Emergency_Management_Consultant_Services.pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP)

FOR

EMERGENCY MANAGEMENT CONSULTANT SERVICES

RFP NO. RFP-017-2770706-JL

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

County Executive Office - CPO - Emergency Management Consultant Services, RFP-017-2770706-JL

County of Orange

County Executive Office - CPO

Procurement and Contract Services

400 W. Civic Center Dr.

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release Project Date November 14, 2025

Question Submission Deadline December 4, 2025, 2:00pm

Question Response Deadline December 4, 2025, 2:00pm

Proposal Submission Deadline December 11, 2025, 2:00pm

Contractor Selection Date Expected in approximately two weeks after

Board Approval

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Thursday, December 11, 2025

2:00 pm

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. SCOPE OF WORK

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

SECTION 4. PRICING AND COMPENSATION

SECTION 5. PRICING PROPOSAL

SECTION 6. PROPOSAL RESPONSE REQUIREMENTS

SECTION 7. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County of Orange, County Procurement Office (hereinafter referred to as “County”), is soliciting proposals from qualified firms (hereinafter referred to as “Respondents”) for

Emergency Management Consultant Services. Respondents must meet the minimum qualifications and requirements as set forth within the RFP and be capable of providing services identified in the Scope of Work herein.

1.2 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Proposals are to be uploaded via the County's Online Bidding System at https://procurement.opengov.com/portal/ocgov

Note: This is a fully electronic Request for Proposals (RFP). Respondents must submit their proposals online via County’s online bidding system. Only electronic proposals will be accepted. Facsimile and e-mail proposals will NOT be allowed. For assistance on uploading proposals via County’s online bidding system, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Proposal for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Proposal. If any person contemplating submitting a response to this

Request for Proposals is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Purchasing Agent (DPA) via the County’s online bidding system under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s online bidding system. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s online bidding system to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.If an addendum is issued, proposers must acknowledge the addendum via the County’s eProcurement Portal.

All questions or requests for interpretations must be received on Thursday, December 4, https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Flogin&data=05%7C01%7Cjessica.loy%40ocgov.com%7Ca945829bcd8d441710e608dbae35df8b%7Ce4449a56cd3d40baae3225a63deaab3b%7C0%7C0%7C638295318629814063%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=nz3f1bYe8rr5Cj1J6wc%2FzVq9ulgluhjV6%2FmB9uSML68%3D&reserved=0 https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/

2025, before 2:00 pm as specified in the solicitation. Respondents are not to contact other

County personnel with any questions or clarifications concerning this RFP.

The DPA will provide all official communication concerning this RFP. Any County response relevant to this RFP other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Proposals must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Proposal may be withdrawn after the submission date.

D. Each Respondent must submit their proposal electronically via the County’s eProcurement

Portal.

E. All pages must be numbered and identified sequentially by section. Proposals must be tabbed and indexed in accordance with the information requested in the Proposal Response

Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this RFP shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Proposals are not to be marked as confidential or proprietary. The County may refuse to consider any Proposal so marked. All Proposals and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 6250 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Proposals shall become the property of the County. The County reserves the right to make use of any information or ideas in the Proposals submitted.

Respondents should not request that certain information be treated as exempt, and statements in the Proposals should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Proposal that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in Proposal. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this RFP. Any Respondent who is found to have an actual conflict of interest may have its Proposal rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a Proposal, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this RFP and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Proposal Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. County reserves the right to request proposal revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this RFP. The County reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties which the County deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

K. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing its Proposal in response to this RFP;

b) submitting that Proposal to the County; c) negotiating with the County any matter related to the Respondent’s Proposal; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

L. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP. Failure to comply with the technical features and acknowledgment of receipt of addenda are common causes for holding a

Proposal nonresponsive.

M. Where two or more Respondents desire to submit a single Proposal in response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture.

The County intends to contract with a single firm that may subcontract with multiple firms

(team) but not with multiple firms doing business as a joint venture.

N. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

O. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your proposal/bid submission response.

P. The County requires a valid UEI number prior to Contract Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a

UEI number, please indicate so in your proposal submission response.

Q. County reserves the right to: a) negotiate the final Contract with any Respondent(s); b) withdraw this RFP in whole or part at any time without prior notice (the County makes no representations that any Contract will be awarded to any Respondent responding to this

RFP); c) award its total requirements to one Respondent or to apportion those requirements among two or more Respondents; d) reject any Proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP; and/or e) request Best and

Final Offer from any Respondent determined to be within the competitive range. Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

Therefore, Proposals submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any

Respondent.

http://www.dnb.com/ http://www.usfcr.com/

1.3 PROTEST PROCEDURES:

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor.

B. The signature of the protestor or the protestor’s representative.

C. The solicitation or contract number.

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

F. Protest of Bid/Proposal Specifications: All protests related to proposal specifications must be submitted to the Deputy Purchasing Agent, Jessica Loy,no later than five (5) business days prior to the RFP Closing Date for proposals. Protests received after the five

(5) business-day deadline will not be considered by the County.

In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a proposal prior to the close of the solicitation in accordance with the proposal submittal procedures provided in this RFP.

G. Protest of Award of Contract: In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of intent award is provided by the DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

H. Protest Process

1. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA renders a decision on the protest.

2. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

3. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protestor’s right to the protest procedures outlined herein.

4. If the protestor disagrees with the decision of the, DPA the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

I. Appeal Process

1. If the protestor wishes to appeal the decision of the DPA, the protestor must submit, within three (3) business days from receipt of the DPA’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ocgov.com

2. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

3. The decision of the County Procurement Officer will be final and there shall be no right to any administrative appeals of this decision

1.4 EVALUATION PROCESS AND CRITERIA

Proposals deemed to meet all minimum RFP requirements will be scored based on the established criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each Proposal, based upon the Respondent(s) submitted written materials.

Proposals shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the Proposal, including information about the Respondent, Contractors and sub-contractors. The County reserves the right to seek publicly available information about the Respondents.

The scoring is based on evaluation of the Proposal as measured against the Scoring Criteria.

Proposals will be evaluated from the most advantageous to the least advantageous to the County.

Please include and outline the Minimum Requirements in the RFP Proposal:

mailto:CPOAppeals@ocgov.com

A. Explain how your organization meets the Minimum Qualifications listed under Project

Documents Tab, Section I – Introduction and Instructions to Respondents, Paragraph 1.4

Evaluation Process and Criteria (Responses to the Minimum Qualifications questions below will not be scored and are only to verify that the Respondent meets the Minimum

Qualifications for this RFP). Please reference Section 5. Proposal Scoring Criteria for this

RFP. The minimum requirements are outlined below:

*Please note: These minimum qualifications must be verified for the Proposal to be deemed responsive. Any Proposal may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the RFP.

Minimum Qualifications/Requirements: Respondent’s Proposal shall meet the following minimum requirements and qualifications to proceed to the evaluation and scoring process:

Proposer must meet the following minimum requirements listed below:

A. Complete all required sections of the RFP, i.e., provide all required information.

B. Proposer must have five (5) years’ cumulative experience, within the last ten (10) years, in providing emergency management response and/or recovery services.

C. Proposer must have emergency management response or recovery experience within the State of California, preferably within Orange County.

D. Respondent must be able to respond and arrive on-site within a 3-hour travel distance in the Southern California region, specifically within Orange County, California.

1.5 SELECTION/AWARD PROCESS

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to DPA. Final award determination shall be subject to reference checks and past performance and may be subject to approval(s) by the County Board of

Supervisors. In addition, County reserves the right to verify and validate any information prior to the Contract Award and during the entire term of the Contract.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments, and to reflect Respondent’s Proposal and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its Proposal may result in its elimination from further consideration.

Negotiations may or may not be conducted with the finalist(s); therefore, the Proposal submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its proposal may result in elimination from further consideration.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

Exceptions to the terms and conditions of the proposed Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in the Section below titled: "PROPOSAL RESPONSE REQUIREMENTS" subsection titled: “Statement of Compliance”.

1.6 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.7 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller vendor, will be required to submit to County a federal Form W-9, or form W-8 for foreign vendors. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, DPA, or the agency/department deputy purchasing agent the required W-9 or W-8.

1.8 COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED

VETERAN BUSINESS ENTERPRISE (DVBE) PREFERENCE POLICIES:

A. OCLSB: Effective January 1, 2020, the Orange County Board of Supervisors adopted the

OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet

(1) and (2) below:

1. Local Business requirements:

a. Maintains their principal center of operations (i.e. headquarters) within Orange

County, and;

b. Has:

i. a business address located in the County of Orange that is not a post office box, or

ii. a valid business license or certificate of occupancy issued by the County of

Orange or by an Orange County city, or other documentation acceptable to the

County of Orange.

2. Small Business Requirements:

a. Must be certified as a Small Business by the State of California Department of

General Services (DGS); and,

b. DGS Small Business requirements must be valid at the time of bid/proposal submittal.

B. DVBE: Effective January 1, 2021, County of Orange Board of Supervisors adopted the

DVBE Preference policy. The DVBE Preference policy supports local business opportunity, economy and the development of the County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet (1) and (2) below:

1. Must be certified as a DVBE by the State of California Department of General

Services (DGS); and,

2. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in

EXHIBIT Titled - COUNTY OF ORANGE LOCAL SMALL BUSINESS (OCLSB) AND

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) CERTIFICATION

REQUIREMENTS.

SECTION 2. SCOPE OF WORK

2.1 GENERAL INFORMATION:

Scope of work

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

This Scope of Work defines the responsibilities and expectations for the Contractor selected to provide comprehensive disaster recovery services to the County of Orange, California

(“County”) ensuring rapid response, effective recovery, and mitigation following natural, technological or man-made disasters. This Scope of Work is developed based on the County of

Orange and Orange County Operational Area Recovery Plan. Modifications to activities outlined in the Recovery Plan will be made on an ad-hoc basis to adapt to the needs of the incident, as determined by the County Executive Officer acting as the Director of Emergency Services during the Recovery Phase. The following is a non-exhaustive list of potential services to be proposed under this Agreement. The County reserves the right to award a contract for all or a portion of this Scope of Work based on the disaster/incident impacting the County.

Definitions:

A. County Recovery Manager- County employee appointed by the County Executive Office to lead the recovery effort and will act as the main point of contact on the County side.

B. LAC- Local Assistance Centers

C. MARC- multi-agency resource center

D. MCOT – Mobile Community Outreach Teams

E. RSF – Recovery Support Function

F. RAP-Recovery Action Plan

G. COAD – Collaborating Agencies Active in Disaster (United Way, Catholic Charities, etc.)

H. COG – Continuity of Government

I. COOP – Continuity of Operations

J. FAC- Family Assistance Centers

K. PPP- Public Private Partnerships

A. Project Scope: This Scope of Work is intended to be public-facing work specific to disaster-related recovery operations.

This Scope of Work is not intended to include Continuity of Government or Continuity of

Operations activities. If a disaster/incident is significant enough to trigger proposed materials and COOP activities, these will be handled by the County and may impact the resources available to dedicate towards this Scope of Work.

B. Project Management: The County Executive Office will appoint an individual to serve as the County Recovery Manager. As outlined in the Recovery Plan, the County

Recovery Manager will be supported by individuals within the County departments and agencies, as well as identified Private, Non-Profit, and Non-Governmental

Organizations. The County will continue to serve as the authorization point for resource requests to the California Office of Emergency Services or other state and federal agencies for support of the activities outlined below.

The Contractor shall designate a qualified Project Lead who will serve as the primary point of contact for all disaster recovery activities performed under this agreement. The

Project Lead must possess relevant experience in emergency management, disaster recovery operations, and coordination with federal, state, and local agencies, including

FEMA. Project Lead shall be responsible for overseeing day-to-day operations, ensuring compliance with all applicable regulations, managing subcontractors, and maintaining clear and consistent communication with the County’s designated representatives. The

Contractor shall provide the County with the Project Lead’s name, contact information, and résumé within 7 days of contract execution or notice to proceed. Any changes to this assignment must be approved by the County in advance.

C. Mutual Aid Resources: In the event of a disaster/incident of significant size and scope, mutual aid personnel and equipment may be called into the County or overlapping jurisdictions in order to assist in response and recovery operations. These resources will operate under the incident’s Unified Command and may or may not be available to assist in achieving the Scope of Work detailed within this agreement. The County will strive to keep the Contractor aware of the mutual aid resources operating within or on behalf the

County, including providing contact information and delegations of authority or mission tasks where appropriate and available.

D. County Priorities: The Project Lead will identify and prioritize the County’s service needs upon activation of this contract in support of a disaster/incident response. These activities may include, but may not be limited to:

• Conducting damage and safety assessments.

• Assessing the housing situation, identify potential solutions, and request support.

• Assessing damage to public facilities and initiate temporary repairs.

• Assessing damage to private property and issue permits for repairs and demolition.

• Removing debris.

• Opening transportation routes.

• Restoring services such as power, water, sewer, and transportation.

• Providing disability related assistance and functional needs support services.

• Providing essential health and safety services.

• Providing security and reestablish law enforcement functions.

• Activating LACs to assist individuals, households, and businesses.

• Activating FACs to provide information and services about missing or unaccounted for persons and deceased as well as those people otherwise impacted by the incident.

• Coordinating program assistance to individuals and businesses.

• Documenting disaster-related costs for reimbursement through State and Federal grant programs.

• Working with State and Federal officials to assess damage, identify needs, and secure financial assistance.

• Resuming governmental functions.

• Beginning planning for long-term community recovery.

• Enacting appropriate zoning variances to accommodate business and commercial repairs.

• Assisting with identification of temporary housing and business space.

• Assisting with re-establishment of schools and childcare centers.

• Establishing a post-disaster recovery prioritization and planning process for restoration of economic and social systems of the community.

E. County Approval of Public-Facing Information: The Contractor shall obtain prior written approval from the County for all public-facing materials related to disaster recovery operations, including but not limited to press releases, social media content, signage, informational brochures, and website updates. No public statements or communications referencing the County’s recovery efforts shall be issued without explicit authorization. This requirement ensures consistency, accuracy, and alignment with the County’s communication protocols. Any unauthorized dissemination of information may be considered a breach of contract.

F. Quality Assurance: The Contractor shall establish and maintain a robust Quality

Assurance (QA) program specifically designed for disaster recovery operations performed under this agreement. This program shall ensure that all services and public interactions are performed in accordance with industry best practices, FEMA guidelines, and all applicable federal, state, and local regulations. The QA program must include procedures for monitoring work quality, identifying and correcting deficiencies, and documenting all findings and corrective actions. The Contractor shall provide the County with a copy of its QA plan within 14 days of contract execution and shall submit periodic

QA reports throughout the duration of recovery activities. The County reserves the right to review, audit, and require modifications to the QA program as needed to ensure service quality and regulatory compliance.

G. Project Coordination: The County will collaborate with the Contractor on the following to facilitate the complete all phases of this Scope of Work:

1. Outline the relationship the County and community members impacted by the disaster.

2. Provide known information about the disaster related impacts, including but not limited to data generated by the Damage Inspection Teams and Safety Assessment

Task Force.

3. Develop a County (RAP), including determining which (RSF) will be established

(e.g., Economic, Natural and Cultural, Housing, Infrastructure, Safety and Security, and Community Services).

a. When the Housing RSF is activated:

i. Describe any available financial assistance funds for any extreme cases to cover hotel, food, and transportation costs for 1-3 days.

ii. Describe availability of Rapid Re-Housing funds and processes.

iii. Discuss perspective on those living in unconventional housing without addresses (motor homes, sheds, converted garages, RVs, shipping containers, cars, tents on public land, etc.)

iv. Describe how recovery plans will include provisions for home-based businesses.

1. Develop and facilitate a public communications and messaging strategy, to be included in the County Recovery Action Plan with a focus on:

a. Public outreach

i. Establishing communications process, including identifying resources, for translating and printing materials, signs, and other materials to be distributed at outreach events.

ii. Providing phone tree resources.

iii. Establishing a secure website to create and store a secure intake forms and community member data.

b. Educational information

c. Community recovery priorities

d. Public input opportunities

e. Mitigation activities during reconstruction

E. PHASE 1: Short Term Recovery Planning (Duration - 6 days)

Create a short-term disaster recovery plan for Orange County residents.

1. The Contractor shall:

a. Review the County’s Recovery Plan

b. Review existing recovery resources and partnership agreements.

c. Create and publish recovery resource lists for all immediate needs.

d. Identify disaster-displaced populations, determine their immediate needs, and identify potential resources to address unmet needs.

e. Draft process to collect families’ calls and information for follow-up.

f. Plan to establish Local Assistance Centers, multi-agency resource center, or outreach events.

2. Days 1 and 2: Initial Assessment and Planning:

a. The County shall provide official damage assessment information (CalFire and/or

County data). The Contractor will review and assess the number of homes, businesses, and other structures with confirmed destroyed, major, minor, or unaffected status.

b. The County shall provide available data for disaster-affected populations. This may include names, addresses, contact information, and demographic data (e.g., household composition, languages, known access and functional needs), and a rough estimate of affected pre-disaster unhoused community members.

c. The County shall brief the Contractor on incident-specific care and sheltering operations to date, including any known congregate and non-congregate sheltering. The Contractor will integrate this information into the Recovery

Action Plan).

d. The Contractor shall prepare to attend, open and/or operate a LAC, MARC

(MCOTs) within the first two weeks.

i. The County will provide County personnel as additional staff as necessary and when available.

ii. The Contractor shall coordinate with the County to identify language needs and coordinator document translation and in-person translator options for outreach events.

iii. The Contractor shall identify available local recovery resources, including

County agencies and shelters, and read existing community partnership agreements. This may include facilitating with the Red Cross, United Way, Catholic Charities, Tzu Chi and other outreach event participants about event logistics and available resources for community members.

iv. The Contractor shall identify mental health support resources for impacted community members, including hotlines, helplines, and live chats.

a. The Contractor shall establish an OC Disaster Recovery Helpline for families to call for information and support, including the phone tree script and integrated phone numbers. The County will be responsible for the cost of the service.

1. Days 3 and 4: Draft Recovery Resources and Coordinate Initial Response

a. The Contractor shall establish multiple modes of distribution to communicate available disaster recovery resource lists for families. These may include 211, County offices and websites, media, LAC, MARC, outreach teams, local law enforcement personnel, etc. Such resources may include:

i. Places to go for immediate needs (shelter, food, transportation, and clothing)

ii. Disaster cleanup, repairs, and recovery program applications

Information should include considerations for diverse populations including but not limited to:

o Children o Veterans o People with disabilities, access, and functional needs, including languages.

o Pre-disaster unhoused people o Undocumented community members; and o Those with pets.

b. The Contractor shall share the resource lists with County leadership for edits, approval, Orange County logo and distribution.

c. The Contractor shall create a secure intake form to collect families’ and businesses pre- and post-disaster information. This will include an information-sharing agreement with County and external partners. The Contractor will develop instructions for the form and train others if needed (and available).

d. The Contractor shall coordinate with County teams to avoid duplicating work.

e. The Contractor shall relay all info to leadership and Communications teams.

f. The Contractor shall finalize plans for weekend LAC/MARC.

1. Days 5-6: Host/attend LAC/MARC outreach events

J. PHASE 2: Long Term Recovery Planning (Duration - 3 weeks)

1. The Contractor shall coordinate with the County to develop, implement, and maintain a (RAP) to support and stabilize County residents through the next three weeks and beyond.

a. The RAP will use information from residents and businesses to determine recovery roadblocks and draft a needs assessment.

b. The RAP will include specific guidance to impacted agencies and jurisdictions on situational status report required essential elements of information, and timeframes for reporting.

c. The RAP will identify the (RSFs) to be activated.

i. This decision will be informed by meetings with County agencies, community leaders and COAD members to discuss long-term support options and their plans.

ii. Activation of each RSF will include the identification of which organization will lead the Long-Term Recovery efforts in that area and set goals and objectives to define RSF success.

1. The Contractor may identify and recommend to the County Recovery Manager where outside service or supply contracts may be beneficial or preferred to using County-resources.

2. The Contractor shall develop and implement a specific plan to follow-up with impacted community members and businesses on how the recovery process is progressing. This may include but is not limited to phone calls, emails, or community meetings. Written reports tracking statistics jointly identified by the County and

Contractor may be necessary based upon the size and scope of the disaster/incident.

K. PHASE 3: Long-Term Community Enhancement

When a catastrophic incident occurs, an opportunity may present itself to rebuild the community in a stronger, more resilient manner. To that end, the Contractor may be asked to assist in rebuilding discipline-specific areas of County operations. This may include, but is not limited to:

5. Health Care System

a. Assess the current conditions and options for healthcare strategies through assessment of market trends, identification of best practices in other comparable locations, and application of advanced analytics. These strategies may include financing, delivery, coverage, infrastructure, health IT and other strategies, and may include response to external changes (e.g., federal healthcare reform).

b. Support Participating Agency in the design of healthcare innovation models, with non-exhaustive examples including transitions to Medicaid Managed Care;

statewide value-based payment programs; strategies for special needs populations;

rural health access; market stabilization; and cross-cutting collaborative approaches for other population health priorities (e.g., opioids).

c. Support the implementation of innovation models and other priority areas including project management; stakeholder engagement; grant applications, waiver applications, RFP design and evaluation; support for contract development and performance management approaches; and related activities.

d. Reduce state Medicaid costs by improving program integrity (i.e., payment in accordance with negotiated contracts, prevention of fraud/waste/abuse, timely recovery of overpayments) and by stronger medical policy to ensure appropriate use levels.

e. Deliver healthcare analytics and/or data management to support any of the above strategies. Further healthcare transparency through reporting including the design and/or delivery of reports for providers, health plans, or other entities.

6. Public Safety

f. Diagnose current performance and define strategies to improve the overall performance of public safety organizations, leverage best practices, analytic tools, and decision-making, increase use of technology to drive greater operational transparency, develop tools to drive improvements in areas like population management, housing assignment, violence reduction, and improved reintegration.

g. Develop people/workforce strategies to increase frontline efficiency, to assist in the up skilling of the workforce through capability building and culture change, improve community engagement, and provide objective evaluation and improvement of the performance of front line and back-office functions within and across public safety agencies.

h. Aid in the design of facilities to be cost- and resource-effective, as well as conducive to positive performance outcomes (e.g., reduced incident response time).

i. Support the implementation of strategies to improve the performance of public safety organizations.

6. Public Works

a. Assess current performance of infrastructure to understand the performance relative to benchmarks and best practices across asset classes (e.g., roads and bridges, water/wastewater, transit, energy, broadband etc.) and geographies.

Determine potential drivers for lagging (or leading) performance across asset life cycle.

b. Develop a set of strategies and initiatives to improve infrastructure outcomes addressing challenges and introduce innovation across planning, permitting, procurement, funding/financing and maintenance and operations. Review best practices and consider innovative models for improving outcomes, including

PPPs.

c. Determine changes to strategy, processes, operations or organization within relevant departments and agencies (e.g., transportation, transit, utilities) to enable the delivery of strategies and initiatives, for example optimizing delivery in areas like fleet management, maintenance operations, total cost of ownership, risk-based maintenance, and budget rightsizing.

d. Support implementation of any strategies to improve infrastructure, infrastructure performance, or related department/agency performance in the state.

6. Tax Assessor; Treasurer-Tax Collector

a. Develop recommendations for assessor and tax collector operational changes in support of individual and business recovery from disaster/incident impacts.

b. Conduct benchmarking and evaluation of efficiency and effectiveness of tax administration (including of in-flight programs), along with identification of specific opportunities for improvement through effective use of technology, including building multi-year business cases for large scale IT investments.

c. Design initiatives to improve performance including innovative tax compliance approaches, use of advanced analytics to identify cash revenue non-reporting by small and medium businesses improving collections of past due taxes by adopting best practices, and improved fraud prevention.

d. Evaluate the taxpayer customer service journey, identifying key pain points across service channels (web, phone, in person), and creating approach to addressing highest impact issues.

6. Orange County Community Resources – Economic Growth

a. Assess current economic trajectory through independent analysis of sectors, geographies, and demographics in order to define effective growth strategies for localities, regions or states, including defining clear sector strategies to spur economic growth through targeted investment and driving innovation that spurs increased entrepreneurship and business development.

b. Define specific economic and/or job growth strategies in rural or urban areas, or statewide.

c. Support cohorts of high-potential companies to drive firm growth and job creation.

d. Develop workforce development initiatives with employers, higher education institutions, and government to meet the specific skills needs of local companies, to create more economic opportunities for residents, and to make regions more competitive.

e. Support implementation of any economic development priorities, initiatives, or programs.

M. After Action Reporting

2. The Contractor will provide the County with a written report recommending opportunities to better respond to future events.

3. The Contractor will support implementation of action plans, best practices, capabilities, and strategies to promote increased resilience and/or improved crisis response.

M. Additional Expenses Clause:

1. Federal and State Reimbursement Requirements: Costs under this agreement may be reimbursable through assistance programs at the federal or state level.

As part of the negotiation process, the terms of these federal programs will be adopted into the agreement between the County and Contractor as non-negotiable terms.

2. Reimbursement of Additional Expenses: The Contractor may incur reasonable and necessary additional expenses directly related to the performance of services under this agreement, including but not limited to travel, lodging, meals, and other incidental costs.

3. Pre-Approval of Expenses: All additional expenses must be pre-approved in writing by the County to qualify for reimbursement. The Contractor is required to submit a detailed request outlining the nature, purpose, and estimated costs of the anticipated expenses for the County’s review and approval prior to incurring any costs.

4. Submission of Receipts: The Contractor shall submit itemized receipts and a detailed expense report within thirty (30) days of incurring the expense. Receipts must clearly show the date, amount, and description of each expense incurred. The expense report must include a brief description of the business purpose for each expense item.

5. Reimbursement Guidelines: Reimbursements will be made in accordance with the

County’s reimbursement policies and shall not exceed the pre-approved amount. All claims for reimbursement must adhere to the County’s guidelines regarding allowable expenses and reasonable cost standards.

6. Non-Reimbursable Expenses: Expenses that are not pre-approved, lack proper documentation, or do not comply with the County’s reimbursement policies will not be reimbursed. Any unauthorized or excessive expenses shall be the sole responsibility of the Contractor.

M. Record Privacy and Retention: All records remain the property of the County of

Orange and should not be distributed or retained without the County’s express written permission. At the completion of the contract, all community member personal information will be returned to the County. The County is responsible for retaining records as necessary to comply with the County approved Record Retention Schedules and any potential legal holds.

2.2 REFUND:

Overpayment shall be refunded on any excess paid or invoiced above the negotiated rates of this

Contract.

SECTION 3. WRITTEN PROPOSAL SCORING FORMAT

3.1 PHASE 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm’s Background, Qualifications & Experience

A. Company Background and Data- Include an overview of firm and brief description of the firm’s history including:

B. Length of time in business; Highlight firm’s tenure providing emergency management and disaster recovery consulting services. Include experience in working with local and state government clients across

California.

C. Services provided relevant to the RFP; – Reference direct alignment with SOW

Sections A (Project Scope) and B (Project Management), emphasizing experience in disaster recovery planning, FEMA coordination, and

Recovery Support Functions (RSFs)

D. Volunteer work and or services including but not limited to the scope of work of the contract

E. Describe the Respondent’s experience in performing work of a similar nature to that solicited in this RFP;

and

F. List certifications and/or affiliations that may be relevant to this RFP.

G. Provide the following information:

H. Name and title of person(s) authorized to bind the

Respondent.

I. Main office address; and

J. Telephone number

K. List any previous or current contracts with the County of Orange within the last five (5) years. Include:

L. Agency/Department name, address and contact person.

M. Contract Number; and

N. Contract Amount

O. Provide a general description of the firm’s prime contractor (if applicable, subcontractor’s) financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, or impending merger) that may impede Respondent’s ability to complete the services.

Points Based 175 (35% of Total)

P. Demonstrate crisis management and large-scale project management experience.

Q. Please list any relevant experience with personal property debris removal programs and post-disaster permitting programs.

R. Please list…