The Hillsborough County Evaluation Committee convened on October 3, 2025, to discuss the Request for Proposals (RFP-25-00293) related to the Disaster Recovery Management Program. The meeting focused on outlining the program management plan and associated deliverables, emphasizing the structured approach required for effective disaster recovery management.

The session began with a detailed overview of the program management plan, which is expected to be a comprehensive 60-page document. This plan will include multiple steps, such as two reviews and an estimated six meetings with county staff to ensure successful completion. The committee highlighted the importance of a clear execution strategy, which will involve a monthly fixed price for a multi-month program that encompasses all program management office (PMO) functions. These functions include high-level monitoring, managing timelines, addressing issues and risks, and keeping stakeholders informed.

Training for county staff and subrecipients was also a key topic. The committee discussed the need for five in-person training sessions, each lasting two hours, to be conducted within a week. This timeline may influence travel costs and logistical considerations for the training providers.

Compliance monitoring was another critical area of discussion. The committee proposed quarterly monitoring efforts for county and subrecipient activities, estimating the involvement of five subrecipients. This will include developing a comprehensive monitoring plan that outlines activities, findings, recommendations, and detailed reporting.

The meeting also addressed the setup of the Disaster Recovery Grant Reporting (DRGR) system. The committee is seeking a fixed price for the initial setup based on the action plan, along with a separate fixed price for quarterly reporting and data collection, which will occur four times a year.

Lastly, the committee discussed audit assistance, which will involve a fixed price for one annual audit that includes flood monitoring visits and any additional requirements from the county auditor.

In conclusion, the meeting established a clear framework for the Disaster Recovery Management Program, outlining essential deliverables, training, compliance monitoring, and audit processes. The committee will continue to refine these proposals as they move forward in the evaluation process.