Improving FEMA Reconstruction Contract Procurement at the University of Puerto Rico

Abstract

The University of Puerto Rico (UPR) undertook a reconstruction program funded by the Federal Emergency Management Agency (FEMA) following the 2017 hurricanes, managing a portfolio of over 700 facilities across 11 campuses. Although UPR had established procurement procedures, the scale and compliance requirements of FEMA-funded permanent work created bottlenecks during bidding and contract execution. This study analyzed the end‑to‑end procurement workflow from design completion to contract signing, identifying systemic delays caused by incomplete bid packages, fragmented responsibilities, inconsistent evaluation documentation, and extended approval cycles. The project developed an improved procurement and governance model tailored to FEMA recovery operations. The proposed model incorporates a dedicated FEMA bid committee, parallel campus‑level bid structures, standardized templates and checklists, and defined entry/exit criteria to reduce rework and improve compliance. Performance indicators demonstrated that the redesigned process could reduce procurement lead time, increase bid throughput, and strengthen documentation quality, supporting timely execution of FEMA-funded reconstruction projects. Key Terms ⎯ Bid Procurement Process, FEMA Public Assistance, Process Improvement Model, Uniform Guidance (2 CFR Part 200).