REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 02/10/25 Page 1 of 6

RFP #: 252783MM RFP TITLE: DISASTER BASE CAMP SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting qualified Contractors to provide sleeping, hygiene, and field feeding facilities and services (Disaster Base Camp Services) to support deployed disaster responders. Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience providing disaster base camp services serving a minimum of five hundred (500) people, in response to at least two (2) incidents.

3.2 Preferred Qualifications

3.2.1. Experience providing disaster base camp services for Category 3 or higher hurricane incidents.

3.2.2. Experience providing disaster base camp services for incidents in the State of Florida.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and https://procurement.opengov.com/portal/scgov

RFP Template Revised 02/10/25 Page 2 of 6 documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

6.2.1. This project anticipates Federal Emergency Management Agency (FEMA) grant funding. All applicable grant documents will be included in OpenGov. Grant documents that require Proposer’s signature will be available in the Vendor Questionnaire section.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.2.2. Customer List - Provide a list of customers who have been provided services similar to the services described in this RFP in the last five

(5) years. Customer list should include contact information for a minimum of one (1) and a maximum of ten (10) customers. At a minimum, include customer name, a brief description of services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information.

When possible, include the dollar value of the contract. If unable to provide detailed information regarding private sector customers due to confidentiality concerns, provide as much information as possible for those customers.

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the requested services.

Anticipated resources, including but not limited to staffing levels, technology, and equipment should be provided. Include the following:

A. Description of the infrastructure that will be provided, including, but not limited to, climate controlled sleeping accommodations, kitchen, dining area, food, power

RFP Template Revised 02/10/25 Page 3 of 6 generation, showers, toilets, and sinks, laundry, and all related consumables and incidentals.

B. Description of the staffing levels required to provide management, operation, and maintenance of the base camp facilities, and replenishment of all consumables and incidentals.

C. An ideal site plan for a Type-1 base camp which includes all of the services required.

D. General specifications and photos for all equipment to be used for both turnkey base camps and the separate services.

E. Describe the daily routine for a turnkey Type-1 camp including key staff and management tasks to provide all services required.

F. A list of sample menu items that may be prepared for the four meal types: breakfast, lunch, dinner, and midnight.

7.3.2. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline for an incident response, indicating major milestones and deliverables including mobilization and demobilization. Mobilization shall not exceed 48 hours from receipt of notice of activation by the County.

7.3.3. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services.

7.4 Compensation

Provide proposed fees using the Pricing Table in OpenGov.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

RFP Template Revised 02/10/25 Page 4 of 6

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

A. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

B. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

C. The solicitation documents specify that presentations or interviews will be required.

D. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

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9.1 It is the intent of the County to award up to three (3) contracts to the Proposer(s) who, in the sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements.

9.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below.

The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

https://www.scgov.net/government/procurement/contract-templates

RFP Template Revised 02/10/25 Page 6 of 6

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 1 of 6 Prepared by Emergency Services Department

1. REQUIRED SERVICES

A. Contractor shall provide turnkey responder base camp services, including sleeping billets, food service with dining facilities, hygiene and laundry facilities, and off-duty gathering and recreation areas. All labor, materials, equipment, supplies, and any additional supporting equipment or services required to establish and operate the turnkey base camp shall be included.

i. Type Classifications Included

a. Type I: Up to 1,000 responders

b. Type II: Up to 500 responders

c. Type III: Up to 250 responders

d. Type IV: Up to 100 responders

e. Other: Custom services as needed

ii. Billets: May be either soft wall structures or hard-sided trailers. All billet types will include power, heating, ventilation and air-conditioning (HVAC), and the ability to secure individuals’ belongings. Type III and IV base camps shall only use hard-sided trailers.

iii. Food Service: Includes a full-service kitchen providing 4 meals per day: breakfast, lunch, dinner, and midnight. Breakfast and dinner will always be hot meals. Lunch and midnight meals may be hot, sandwich service, or boxed/prepared meals. Food service shall be provided in strict accordance with USDA Food Code and Florida Administrative Code (FAC) Chapter 64E-11 (Food Hygiene). Menus shall follow a minimum rotation of 14 days.

iv. Dining Facility: Shall be equipped with tables, chairs, floors, lights, appropriate fire prevention devices, hand wash facilities, and climate controls. A 24-hour beverage service including, at a minimum, coffee and water, shall be provided. Dining facilities shall be cleaned between meals and trash will be removed regularly, such that trash receptacles are not permitted to overflow. The Dining Facility shall be available to the County for responder meetings during non-meal periods.

v. Recreation Areas: Shall be equipped with living-room style chairs and couches and a flat-screen television to allow for off-duty relaxation and recreation. Total recreation capacity shall be at least 10% of the camp capacity. Recreation areas may be distributed for ease of access.

vi. Communication: Satellite based high speed internet with minimum nominal speeds of 50Mbps, and Wi-Fi connectivity for at least 40

Revised 10/07/20 Part II - Page 2 of 6 simultaneous users shall be provided: one at each dining facility, and one at each recreation area.

vii. Kitchen Facility: Shall be for the exclusive use of the Contractor and be properly equipped to provide the quantity and type of services required in accordance with appropriate food safety and fire & life safety codes.

viii. Hygiene and Laundry Facilities: Showers –1 per 10 people; toilets – 1 per 12 people; washers and dryers – one of each machine type for every 30 people. Hygiene facilities may be provided through either separate or combination trailers.

ix. All facilities, including both responder and contractor crew areas, shall be provided with HVAC and power.

x. Qualified services to connect base camp facilities to installed infrastructure for power, water, and wastewater, and to supply/replenish fuel tanks, fill freshwater tanks, and off-load wastewater shall be provided by the vendor at no additional cost.

xi. Project management, on-site management of service crews, and local administrative services required to operate the turnkey base camp shall be included.

B. Billet Facility Details:

i. Hard-sided trailer billets shall sleep at least 8 individuals. Bunk-house style trailers are acceptable, but units with single-person rooms and individual entrances are preferred. Each berth shall have a single bed with mattress; locker/storage; USB charging ports and personal outlets; and individual lighting. Units shall be climate controlled to an ambient temperature of 66-75 degrees Fahrenheit. Hard-sided trailers are appropriate for all types and sizes of camps and are the preferred temporary billeting facility. Linen service shall be provided.

ii. Soft wall structures shall be climate-controlled framed tents with flooring, lights, and appropriate safety equipment. Cots or beds with linen service shall be provided. Individual lockers for personal possessions shall be provided. Where possible, phone charging stations shall be provided. Structures shall be climate controlled to an ambient temperature of 66-75 degrees Fahrenheit. Structure shall provide at least 50 square feet of space per person. Soft wall structures are only appropriate for Type I and II base camps.

iii. Where available, intact fixed-walled facilities can be converted for use for any of the facility types indicated, with the prior approval of the County’s Administrative Agent or their designee.

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C. Supporting Services Provided by Contractor:

i. Power may be connected via hard-wire to existing infrastructure, when available and safe, in coordination with the County’s Administrative Agent or their designee. Camps shall mobilize and be set up with sufficient temporary power generators to service all facilities and equipment provided under this contract. Fuel, including refueling, for contractor equipment shall be provided as an included cost.

ii. HVAC - Contractor shall provide climate-control to occupied facilities including billets, kitchens, dining areas, and relaxation areas. Billets shall be climate controlled as indicated in Section 1.B of this Scope of Services.

iii. Fresh water may be connected via hard-pipe to existing infrastructure, when available and safe. Connections shall be coordinated with the County Administrative Agent or their designee.

Camps shall mobilize and be set up with sufficient freshwater tanks and pumps to service all facilities and equipment provided under this contract. Fresh water systems shall provide potable water in accordance with NSF 61, the USDA Food Code, and FAC Chapter 62- 550.

iv. Sanitary wastewater systems may be connected via hard-pipe to existing infrastructure, when available and safe. Connections shall be coordinated with the County Administrative Agent or their designee.

Camps shall be set up with sufficient (gray and black) water tanks, and sufficient pumps to service all facilities and equipment provided under this contract. Off-haul services to empty wastewater tanks shall be included.

v. Site lighting shall be sufficient to ensure safe and secure base camp operations and paths of travel. Quiet and minimum light hours shall be observed to allow for responder rest.

vi. Contractor shall provide dumpsters and waste containers, and off-haul services to empty dumpsters and waste containers.

D. Contractor Crew and Support

i. All management, supervision, and specialized or general labor required to establish and operate the facility shall be included.

ii. Administration and support crews necessary to perform the services required under the contract shall be provided.

iii. Separate sleeping and relaxation areas/zones for Contractor crews shall be provided and managed by the Contractor. Separate eating spaces are not required.

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E. The County may request any of these services as separate items in accordance with the contract Fee Schedule.

2. CONTRACTOR REQUIREMENTS

A. Contractor shall comply with all applicable federal, state and local laws and regulations.

B. Contractor shall provide proof of appropriate licensure and/or certification at time of deployment or at the request of the County. Such licenses and certifications may include:

i. Florida business license.

ii. Food preparation or handling permits from the State of Florida’s Department of Business and Professional Regulation (DBPR) Division of Hotels and Restaurants, the Florida Department of Agriculture and Consumer Services, and/or the Florida Department of Health (DOH), as applicable. An example of the DOH Temporary Food Service Event Application is provided as Attachment B.

iii. Contractors’ licenses for crews performing utility hook ups.

C. Contractor crews must be able to effectively communicate in English with County staff and responder personnel.

D. Contractor shall report any issues with or damages to county property to the County Administrative Agent or their designee immediately.

E. Contractor shall ensure that employees wear ID tags, badges and/or uniforms (t-shirts are acceptable) that clearly identify them as a member of the Contractor’s crew.

F. Contractor shall provide sufficient quantities of trained and prepared staff to deliver the services required under the contract, at all classification levels.

G. Contractor shall be responsible for all products and services associated with food service, including cleanliness of kitchen and eating areas.

H. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices.

I. Contractor shall take direction only from personnel designated by the Administrative Agent. Any conflicts or concerns will be addressed promptly through the County’s designated point of contact.

3. ACTIVATION

A. Work shall not begin until the County has issued a Purchase Order.

Revised 10/07/20 Part II - Page 5 of 6

B. Contractor(s) will be activated for service in no particular order and at the sole discretion of the County.

C. At the time of activation, the County will provide the Contractor with the following information:

i. Camp type and size

ii. Start time requirements

iii. Anticipated duration of services

iv. Any known special requirements or limitations

v. General location of camp

vi. County point of contact for the incident; either the County

Administrative Agent or a named designee.

D. Response Time

i. All calls placed to Contractor by the County to activate services shall be considered an "emergency". Contractor shall verbally respond to each request for services within six hours of notification.

ii. Services shall be established and ready to receive responders within forty-eight (48) hours of issuance of a purchase order; however, every attempt will be made by the County to provide up to seventy-two (72) hours of notice.

E. Contractor shall provide a 24-hour phone number to receive requests for service and an email for detailed correspondence.

F. The County representative and Contractor will remain in regular contact throughout the mobilization process to manage arrival and set up details.

G. Refusal to accept emergency activation may be cause for termination of the contract.

4. CANCELLATION AND CESSATION

A. Cancellation or cessation of services may be initiated by phone call and will be documented in writing. Services may only be cancelled by the Administrative Agent or their designee.

B. The County may cancel a purchase order at any time. For cancellations that occur within 12 hours of issuance of a purchase order, the County shall pay a cancellation fee equaling ten percent (10%) of the pro-rated 1-day cost for the services indicated in the purchase order.

C. For cancellations that occur after twelve (12) hours of issuance, but before the camp is set up ready for occupancy, the County shall pay a cancellation fee equaling the pro-rated 2-day cost for the services indicated in the purchase order.

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D. The County will endeavor to provide 48 hours prior notice of camp closure / cessation of services. For notices less than 48 hours the County will pay for the full day in which notice occurs and for 1 additional day at the pro-rated 1-day cost for the services indicated in the purchase order.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. UMBRELLA/EXCESS LIABILITY: Contractor agrees to maintain Umbrella or Excess Liability insurance with limits not less than $5,000,000 each occurrence and in the aggregate. Coverage shall follow the terms of the underlying insurance, including the additional insured provisions.