execution of the Agreement may not be compensated.

6.4. Term

Emergency Managementis issuing Request for Proposal (RFP) No. 2025-RFP-00414 for Comprehensive

Disaster Recovery Planning and Support Services.

The agreement shall have a term of three (3) years. In addition, the County shall have one (1) option to extend the term for an additional period not to exceed two years, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included with this solicitation. The awarded contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your firm has completed legal review of these contract terms. If your firm wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and

Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract

Exceptions Requests but reserves the right to reject requested modifications to its standard terms.

7. Terms and Conditions for Receipt of Proposals

7.1. Errors, Omissions and Inquiries regarding the RFP

Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in eProcurement portal, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery, but in no event later than five business days prior to the deadline for receipt of proposals. Modifications and clarifications will be made by addenda as provided below.

Inquiries regarding the RFP should be lodged in eProcurement portal.

7.2. Objections to RFP Terms

Should a proposer object on any ground to any provision or legal requirement set forth in this RFP, the proposer must, not more than ten calendar days after the RFP is issued, provide written notice to the department, via eProcurement portal, setting forth with specific grounds for the objection.

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7.3. Addenda

The County may cancel, revise, or reissue this RFP, in whole or in part, for any reason. Revisions will be posted as Addenda on eProcurement portal. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflects any and all Addenda issued by the County prior to the proposal due date regardless of when a proposal is submitted. Therefore, the County recommends that proposers consult eProcurement portal frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

7.4. Term of Proposal

Submission of a proposal signifies that the proposed services and prices are valid for the duration of the proposed agreement term and that the quoted prices are genuine and not the result of collusion or any other anti-competitive activity.

7.5. Revision or Withdrawal of Proposal

A proposer may revise a proposal on the proposer’s own initiative at any time before the deadline for submission of proposals. The proposer must submit the revised proposal in the same manner as the original on or before the proposal due date.

A proposer may withdraw a proposal at any time before the deadline for submission of proposals. After that time, whether or not a new RFP is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

7.6. Errors and Omissions in Proposal

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any of the remaining RFP requirements.

7.7. No Commitment

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract.

7.8. Financial Responsibility

The County shall have no financial responsibility for any costs incurred by a firm in responding to this

RFP or participating in any presentations or negotiations.

7.9. Estimated Quantity

If the RFP results in an indefinite quantity or a requirements agreement, the goods and services actually requested by the County may be less than the maximum value of the agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the agreement.

7.10. Public Record

A. General

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1. All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

2. Any contract arising from this RFP will be a public record.

3. The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer.

4. Submission of any materials in response to this RFP constitutes:

▪ Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

▪ Waiver of all claims against the County and/or its officers, agents, or employees that the

County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

▪ Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

▪ Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

7.11. Reservations of Rights by the County

The issuance of this RFP does not constitute an agreement by the County that any contract will actually be entered into by the County. The County expressly reserves the right at any time to:

• Waive or correct any defect or informality in any response, proposal, or proposal procedure;

• Reject any or all proposals;

• Reissue an RFP;

• Prior to submission deadline for proposals, modify all or any portion of the selection procedures, including deadlines for accepting responses, the specifications or requirements for any materials, equipment or services to be provided under this RFP, or the requirements for contents or format of the proposals;

• Procure any materials, equipment or services specified in this RFP by any other means; or

• Determine that no project will be pursued.

7.12. No Waiver

No waiver by the County of any provision of this RFP shall be implied from any failure by the County to recognize or take action on account of any failure by a proposer to observe any provision of this RFP.

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7.13. Cooperative Agreement (Piggyback)

This competitive solicitation is being conducted as a Cooperative Procurement. The services, terms and conditions of any agreement resulting from this solicitation may be used by other organizations as a

Cooperative Agreement.

This provision in no way commits any affiliate to procure services from any awarded contractor, nor does it guarantee that any additional orders will result. At their discretion, and subject to their own procurement policies, interested organizations may make use of this competitive procurement and contract directly from the awarded contractor.

8. Protest Procedures

8.1. Protest of Non-Responsiveness Determination

Within five (5) working days of the County's issuance of a notice of non-responsiveness, any firm that has submitted a proposal and believes that the County has incorrectly determined that its proposal is non-responsive may submit a written notice of protest. Such notice of protest must be received by the County on or before the fifth working day following the County's issuance of the notice of non-responsiveness. The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.2. Protest of Contract Award

Within five (5) working days of the County's issuance of a notice of intent to award the contract, any firm that has submitted a responsive proposal and believes that the County has incorrectly selected another proposer for award may submit a written notice of protest. Such notice of protest must be received by the

County on or before the fifth working day after the County's issuance of the notice of intent to award.

The notice of protest must include a written statement specifying in detail each and every one of the grounds asserted for the protest. The protest must be signed by an individual authorized to represent the proposer, and must cite the law, rule, local ordinance, procedure or RFP provision on which the protest is based. In addition, the protestor must specify facts and evidence sufficient for the County to determine the validity of the protest.

8.3. Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the risk of non-delivery within the deadlines specified herein. Protests should be transmitted by a means that will objectively establish the date the County received the protest. Protests or notice of protests made orally

(e.g., by telephone) will not be considered. Protests must be delivered to:

Protests@smcgov.org

Subject: Comprehensive Disaster Recovery Planning and Support Services, 2025-RFP-00414

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