Comprehensive Disaster Recovery Planning and Support Services

The Vendor is required 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, agency and federal grant preparedness, grant management, and strategies that support equitable recovery.
- Initial Assessment
• Comprehensively evaluate the existing disaster recovery capabilities and infrastructure.
• Identify vulnerabilities, strengths, and areas for improvement within the current disaster management framework.
• Identify potential risks, including natural, technological, and human-made threats.
• Prepare a detailed report outlining findings and preliminary recommendations.
- Disaster recovery plan review
• Review the existing disaster recovery plan to align with 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:
1. EOC plan, including position-specific support
2. pre-disaster recovery plan
3. long term recovery plan
4. debris management plan
5. local mitigation strategy (LMS)
6. Comprehensive emergency management plan (CEMP)
7. Standard operating procedures (SOPS) and guidelines
- Planning
• The contractor may be required to assist county 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:
1. Assist in developing strategic, operation, and tactical plans.
2. Assist in developing continuity of operations plans.
3. Assist in developing hazard mitigation plans.
4. Assist in identifying threats/hazards and assessing risk.
5. Assist in conducting organizational, capability, and resource assessments.
6. Assist in inter- and intra-state regional planning efforts.
7. Providing technical planning assistance to county operational area jurisdictions.
8. Provide information, research, and data resources supporting planning efforts.
9. Assist in the utilization and interpretation of predictive analytics.
10. 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
• Create a schedule for regular review and training sessions to keep the plan and team updated.
• Extend training services to cities within 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, agency assistance, and homeland security exercise and evaluation (HSEEP) programs.
• Assistance in creating and developing training programs may include the following:
1. Develop training programs and courses.
2. Deliver training programs and courses.
3. Evaluate training programs and courses.
- 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.
• required to assist during disaster response, including all related activities such as:
1. Staffing incident command system (ICS) command and general staff positions within the county emergency operations center.
2. Supporting response-oriented public information operations.
3. Providing administrative support to the county emergency operations center or field incident command post during incidents and planned events.
4. 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 county 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.
1. Agency recovery services
▪ Assist with applying for management agency recovery funding and services.
▪ Provide guidance on eligibility/processes for agency public assistance programs.
▪ Identify agency -eligible costs for approved categories of work, including hazard mitigation and agency 404 and 406 programs.
▪ Review and assessment of equipment.
▪ Monitor the status of agency claims, assist in resolving issues or discrepancies, and manage the agency grants portal.
▪ Coordinate the submission of project worksheets, financial documentation, and other necessary reports to agency.
▪ Provide expertise in aligning disaster recovery efforts with agency guidelines for cost reimbursement.
2. 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.
- Agency and federal grant preparedness
• Provide consulting on eligibility and requirements for agency 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
• 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 agency 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.
- Contract Period/Term: 3 years
- Pre-Proposal Meeting (Non-Mandatory) Date: March 17, 2025
- Questions/Inquires Deadline: March 24, 2025