Continuity of Operations Plan (COOP) Software

The Hillsborough County Board of County Commissioners is requesting proposals for an automated Continuity of Operations Plan (COOP) software platform for the Hillsborough County Fire Rescue Department, with proposals due August 5, 2026 at 2:00 PM Eastern Time. The estimated contract value is $106,267.00 over three years.

The software must deliver customizable approval workflows supporting multiple reviewer roles (Liaison, COOP Committee Member, HIPAA Reviewer, Departmental Director, Executive, COOP Committee Chair); enforce completion of required COOP fields per federal and state standards; provide role-based access controls; and include mobile application access for offline viewing of approved plans. The system must be cloud-hosted, support a minimum of 250 simultaneous active users, maintain 99.9% uptime, and reach full operational status within 45 days of purchase order issuance. Implementation training must be provided within 30 days of system availability. The contractor must deliver Monday–Friday technical support (9:00 AM–5:00 PM, excluding county holidays) and annual COOP plan review services by a continuity planning expert.

Cybersecurity compliance is a decision-flipping requirement. Vendors must comply with NIST SP 800-53 revision 4 for Moderate systems, SSAE 16 SOC 2or equivalent, HIPAA, and maintain production and disaster recovery operations exclusively within the continental United States. The contractor must execute a Business Associate Agreement upon award, implement data encryption in transit and at rest, conduct annual penetration testing and vulnerability assessments, maintain disaster recovery plans with redundant backup sites and automatic failover, and permit periodic county site visits and independent vulnerability assessments. A Vendor Security & Compliance Questionnaire and AI Security Questionnaire must be completed.

Evaluation weighs Quote/Cost Total (10 points), understanding of scope and technical approach (30 points), quality of proposed system (35 points), and proposer qualifications and experience (25 points). Proposals must be submitted through the County's electronic bidding system (Euna Procurement). Insurance requirements include Commercial General Liability ($500,000–$2,000,000), Professional Liability ($1,000,000 per claim), and Cyber Liability ($1,000,000 per claim or incident), with Hillsborough County named as additional insured. Contractors must maintain E-Verify registration and comply with all applicable federal, state, and local laws. The County reserves the right to terminate for convenience with payment only for accepted work provided prior to termination notice.