County of Santa Cruz Disaster Day-One and Public Assistance Cost Recovery Support Services RFP #26P1-003
Santa Cruz CountyCounty · Santa Cruz, CA- Due
- Nov 20, 2026
- 17 days left
- Posted
- Oct 19, 2026
- Contract term
- 4 years
- Primary contact
- Shauna Soldate
- (831) 454-2526
The 30-second brief
The County of Santa Cruz seeks qualified contractors to provide supplemental disaster readiness, response, and FEMA Public Assistance cost-recovery support services throughout the full disaster lifecycle. Services include readiness and onboarding, disaster day-one support, damage assessments, project development, reimbursement and financial reconciliation, appeals, audits, dispute resolution, and project closeout. The contract term extends through December 31, 2030, with two one-year extension options. Proposals are due by November 20, 2026, at 5:00 PM Pacific Time via the OpenGov Procurement portal. Evaluation criteria include firm experience, staffing and capacity, technical approach, specialized experience, and cost.
Readiness and onboarding plan; activation and communication protocol; disaster documentation templates and checklists; recommended process improvements; training materials; initial mobilization and staffing plan; incident-specific documentation and cost-tracking structure; preliminary damage and cost summary; documentation guidance for county departments; initial eligibility and compliance risk assessment; daily or periodic situation and cost-recovery reports; response-to-recovery transition plan; preliminary damage assessments; damage inventories including DDDs; site inspection documentation; project lists and eligibility analyses; initial scopes of work and cost estimates; identification of documentation gaps and recommended corrective actions; completed PA project documentation; damage descriptions and dimensions; scopes of work and cost estimates; FEMA Grants Portal submissions; responses to Requests for Information; project eligibility and obligation-risk analyses; reimbursement packages; project cost reconciliations; project amendments and time-extension requests; funding and reimbursement tracking reports; corrective-action recommendations; eligibility and appeal analyses; draft and final appeals; arbitration or dispute-resolution materials; audit and monitoring responses; supporting documentation indexes; project closeout packages; final project reconciliations; closeout documentation indexes; responses to agency inquiries; disaster-level closeout summaries; initial project management plan; work plan and deliverable schedule; meeting agendas or summaries; consolidated tracker of project deadlines, Action items, Documentation deficiencies, And outstanding risks; monthly status reports; final summary of work performed under each activation or task order
Firm experience and past performance (25%), Staffing, key personnel, and capacity (25%), Technical Approach (20%), Specialized Experience (20%), Cost (10%)
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Summary
The County of Santa Cruz seeks qualified contractors to provide supplemental disaster readiness, response, and FEMA Public Assistance cost-recovery support services throughout the full disaster lifecycle.
Services include readiness and onboarding, disaster day-one support, damage assessments, project development, reimbursement and financial reconciliation, appeals, audits, dispute resolution, and project closeout. The contract term extends through December 31, 2030, with two one-year extension options. Proposals are due by November 20, 2026, at 5:00 PM Pacific Time via the OpenGov Procurement portal. Evaluation criteria include firm experience, staffing and capacity, technical approach, specialized experience, and cost.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
45- Readiness and onboarding plan
- Activation and communication protocol
- Disaster documentation templates and checklists
- Recommended process improvements
- Training materials
- Initial mobilization and staffing plan
- Incident-specific documentation and cost-tracking structure
- Preliminary damage and cost summary
- Documentation guidance for county departments
- Initial eligibility and compliance risk assessment
- Daily or periodic situation and cost-recovery reports
- Response-to-recovery transition plan
- Preliminary damage assessments
- Damage inventories including DDDs
- Site inspection documentation
- Project lists and eligibility analyses
- Initial scopes of work and cost estimates
- Identification of documentation gaps and recommended corrective actions
- Completed PA project documentation
- Damage descriptions and dimensions
- Scopes of work and cost estimates
- FEMA Grants Portal submissions
- Responses to Requests for Information
- Project eligibility and obligation-risk analyses
- Reimbursement packages
- Project cost reconciliations
- Project amendments and time-extension requests
- Funding and reimbursement tracking reports
- Corrective-action recommendations
- Eligibility and appeal analyses
- Draft and final appeals
- Arbitration or dispute-resolution materials
- Audit and monitoring responses
- Supporting documentation indexes
- Project closeout packages
- Final project reconciliations
- Closeout documentation indexes
- Responses to agency inquiries
- Disaster-level closeout summaries
- Initial project management plan
- Work plan and deliverable schedule
- Meeting agendas or summaries
- Consolidated tracker of project deadlines, Action items, Documentation deficiencies, And outstanding risks
- Monthly status reports
- Final summary of work performed under each activation or task order
REQUIRED ATTACHMENTS
10- Exhibit A Respondent Fact Sheet
- Exhibit B Customer References
- Exhibit C Designation of Subcontractors
- Exhibit D Non-Collusion Declaration
- Exhibit E Protests and Appeals Procedures
- Official RFP Response Signature Page
- Certificates of Insurance for Liability
- Automobile
- Workers' Compensation
- Cyber Liability Insurance
REQUIRED STAFFING
12- Submit to
- https://procurement.opengov.com/portal/santacruzcounty/projects/300512
- Scope location
- Santa Cruz, CA
- Reported agency
- County of Santa Cruz
Questions about this RFP
How do I respond to this RFP from Santa Cruz County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 20, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/santacruzcounty/projects/300512. For questions, contact Shauna Soldate.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Santa Cruz County in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Shauna Soldate at (831) 454-2526. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: Project Executive, Disaster Recovery Project Manager, FEMA PA Subject Matter Expert, Cost-Recovery Specialist, Project Accountant/Financial Analyst, Damage Assessment Specialist, Debris Management Specialist, Closeout Specialist, Appeals Specialist, Engineer/Cost Estimator, Environmental and Histori. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Readiness and onboarding plan; activation and communication protocol; disaster documentation templates and checklists; recommended process improvements; training materials; initial mobilization and staffing plan; incident-specific documentation and cost-tracking structure; preliminary damage and cos. Proposals should clearly address how each deliverable will be met.
Show 6 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Firm experience and past performance (25%), Staffing, key personnel, and capacity (25%), Technical Approach (20%), Specialized Experience (20%), Cost (10%)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Santa Cruz County?
All active and historical solicitations from Santa Cruz County are tracked and searchable. As a county agency, Santa Cruz County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 4 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 20, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Exhibit A Respondent Fact Sheet, Exhibit B Customer References, Exhibit C Designation of Subcontractors, Exhibit D Non-Collusion Declaration, Exhibit E Protests and Appeals Procedures, Official RFP Re. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from Santa Cruz County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Santa Cruz, CA. Review the full solicitation for detailed scope requirements.