Disaster_Recovery_2025-RFP-00414.pdf

RFP 2025-RFP-00414 [March 3, 2025]

COUNTY OF SAN MATEO, CALIFORNIA

Request for Proposal (RFP) NO.

2025-RFP-00414

for

Comprehensive Disaster Recovery Planning and Support Services

Date Issued: March 3, 2025

RESPONSES MUST BE SUBMITTED ELECTRONICALLY VIA:

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

RFP Contact: Name: Aaliyah James, Civic Initiatives, LLC

Email: civic.sanmateo@civicinitiatives.com https://procurement.opengov.com/portal/smcgov mailto:civic.sanmateo@civicinitiatives.com

Table of Contents

I. Introduction and Schedule

II. Scope of Work

III. Submission Requirements

IV. Evaluation and Selection Criteria

V. Instructions to Proposers

VI. Terms and Conditions for Receipt of Proposals

VIII. Protest Procedures

Appendix

A. Minimum Qualifications Checklist

B. County Contract Template

I. Introduction and Schedule

A. General

The County of San Mateo (the “County” or “SMC”) covers most of the San Francisco Peninsula. The region covers 744 mi2 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 community's health, safety, welfare, and natural resources.

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.

Emergency Management, https://www.smcgov.org/dem, located in Redwood City, coordinates countywide preparedness, response, and recovery efforts for large-scale incidents across San Mateo County. Emergency Management oversees disaster alerting, notification, resource mobilization, interagency coordination, and development of response and recovery plans. The department operates a 17,500-square-foot Regional Operations Center, which serves as the Emergency Operations Center (EOC), enabling a centralized and coordinated response during major emergencies.

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. Three major roadways link SMC to San Francisco and the greater Bay Area, making uninterrupted access essential for regional mobility and emergency response. As part of Silicon Valley, the County must ensure the resilience of both digital and physical infrastructure critical to the global technology sector. A tailored, comprehensive plan addressing FEMA requirements, multi-hazard preparedness, and equitable recovery strategies is essential to protect the County’s diverse population and infrastructure.

B. Project Summary

This Request for Proposal (RFP) is to receive proposals from highly qualified firms to provide comprehensive disaster recovery and support services that address the county's unique needs and risks and ensure resilience against natural disasters, including earthquakes, wildfires, and flooding. The project will encompass a thorough assessment of current capabilities, reviewing and revising the current Disaster Recovery Plan, and formulating and developing new strategies to ensure an effective and efficient recovery process.

A detailed Scope of Work is included in Section II of this document. SMC seeks a highly qualified firm for comprehensive disaster recovery and support services. The RFP aims to receive proposals from firms to deliver multi-faceted solutions to the Disaster Recovery Plan that addresses the unique needs and risks of the County, ensuring resilience against natural disasters, including earthquakes, wildfires, and flooding. The plan shall be aligned with FEMA requirements and tailored to the diverse demographics of the County.

An agreement resulting from this RFP will have an initial three (3) year term with the option to extend for an additional two (2), one (1) year periods, which the County may exercise at its sole discretion with written notice at least thirty (30) days prior to contract expiration.

If your firm wishes to request any exceptions to the terms of the Sample Contractor provided (Appendix B), submit a Contract Exceptions Request by the Question Deadline. The County will consider Contract Exceptions Requests but reserves the sole right to reject requested modifications to its standard terms.

This project is partially funded by the Federal Emergency Management Performance Grant (EMPG). All responses must comply with its requirements.

https://www.smcgov.org/dem

C. Solicitation Schedule

The tentative RFP timeline is provided for the convenience of prospective vendors and is subject to change. Any such change will be stated in an addendum to this RFP. The tentative RFP timeline is as follows:

RFP EVENT DATE

Request for Proposal Released March 3, 2025

Pre-Proposal Meeting Date/Time: March 17, 2025, 10:00 AM PT

Online meeting link: Click to join the meeting

Deadline for Questions and Contract Exceptions March 24, 2025, 5:00 PT

Proposals are due no later than April 3, 2025, 2:00 PT

Interviews (Tentative) Week of April 7, 2025

Anticipated Contract Award Date April 22, 2025

D. Contact Person

All questions pertaining to this RFP shall be addressed through OpenGov using the Question & Answer feature.

Inquiries relating to this RFP after the Q&A deadline will be directed to:

Aaliyah James, Civic Initiatives, LLC

Email: civic.sanmateo@civicinitiatives.com

All questions about the RFP process shall be addressed directly to the contact above. Contact with other County employees or representatives of the County during the proposal process is expressly prohibited. Vendors who directly contact County employees risk elimination of their proposals from consideration for award.

E. Submission of Proposals

All proposals must be submitted electronically through the OpenGov e-procurement platform.

Responses to this RFP submitted by any other means than through OpenGov will be deemend non-responsive and will not be evaluated or considered for award.

Late proposals will not be considered.

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

II. Scope of Work

Introduction

The Emergency Management Department of the County of San Mateo would like to engage a contractor to conduct comprehensive disaster recovery planning and support services.

The Scope of Work (SOW) is to be used as a general guide and is not intended to be a complete list of all services or work necessary to complete the project.

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

• 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.

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.

• 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.

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.

• 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

• 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

III. Submission Requirements

A. Submission Deadline

Proposals must be electronically received via OpenGov no later than the due date and time stated in the

Solicitation Schedule.

Respondents are advised to allow sufficient time for the upload to be completed by the due date. Partial uploads will automatically terminate, and proposals will be rejected. The OpenGov submission time will be the official submission time. The County will not be responsible for and may not accept late proposals due to slow internet connections or any other failure of the OpenGov system.

To submit a proposal, all firms must be registered with OpenGov. Use this link to get started:

https://procurement.opengov.com/signup

NOTE: The County does not maintain the OpenGov system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov using the chat portal or email Vendor Support.

B. Proposal Content

1. Cover Letter and Executive Summary (1-Page Maximum) – 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.

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 https://procurement.opengov.com/signup 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.

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.

Firms must meet the minimum qualifications (MQ):

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

Firms must provide references:

• References shall not exceed two (2) pages

• References may be checked electronically via email. Proposers are required to include a verified email address for reference contacts.

• 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

4. 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.

5. Cost Proposal

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 Proposal must be in PDF format.

IV. Evaluation and Selection Criteria

A. Selection Criteria The proposals will be evaluated by a selection committee with relevant expertise, which may include experts from outside the County. The County will evaluate the proposals in accordance with the criteria stated in this

RFP. The committee may interview proposers with the highest scored proposals to make the final selection.

The County’s selection committee, at its sole discretion, may reassess proposal evaluations following the outcome of proposer interviews. Final scoring and selection will reflect both the proposal review and interview performance.

Points will be assigned based on the firm’s qualifications, effectiveness, and efficiency in supporting each rated item.

Criteria Possible Points

1. Cover Letter and Executive Summary Pass/Fail

2. Proposed Team and Qualifications 15

3. Firm Qualifications and Experience 10

4. Project Understanding and Approach 50

5. Cost Proposal 25

Total Possible Base Points 100

Oral Interview (If used) 25

Total Possible Points 125

Oral Interview, if necessary (25 points) Following the initial evaluation and scoring of written proposals, the top-scoring proposers as determined by the evaluation committee, may be invited to participate in an interview phase. The interview will consist of standard questions asked of each of the interview participants. The purpose of the interview is to:

• Provide an opportunity for the evaluation committee to ask questions regarding the proposed approach, methodology, staffing, or any other elements of the written submission.

• Assess Communication and Responsiveness: Evaluate the proposer's ability to effectively communicate their strategies, ideas, and experience in response to the committee's questions.

• Probe Key Areas: Dive deeper into areas such as how the proposer plans to engage with the County, their ability to handle emergencies or staff augmentation, and their approach to ensuring compliance with relevant guidelines (e.g., FEMA requirements).

• Evaluate Problem-Solving Abilities: Discuss hypothetical or situational challenges related to disaster recovery planning and assess the proposer's ability to problem-solve and adapt in real-world scenarios.

Initial proposals will be evaluated based on the criteria outlined in the RFP, with 100 points available. During the interview phase, proposals may be reassessed, with an additional 25 points available, bringing the total possible score to 125 points. The final selection will reflect both the score from the written proposal and the qualitative insights gained during the interview, ensuring a well-rounded evaluation.

V. Instructions to Proposers

A. Pre-Proposal Conference (Optional) Proposers are encouraged to attend a pre-proposal conference on the date and time stated in the Soliciation

Schedule. This will be a virtual conference via Microsoft Teams virtual meeting platform. Use the link included in the Solicitation Schedule to participate. Questions or comments during the conference are for discussion purposes only. Prospective proposers must submit all RFP-related inquiries or clarifications via OpenGov for official responses.

B. Communications As of the issuance date of this RFP, 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 OpenGov, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

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.

C. Contract Award

Award Procedure

Contract negotiations are neither an offer nor a 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 memorialized in a formal agreement using the attached template, executed by the appropriate authority.

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.

Commencement of Performance

After all parties have signed the agreement, the County will notify the contractor, and performance may proceed. Prior to the 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.

VI. Terms and Conditions for Receipt of Proposals

A. Errors, Omissions, and Inquiries regarding the RFP Proposers are responsible for reviewing all portions of this RFP. Proposers are to notify the department, in

OpenGov, if the proposer discovers any ambiguity, discrepancy, omission, or apparent error in the RFP. Such notification should be made promptly after discovery but no later than five business days before the deadline for receipt of proposals. Modifications and clarifications will be made by Addenda.

B. 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

OpenGov, setting forth with specific grounds for the objection.

C. 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 OpenGov. No other revision of this RFP is valid. Proposers shall be responsible for ensuring that their proposals reflect 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 OpenGov frequently, including shortly before the proposal due date, to confirm that all Addenda have been downloaded.

D. 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.

E. 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.

F. 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 waivers will not modify any of the remaining RFP requirements.

G. 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.

H. 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, in-person or virtual interviews, or negotiations.

I. 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.

J. Public Record

1. General

• 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.

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

• The County does not seek proprietary information and will not assert any privileges that may exist on behalf of the proposer.

• Submission of any materials in response to this RFP constitutes:

o 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 o 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 o Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and o Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

2. Confidential Information

• Proposers are responsible for asserting any applicable privileges or reasons why a document should not be produced in response to a public record request.

• If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as “CONFIDENTIAL.” If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges.

• Failure to seek a court order protecting information from disclosure within ten days of the County’s notice of a request to the proposer will be deemed agreement to disclosure of the information and the proposer agrees to indemnify and hold the County harmless for release of such information.

• Requests to treat an entire proposal as confidential will be rejected and deemed agreement to County disclosure of the entire proposal and the proposer agrees to indemnify and hold the County harmless for release of any information requested.

• Trade secrets will only be considered confidential if claimed to be a trade secret when submitted to the County, marked as confidential, and compliant with CA Government Code Section 6254.7.

K. 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 the 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.

L. 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.

M. 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.

VIII. Protest Procedures

A. 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.

B. 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.

C. 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: Protest@smcgov.org ; Subject: RFP Name and Number.

Appendix A – Minimum Qualifications Checklist

Complete this form and attach it to your firm’s Proposal

I, ___________________, certify that I am authorized to execute this Certification on the firm’s behalf.

(Name)

MINIMUM QUALIFICATIONS PASS FAIL

Five (5) years of experience by the firm developing disaster recovery plans for counties, large municipalities, or similar jurisdictions. 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.

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.

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.

Experience using technology 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.

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.

Completion of two (2) 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.

Registration with SAM.gov, along with 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.

I certify that the foregoing information is true and correct as of the date of this Certificate.

Signature: Title:

Date:

Contract Template >$200,000 May 2022

Appendix B – County Contract Template

Agreement No. __________________________

AGREEMENT BETWEEN THE COUNTY OF SAN MATEO AND [Contractor name]

This Agreement is entered into this _____ day of _______________ , 20_____, by and between the County of San Mateo, a political subdivision of the state of California, hereinafter called

“County,” and [Insert contractor legal name here], hereinafter called “Contractor.”

Whereas, pursuant to Section 31000 of the California Government Code, County may contract with independent contractors for the furnishing of such services to or for County or any

Department thereof; and

Whereas, it is necessary and desirable that Contractor be retained for the purpose of

[Enter information here].

Now, therefore, it is agreed by the parties to this Agreement as follows:

1. Exhibits and Attachments

The following exhibits and attachments are attached to this Agreement and incorporated into this Agreement by this reference:

Exhibit A—Services

Exhibit B—Payments and Rates

Attachment H—HIPAA Business Associate Requirements

Attachment I—§ 504 Compliance

Attachment IP – Intellectual Property

2. Services to be performed by Contractor

In consideration of the payments set forth in this Agreement and in Exhibit B, Contractor shall perform services for County in accordance with the terms, conditions, and specifications set forth in this Agreement and in Exhibit A.

3. Payments

In consideration of the services provided by Contractor in accordance with all terms, conditions, and specifications set forth in this Agreement and in Exhibit A, County shall make payment to

Contractor based on the rates and in the manner specified in Exhibit B. County reserves the right to withhold payment if County determines that the quantity or quality of the work performed is unacceptable. In no event shall County’s total fiscal obligation under this Agreement exceed

[write out amount] ($Amount). In the event that the County makes any advance payments, Contractor agrees to refund any amounts in excess of the amount owed by the County at the time of contract termination or expiration. Contractor is not entitled to payment for work not performed as required by this agreement.

4. Term

Subject to compliance with all terms and conditions, the term of this Agreement shall be from

[Month and day] , 20[last 2 digits of start year], through [Month and day] , 20[last 2 digits of end year].

5. Termination

This Agreement may be terminated by Contractor or by the [Title of County Department Head] or his/her designee at any time without a requirement of good cause upon thirty (30) days’ advance written notice to the other party. Subject to availability of funding, Contractor shall be entitled to receive payment for work/services provided prior to termination of the Agreement.

Such payment shall be that prorated portion of the full payment determined by comparing the work/services actually completed to the work/services required by the Agreement.

County may terminate this Agreement or a portion of the services referenced in the Attachments and Exhibits based upon the unavailability of Federal, State, or County funds by providing written notice to Contractor as soon as is reasonably possible after County learns of said unavailability of outside funding.

County may terminate this Agreement for cause. In order to terminate for cause, County must first give Contractor notice of the alleged breach. Contractor shall have five business days after receipt of such notice to respond and a total of ten calendar days after receipt of such notice to cure the alleged breach. If Contractor fails to cure the breach within this period, County may immediately terminate this Agreement without further action. The option available in this paragraph is separate from the ability to terminate without cause with appropriate notice described above. In the event that County provides notice of an alleged breach pursuant to this section, County may, in extreme circumstances, immediately suspend performance of services and payment under this Agreement pending the resolution of the process described in this paragraph. County has sole discretion to determine what constitutes an extreme circumstance for purposes of this paragraph, and County shall use reasonable judgment in making that determination.

6. Contract Materials

At the end of this Agreement, or in the event of termination, all finished or unfinished documents, data, studies, maps, photographs, reports, and other written materials (collectively referred to as “contract materials”) prepared by Contractor under this Agreement shall become the property of County and shall be promptly delivered to County. Upon termination, Contractor may make and retain a copy of such contract materials if permitted by law.

7. Relationship of Parties

Contractor agrees and understands that the work/services performed under this Agreement are performed as an independent contractor and not as an employee of County and that neither

Contractor nor its employees acquire any of the rights, privileges, powers, or advantages of

County employees.

8. Hold Harmless

a. General Hold Harmless

Contractor shall indemnify and save harmless County and its officers, agents, employees, and servants from all claims, suits, or actions of every name, kind, and description resulting from this

Agreement, the performance of any work or services required of Contractor under this

Agreement, or payments made pursuant to this Agreement brought for, or on account of, any of the following:

(A) injuries to or death of any person, including Contractor or its employees/officers/agents;

(B) damage to any property of any kind whatsoever and to whomsoever belonging;

(C) any sanctions, penalties, or claims of damages resulting from Contractor’s failure to comply, if applicable, with the requirements set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and all Federal regulations promulgated thereunder, as amended; or

(D) any other loss or cost, including but not limited to that caused by the concurrent active or passive negligence of County and/or its officers, agents, employees, or servants. However, Contractor’s duty to indemnify and save harmless under this

Section shall not apply to injuries or damage for which County has been found in a court of competent jurisdiction to be solely liable by reason of its own negligence or willful misconduct.

The duty of Contractor to indemnify and save harmless as set forth by this Section shall include the duty to defend as set forth in Section 2778 of the California Civil Code.

b. Intellectual Property Indemnification

Contractor hereby certifies that it owns, controls, and/or licenses and retains all right, title, and/or interest in and to any intellectual property it uses in relation to this Agreement, including the design, look, feel, features, source code, content, and/or other technology relating to any part of the services it provides under this Agreement and including all related patents, inventions, trademarks, and copyrights, all applications therefor, and all trade names, service marks, know how, and trade secrets (collectively referred to as “IP Rights”) except as otherwise noted by this Agreement.

Contractor warrants that the services it provides under this Agreement do not infringe, violate, trespass, or constitute the unauthorized use or misappropriation of any IP Rights of any third party.