3-LEMOINE-CDR_12_BPM006719_Method_of_Approach.pdf

Request for Proposal

Solicitation No. BPM006719

Statewide Emergency Response Services and Solutions

Arizona Department of Administration

State Procurement Office

Solicitation Attachment – Method of Approach | Revision No. 1 | Revised 11-22

Attachment 12 – Method of Approach

The Offeror shall provide a narrative response to each section that demonstrates their understanding of the Scope of Work requirements and describes the company’s overall method of approach for providing the Service(s) stated in this Solicitation. If there is a section that is not applicable to the Services required by the Scope of Work, you may mark it “N/A.”

Offeror shall provide a response either after each section or in a separate document entitled: “Attachment - Method of Approach.” If a separate document is used, please clearly designate each section and double-check to ensure that each question has been answered. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

Customer Service

1. How will the Offeror service a Participating Entity’s account if awarded? Does each representative have access to the Participating Entity’s account information to best help them?

2. Hours of operation if help is available via phone, a chat function online, etc. 8:00 am to 5:00 PM in EACH time zone would be preferred. Including an emergency contact with phone, email etc. of whom to contact after hours. Include in the response if the Offeror has a dedicated phone line or staffing for government sales.

3. Describe how Customer Service can assist a Purchasing Entity with finding sustainable and/or other products.

4. Describe the Offeror’s quality assurance measures for both orders and any other customer service-related quality assurance measures.

5. If there is an issue with an order placed or any other customer service issue, how are those addressed?

6. Describe Offeror’s return substitution policy that would apply if awarded a Master Agreement. Forced substitutions will not be allowed. Explain how the Offeror notifies customers of an out- of-stock item(s) including if Offeror notifies customers about how the equivalent item compares to the out-of-stock item.

7. Describe the Offeror’s online ordering system that Purchasing Entities would use to create a profile, place orders, track orders and other functions the system could have. If there are other ways to order Products, indicate that as well including connecting to eProcurement systems.

8. What is the Offeror’s return policy?

9. Provide the following information:

Company Representative(s):

Main Point of Contact:

Toll-free number:

E-mail:

Supply Chain and Logistics Management

1. Describe in detail how your company will manage an awarded contract. Include the following at a minimum:

• Ongoing coordination of product availability and service turnaround

• Training of staff regarding an awarded contract

• New user account set-up

2. Describe how you intend to market an awarded contract, provide a specific marketing plan for an awarded contract.

Arizona Department of

Reporting Participating Entities will have different needs when it comes to reporting. Describe Offeror’s reporting capabilities including customization. (e.g., sales reporting, sustainability reporting, sustainable labeling available, usage reports, any other state reports needed by a Participating Addendum etc.).

Implementation Plan Implementation of a Master Agreement, if awarded is vital to the Participating Entities. Describe in detail the Offeror’s implementation plan including an estimated timeline to include at minimum the following points:

1. Detailed specific information, resources, and assistance the Offeror will require from each Participating Entity to implement the Participating Addendum.

2. Describe how soon from execution of a Participating Addendum the online ordering system will be available to each Participating Entity. If a phased implementation is planned in terms of limited functionality vs. complete functionality, please specify.

3. Describe in detail the Offeror’s experience when implementing customer relationships of equivalent size and complexity.

4. Describe any customization abilities for different States or political subdivisions within a Participating Entity.

Offerors are encouraged to include value-added solutions that may improve or enhance a Participating Entity and Purchasing Entity’s use of the Master Agreement, including products, services or both offered, if awarded.

a. Installation of Products (if applicable). Describe the Offeror’s ability to provide non- third-party installation services of products or equipment that a Participating Entity(ies) may choose to award in their Participating Addendum. Some States may be limited by State rules when it comes to installation of equipment, for instance, electric vehicle charging stations are a Public Improvement.

Include in the Offeror’s response, if there are any instances a warranty may be voided if not installed by the Offeror.

b. Warehouse Management Solutions. If applicable, describe a warehouse management solution that the Offeror has the ability to offer a Participating Entity.

c. Disaster Recovery Plans and Services. Describe Offeror’s emergency management plan to aid Participating Entities during an emergency or disaster recovery. Be specific as to response time, product availability, how to best contact the Offeror during an emergency and other services offered. Include an example of a time the Offeror assisted a State during an emergency. DO NOT include the Offeror’s disaster recovery plan for Offeror’s own company.

d. Use of Diverse Suppliers. Each State has different reporting, statutes and rules that apply to ensure the use of diverse business’s (e.g., small business, woman owned, veteran owned, disadvantage and other business’s). How does the Offeror intend to use and of these businesses? Provide a plan including how the use of a small business or other identified types would be used if a Master Agreement was awarded. This will be addressed at the Participating Addendum level with States that have requirements may vary.

e. Discounts or Other Incentives. Additional discount options are encouraged, which can distinguish between individual order minimum quantities and other discount terms that may be defined by the Offeror for the evaluation committee to consider. Extensions of additional discounts past the Master Agreement’s initial term are not required but may be offered. If a Offeror has other incentive programs than discounting product, for instance a rebate program that could be offered, include that in the Proposal response as well.

Arizona Department of

Here are 3 scenarios (Scored).

Please provide the method of approach solution to these scenarios. Detailed any risk/assumption in your response.

Enter the pricing info in the pricing sheet.

Scenario #1 Deploy and staff a self-sustaining base camp with wrap-around services (feeding, sanitation, medical, shelter, security, etc.) to Whetstone, AZ (Cochise County) capable of sustaining 1000 persons per day for 3 Months.

Scenario #2 Deploy and staff a Point of Dispensing (POD) Facility with helicopter operations and high profile trucks for delivery, and warehousing in Kayenta (Navajo County) that will sustain the area residents after a devastating flood. Basic supplies would be supplied by FEMA in pallets (food, water, portable generators, toiletries, blankets, cots, etc.) from their distribution centers.

Scenario #3 Deploy and set-up a Temporary Support Center (power, communications, morgue) after a devastating fire sweeps thru the City of Welton (Yuma County)

Arizona Department of

Offeror Response:

CUSTOMER SERVICE

The LEMOINE | CDR Customer Service Team is a dedicated and experienced group focused on providing exceptional customer service during emergency response and operations. Here is an overview of our structure, designated point of contact for emergency operations, experience working in an emergency operations center environment, partnerships with key response staff, availability, and our process for effectively resolving customer issues.

SERVICING ACCOUNTS

LEMOINE | CDR employs a structured and client-focused approach to servicing Participating Entities' accounts, ensuring efficiency, transparency, and responsiveness. If awarded, we will assign a dedicated account management team to oversee all aspects of service delivery. This team will include experienced logistics coordinators, project managers, and customer service representatives who will act as primary points of contact for the Participating Entity.

Each representative will have secure access to the Participating Entity’s account information through our centralized project management system, which allows for real-time tracking of logistics operations, inventory management, and service requests. This ensures seamless coordination, prompt issue resolution, and accurate reporting. Our technology-driven approach enhances communication and decision-making, enabling us to quickly adapt to changing requirements and provide the highest level of service.

Additionally, LEMOINE | CDR’s 24/7 operational support ensures that assistance is always available, with rapid response capabilities to meet urgent needs. Our extensive experience in large-scale logistics operations combined with our commitment to customer satisfaction allows us to deliver reliable and cost-effective solutions tailored to each Participating Entity’s unique requirements.

HOURS OF OPERATION

Our customer service team understands the critical nature of emergency operations and strives to be available around the clock. We will employ shift schedules and on-call rotations to ensure coverage during emergencies, enabling prompt response and support to customers in need.

PROCESS FOR EFFECTIVELY RESOLVING CUSTOMER ISSUES

Our customer service team follows a well-defined process for effectively resolving customer issues. We prioritize timely response and seek to understand the customer's concern fully. Our customer service representatives employ their expertise and leverage partnerships with key response staff to find appropriate solutions and ensure customer satisfaction. Our team will maintain a thorough record of customer issues and resolution for future reference and improvement. LEMOINE | CDR is always on call and can have leadership on-site in 24 hours and a team of technical emergency staff onsite within 48 hours of the call. LEMOINE | CDR has a team of experienced staff to handle all new hire orientation, safety training and onboarding quickly and efficiently. Our experienced staff have extensive knowledge of all facets of human resources, safety, and employment procedures.

CUSTOMER SERVICE MODEL

• Customer Service and Quality is assured and maintained though an integrated effective QA program (i.e., management system) as an integral part of the LEMOINE | CDR QA program implementation process.

• LEMOINE | CDR's experienced emergency management team is available 24/7 to support planning, organization, resources, direction, and control that is essential to providing customer service and quality assurance to meet or exceed our customer's expectations.

• Performance and quality improvement using quality objectives, results of audits, communication plans, analysis of data, corrective and preventive actions, and management reviews.

• The LEMOINE | CDR Team ensures that corrective measures are implemented in a timely manner with established timeframes.

o Critical (Immediate Response Required) o Urgent (Immediate Attention Required) o High (0-4 Hours) o Medium (4-8 Hours) o Low (8-48 Hours)

24/7 LEMOINE | CDR Emergency Response Number 833.999.9110

Designated Emergency Contract POC Mike Rice Managing Partner of LEMOINE | CDR Logistics, LLC/ President of LEMOINE Disaster Services 337.316.1496 mike.rice@1lemoine.com

Designated EOC POC Laura Fariñas SEOC Liaison/Chief Operating Officer/General Counsel 305-798-6753 laura.farinas@cdrmaguire.com

Executive Support Carlos Duart Managing Partner of LEMOINE | CDR Logistics, LLC/ President of CDR MAGUIRE 786.235.8534 carlos.duart@cdrmaguire.com

Arizona Department of o Routine (As Scheduled)

• LEMOINE | CDR's strategic staffing plan model has been designed to rapidly recruit and mobilize qualified workforce from around the country to support on-site operations and is flexible to accommodate both expansion and contraction of staff as directed by client.

• LEMOINE | CDR's communication plan includes an initial kickoff conference with recruitment team to collaborate on pre-deployment process and implements daily calls with recruitment team once site is operational to provide opportunities to vet staffing issues or concerns, and to identify barriers to successfully address any potential mitigation needed for lack of staff to support disaster event.

Post-activation, the Program Manager and Shelter Managers will be in daily communications with AZ DOA to review current site census information, advise on questions or issues, and identify challenges and resolutions. Through partnership with AZ DOA, our shelter staff will receive robust and thorough initial training as well as continuous training throughout the course of the shelter operation, and additional resources will be provided for staff as the shelter objectives evolve. Reports will continuously be reviewed for completeness of required information, and reporting metrics based on AZ DOA standards will be used to spot quality issues across site functions.

AZ DOA personnel will have direct on-site access to our Shelter Management Staff. Often in emergency sheltering situations, quick and direct access to management is the most efficient way to relay operational directives. Shelter management will be responsible for providing real-time updated reports for each site every 12 hours.

EXAMPLES OF CUSTOMER SERVICE

Below we have included just a few examples of LEMOINE | CDR’s exemplary customer service and our ability to adapt and respond to our clients’ needs.

• During the 2020 hurricane season, LEMOINE | CDR helped support the debris management response efforts for Hurricanes Laura, Delta, Sally, Zeta, and Tropical Storm Cristobal. In Louisiana alone, LEMOINE | CDR supported debris management operations in LADOTD districts 7, 8, 3, and 2, St. Bernard Parish, Plaquemines Parish, Ouachita Parish, and Jackson Parish.

LEMOINE | CDR was responsible for hiring and managing approximately 300 personnel simultaneously in multiple geographical locations throughout Louisiana, Mississippi, and Alabama.

• Another example of LEMOINE | CDR’s exceptional customer service was our response to the COVID-19 Homeless shelter mission in New Orleans. LEMOINE | CDR's President, Bart Farmer, received a phone call from the state at 8:00 PM requesting ten (10) personnel to report to a hotel in New Orleans for 7:00 AM the following morning. LEMOINE | CDR answered the call and had the requested personnel in New Orleans the next morning. At approximately 9:00 AM a bus full of homeless individuals pulled up at the hotel and there was no intake process or reporting database set up. LEMOINE | CDR’s development team deployed an intake and case management shelter solution within two hours and our staff was able to begin managing the room assignments immediately. Ultimately, LEMOINE | CDR provided 100 personnel that managed 750 residents during the pandemic and found 75% of residents long-term housing solutions.

• Lastly, LEMOINE | CDR received a phone call in late April of 2021 to assist with operational challenges associated with the unaccompanied minor program at the Lackland Air Force Base Emergency Influx Site. Within 24 hours, LEMOINE | CDR executive leadership was on-site. Within another 72 hours, LEMOINE | CDR had a team of 40 bilingual case managers and supervisors vetted, hired, trained and on site supporting the operation. Due to LEMOINE | CDR’s efforts, the site was subsequently brought to a “green” status, meaning that LEMOINE | CDR had provided the required amount of personnel to meet federally mandated staffing ratios.

EXPERIENCE WORKING IN EMERGENCY OPERATIONS ENVIRONMENT

The LEMOINE | CDR Team is comprised of former local, state, and federal responders that can assist communities in supporting their EOC before, during, and after a disaster. Additionally, many of our staff are former members of the military and accustomed to rapidly deploying to accomplish mission objectives. Within 24 hours of receipt of an NTP, we will dispatch and mobilize resources, arrive at the EOC (or other designated area), and conduct an initial briefing with command staff. Our team also has a group of Type III certified Incident Management team personnel that have been trained in all four section chief positions. These individuals have responded to countless events and have the experience necessary to support any sized jurisdiction. Our team members have extensive experience working in emergency operations center environments.

The LEMOINE | CDR Team offers experienced professionals and a wide range of vendors and equipment available for a broad spectrum of situations, from natural disasters to man-made emergencies. We understand the devastating impact that disasters can have on individuals and communities, and the role that the State and its partners play in safe and effective response and recovery efforts.

Arizona Department of

Our team is well-versed in the unique challenges and demands of working within an EOC, including the need for rapid response and clear communication.

SUPPLY CHAIN + LOGISTICS MANAGEMENT

In the past decade, the LEMOINE | CDR Team has responded to over 300 disasters and emergency events across the country. We have mobilized equipment and supplies and deployed hundreds of personnel to disaster areas to assist local and state governments to respond and recover from a disaster. We possess the expertise and capability to successfully manage multiple missions at different sites with the quality to meet client requirements and the reliability to perform its function without failure. The LEMOINE | CDR Team’s strong track record serving Florida, Louisiana, Texas, North Carolina, Colorado, Kentucky, Massachusetts, and Oregon local and State agencies following disasters demonstrates that we are well qualified as a team to support the services needed by AZ DOA to respond to any disaster or emergency event.

Having performed the services as outlined in the scope of work in numerous states, the LEMOINE | CDR Team possesses the experience and expertise to bring to bear the materials, supplies, and personnel critical to meet AZ DOA’s operational needs immediately following a disaster. Together with our internal team of 55 vendors, we can handle a wide variety of emergency response and recovery missions. The LEMOINE | CDR Team and subcontractors have over $2 billion in equipment and supplies in place. For other services, the LEMOINE | CDR Team will ultimately be responsible for delivering the goods and services of our subcontractors who specialize in air, land, and sea/waterway transportation services.

LOCATIONS OF PRODUCTS + SERVICES

Our effectiveness in disaster response operations in recent deployments has highlighted the crucial factors of adaptability, creativity, and cooperation among all involved stakeholders. The LEMOINE | CDR Team strategically store equipment throughout the U.S. and Canada, which enables us to respond quickly following an NTP. Our team also possesses transportation assets to mobilize equipment and supplies in advance of storm for pre-staging, or have it loaded ready for transport when the storm clears.

PREPOSITIONING COMMODITIES

The LEMOINE | CDR Team’s asset capability is extensive and a sample of a portion of our inventory is listed below. We have access to the assets to support tens of thousands of people at multiple separate turnkey shelter locations simultaneously or to support 50+ individual, separate wrap-around sites concurrently. The LEMOINE | CDR Team has a vast inventory of tents, tent flooring, and tent furnishing packages along with full tent installation crews. Self-performance of shipment or deliveries can also be handled by internal staff and using company owned freight moving solutions.

Choosing LEMOINE | CDR for the needs of AZ DOA ensures a one-stop solution for all disaster response needs, including providing space for other site contractors. LEMOINE | CDR will handle all aspects of tent provision from mobilization to set-up, demobilization, and site restoration.

Equipment is inspected and tested to ensure 100% operational status. Equipment is dispatched from multiple staging locations to best respond to the requirement. With a pending disaster or in immediate response to an unforeseen event, LEMOINE | CDR management monitors communication channels and prepares assets for mobilization. If the area of impact is known, the gear is staged approximately 200 miles out or in the vicinity of sites established by AZ DOA and/or the impacted municipality. Personnel work 24/7 and are networked with numerous disaster managers and national weather service personnel as well as State EOC personnel.

We have full-time staff in dedicated trucks that can move equipment from one of our many staging areas to the designated site. The LEMOINE | CDR Team has multiple staging locations across the United States. These existing staging locations represent adequate coverage and equipment redundancy to provide timely mobilization under uncertain circumstances.

Arizona Department of

LEMOINE | CDR TEAM INVENTORY

Between the LEMOINE I CDR Team and subcontractors committed to this project, we can supply each of the items required to meet the project scope. We have available resource inventory in Arizona and surrounding states as highlighted below.

• 20,000 generators of various sizes

• 20,000 light towers

• 4,500 water pumps

• 40,000 pieces of material handling equipment

• 30,000 pieces of heavy equipment

• Over 80,000 Tons of environmental control equipment

• Over 2 million square feet of clear span tenting

• Bunk trailers totaling over 10,000 beds

• Shower and Restroom trailers to support 10 2000 pax.

shelters and man camps

• Laundry trailers capable of combined 12,000 lbs. per day.

• 450 fueling trucks

• 30 potable water trucks

• 20,000 gallons of fuel storage tanks

Equipment is properly stored and maintained during non-use. All equipment is GPS tagged and is inspected before it is mobilized for mission assignment. The LEMOINE | CDR Team provides real-time asset tracking for all missions.

Arizona Department of

SELF-PERFORM VERSUS SUBCONTRACTING

Through the joint venture between LEMOINE, CDR, their sister companies, and our network of 55 vendors, the LEMOINE | CDR Team has the capability to deliver a wide range of services in-house. The LEMOINE | CDR Team will provide a seamless mix of subcontractor and internal capabilities. Internally, we can handle a majority of the set-up and day-to-day operation but will subcontract to our preferred vendor team for items requiring specialized expertise. Those providers are vendors that we have worked with in the past and have a good working relationship with. While it is a subcontractor/prime arrangement, the relationship will appear to be one organization. Our team has the ability to manage the overall flow and execution of resources, equipment, and operations, whether internally provided such as potable water and health services or subcontracted items such as transportation or specialized equipment.

Our extensive vendor team seamlessly integrates so that the distinction between sub and prime is unnoticeable with the end product.

One specific example is in the case of base camp operations. We will bring an internal team of managers, workers, and general equipment needed to get the camp running and stay running day to day but will subcontract out to a preferred vendor the food service portion of the operation to ensure the best product is provided. The LEMOINE | CDR Team has the ability to bring together many groups under one umbrella and execute seamlessly.

STAFF RESOURCES

The LEMOINE | CDR Team is pleased to propose a team of highly experienced and knowledgeable experts on the management and administration of disaster programs.

The LEMOINE | CDR Team will use “right-leveling” to ensure that each mission receives the exact level of personnel and expertise to get the job done—for example, we will strive to use Compliance Managers or Administrative Support for most day-to-day work and reserve more costly staff for tasks where their expertise adds significant value. This right-level approach lowers costs without sacrificing the high level of quality that AZ DOA deserves.

LEMOINE | CDR’s in-house recruiting and staffing personnel will work to mobilize previously identified project staff to support project activities. For labor intensive operations, LEMOINE | CDR will utilize a customized personnel database that will be used to track staffing availability. Reports that will be provided to AZ DOA include the number of available staff and position category, assessment of full project capabilities and certified background checks.

We have mastered the challenge of finding, placing, and training qualified staff for every aspect of emergency response, recovery, compliance, and database management. What makes LEMOINE | CDR a unique fit for this effort is not only our experience in emergency response, but that LEMOINE | CDR is also a man/womanpower company. Although much of the company history revolves

Arizona Department of around natural disasters and emergency response, all the services we provide are centered around finding the right people to execute the required tasks at speed.

Our ability to utilize a nationwide proven process and cloud-based technological hiring programs allows us the ability to perform the same critical hiring needs on a local level. Our proven methodology creates an interactive candidate experience that leverages cloud-based technology. LEMOINE | CDR also understands the need for acquiring local staffing resources and will make every effort to provide qualified staff in proximity to the impacted areas. A staffing model which directly engages the impacted community, as well as access to a database of thousands of disaster response professionals, has allowed LEMOINE | CDR to assist these communities and many others with critical demand after disaster events.

LEMOINE | CDR implements a five-step recruiting process to ensure that we meet the exact needs of AZ DOA.

1. Assess: Our full-time staff understands the complexities of your challenges. During client intake sessions we evaluate a needs assessment, skill set, experience, qualifications, education, and point of contact.

2. Source: We have an exceptionally large peer and alumni network. We employ and utilize one of the most technologically advanced systems to find qualified staff and maintain a thorough and up-to-date database of proven professionals.

3. Filter + Screen: Utilize Intake Session results and develop qualification protocols, interview questions, aptitude tests.

4. Deliver: Onboarded/drug-screened/E-verified/qualified candidate and established performance KPI’s.

5. Monitor: Schedule weekly project meetings that analyze metrics of performance, client feedback, and establish SMART goals if needed.

Our senior staff are trained in the Incident Command System and have an in-depth understanding of the National Incident Management System. All potential staff will receive standardized training and PII training prior to activation. Our teams have extensive experience operating within a unified command response, having received training through the certification process, live exercises, and providing support for actual disaster response events.

LEMOINE | CDR leadership can activate and deploy within 24 hours of notice to proceed. Additional support personnel will arrive at the designated site(s) within the next 48 to 72 hours as the number of anticipated survivors and capacity of the site(s) dictates. LEMOINE | CDR is prepared to meet the full staffing needs of AZ DOA. We can deploy personnel within 72 hours of activation and can scale up or down appropriately, providing over 1,000 personnel or under 100 as needed.

Our surge staffing plans allow us to have maximum available resources during storm season. Using our full-time staff and surge staffing capacity, we can rapidly scale up to accommodate a NIMS Type 5 incident impacting Arizona. We also have flexibility to scale staffing down based on project demand. LEMOINE | CDR intends to self-perform all aspects of the potential scope of services. However, we have added strategic partners to bolster our reach-back capabilities on an as needed basis.

LEMOINE | CDR also utilizes an internal readiness management plan for operations, allowing us to mobilize and deploy quickly.

• LEMOINE | CDR has internal leadership ready to forward deploy with AZ DOA and assist with EOC support prior to an event.

• LEMOINE | CDR will assess the needs of the potentially impacted areas and develop an operational plan for activating, mobilizing, deploying, managing, demobilizing, and immediate redeployment or movement of teams to augment local and state activities.

• We have a standardized training policy that has proven successful in preparing staff to perform a wide variety of disaster support functions, including within base camps, emergency shelters, and as part of field logistics support elements.

Arizona Department of

• LEMOINE | CDR has all necessary resources and supplies to allow staff to conduct uninterrupted operations for a minimum of 14 days at multiple sites. This includes all necessary PPE.

• If needed, LEMOINE | CDR’s in-house recruiting and staffing personnel can mobilize previously identified project staff to support activities. LEMOINE | CDR has a customized employee database that will be used to track staffing availability.

Reports that will be provided to the state include the number of available staff and position category, assessment of full project capabilities, and certified background checks.

REPORTING

Successful project coordination and management begins with active stakeholder engagement. Lack of communication often creates bottlenecks, which lead to project delays and cost overruns. LEMOINE | CDR will strive to ensure that all stakeholder voices are heard as they will all play a role in the success of each project.

LEMOINE | CDR has developed extensive computer systems to aid management by addressing the needs of accounting, purchasing, cost control, engineering, and scheduling. Viewpoint Software is used for accounting, purchasing, and cost control systems. Using industry-standard scheduling tools such as Primavera P6 or MS Project, LEMOINE | CDR adapts its tools and systems to specific project needs. The scheduling team will be responsible for coordinating with the Project Manager to manage project schedules.

Personal computers are used extensively by project management and project engineering. The personal computer also provides AZ DOA with the on-site capabilities to monitor costs in a timely manner.

Various management programs are currently in use on our projects around the country. These programs may be run on our in-house computers or on personal computers set up on a construction site with or without telephone modem interface.

Project reporting packages will be developed in coordination with AZ DOA to ensure each stakeholder receives the required and relevant data and metrics. LEMOINE | CDR will provide execution status and performance metrics reports on any requested intervals, including, but not limited to on-demand, weekly, and/or monthly. From the inception through the lifecycle of the project, LEMOINE | CDR commits to aligning and measuring operating metrics to meet the goals of completing projects safely, while being environmentally conscious, on-time, on-budget, and delivering the highest quality of workmanship and service. The QA/QC Lead will be responsible for maintaining compliance with project requirements, while easing the burden of review for AZ DOA.

LEMOINE | CDR possesses the tools and systems to collect, track, and manage information during response and recovery operations.

These capabilities allow our teams to effectively monitor and respond to incidents. Some common features of our capabilities include:

• Situation Reporting: Our team possesses the ability to collect, analyze, and disseminate information about the mission that is in conformance with ICS situational awareness protocols because accurate and reliable reporting is essential during disasters, as it helps coordinate emergency response activities, allocate resources effectively, and facilitate decision-making at various levels. Situation Reporting also helps senior managers to understand the situation, prioritize assistance, and manage the response/recovery process.

• Real-time tracking: The LEMOINE | CDR Team possesses the capability to track the status and location of emergency response teams, resources, vehicles, and equipment in real-time. Our systems help coordinate efforts and ensure efficient deployment. More detail on our real-time tracking is provided in our Online Reporting Capabilities section later in this Tab.

• Data collection and analysis: Our team consists of specialists who will be collecting and analyzing data about the mission including response times, resource allocation, and other relevant factors. This will help senior managers make informed decisions and improve operational efforts.

• Communication and collaboration: Seamless communication and collaboration among our team, subcontractors, and AZ DOA will enhance productivity and efficiency and ensure that everyone is on the same page. It will also help to resolve conflicts and prevent misunderstandings, which can be detrimental to an operation. Our team will promote the sharing of information and collectively work to find solutions to problems.

• Mapping and visualization: The LEMOINE | CDR Team will include Geographic Information Systems (GIS) Specialists to provide spatial analysis tools that incorporate real-time data integration. These tools will allow our team to identify vulnerable areas of operation, assess risks, and plan proactive measures to mitigate the impact of the disaster. It will also help to assist both managers and the client to visualize incident locations, resources, and affected areas. This will help emergency responders identify the most critical areas and allocate resources accordingly.

• Integration with other systems: Because of our experience in the State of Arizona, we are familiar with the systems and processes of Arizona’s state and local emergency management agencies; therefore, we will be able to easily integrate with other systems utilized by Arizona’s emergency management and public safety agencies.

These reporting capabilities will help foster teamwork, build strong relationships, enhance productivity, and achieve shared objectives.

Arizona Department of

DATA SOLUTIONS

Our team has in-house IT professionals, designers, and writers available for this effort immediately upon receipt of a notice to proceed.

Our team has direct experience working on emergency sheltering missions and integrating with third-party platforms. Our IT developers specialize in customized program database buildouts and management. We have utilized these services on multiple programs in the form of rapid field application developments as well as comprehensive systems of record for entire programs. Our proprietary shelter management software has been deployed on emergency sheltering operations for unaccompanied minors, homeless populations and disaster survivors and is ready to be deployed on AZ DOA mission immediately.

LEMOINE | CDR understands that proper data management and records retention is paramount to subrecipients maintaining compliance with federal guidance and reducing their exposure to potential funding claw backs. With a multitude of stakeholders interacting at different points, our team can provide a mechanism by which funding, and response operation statuses can be tracked, and accurate information can be provided to AZ DOA.

M I S S I O N M A N A G E M E N T S Y S T E M LEMOINE | CDR’s proprietary logistical solution software solution, Mission Manager, enables seamless communication, real-time inventory tracking, and deployment management, ensuring that first responders and emergency managers are fully supported. Key capabilities of our mission management system include:

• End-to-End Request Tracking: Mission Manager administers resource requests real time from the time they are made to fulfillment. Mission Manager enable the tracking of request points of contact, call logs, fulfillment and location of request, and other details critical to response and fulfillment.

• Real-Time Asset and Inventory Management: Mission Manager tracks the live location of assets, confirming accurate fulfillment, deployment, and ongoing operability of assets in the field. This feature also provides broad visibility into asset inventory, both deployed and available, allowing our clients to make timely data driven decisions on equipment and supply needs.

• Integrated Supply Management: Mission Manager proactively manages supply levels and identifies equipment shortages based on establish needs of our client to ensure backfill capabilities for LSAs, base camp and alternate care site equipment, supply, and consumable needs.

• Data-Driven Insights and Reporting: Mission Manager hosts robust and customizable dashboards that provide real-time data on request status, regional asset reports, inventory levels, asset location, fuel usage, and more.

• Live GPS Tracking: By leveraging live tracking capabilities, we can provide precise estimated time of arrival (ETAs), maintain situational awareness, and streamline communications between field teams and command centers. This dynamic approach to mission management allows us to respond rapidly to changing conditions, reduce response times, and enhance overall operational effectiveness - ensuring that every mission is executed with maximum precision and reliability.

Our GPS technology allows us to monitor all deployed assets in “real time,” ensuring that resources are accurately allocated, and mission objectives are achieved in a timely and efficient manner. By leveraging live tracking capabilities, we can provide precise estimated time of arrival (ETAs), maintain situational awareness, and streamline communications between field teams and command centers. This dynamic approach to mission management allows us to respond rapidly to changing conditions, reduce response times, and enhance overall operational effectiveness - ensuring that every mission is executed with maximum precision and reliability.

Arizona Department of

Our Mission Management System provides information about each mission, mission by status (vendor tasked, en route, and on scene).

It will also allow the user to know if the mission has been completed, cancelled, or is being coordinated.

Another feature of our Mission Management System is the ability to identify Assets Available by Category and Assets Deployed vs. Available.

Our Mission Manager also allows the LEMOINE | CDR Mission Management Team to view each mission and see first-hand the assets at a LSA.

Arizona Department of

C A S E M A N A G E M E N T A N D I N TA K E

Our database capabilities allow us to utilize the backend data to maintain comprehensive dashboards to track survivor information at emergency shelter sites. Further, automation can also be introduced to route field personnel to specific resources that could provide best solutions to unplanned response obstacles.

Our database also allows us to design and deploy rapid field applications. This allows our personnel to collect documentation of various response mission information in the field in real time. Our rapid field apps have been deployed across the U.S. on programs funded by FEMA, HUD, and the U.S. Treasury.

This is especially helpful at the specific program level and managing pipelines of mission objectives, inventory movements, and shelter resident statuses and activities.

Below we have highlighted just few examples of project types where our data intake and tracking systems have been utilized:

• Mass Care Sheltering Sites (Congregate) o Survivor Intake, Tracking and Reporting o Project Personnel Credentialing and

Tracking

• Non-Congregate Sheltering o Hotels o Emergency Housing Units

• Disaster Case Management o Survivor Outreach and Intake o Ongoing Survivor Assistance

LEMOINE | CDR has developed proprietary applications that have been utilized in previous projects for emergency sheltering and staff augmentation. Our system can manage the project from the point of recruiting personnel to the demobilization of the project.

Upon intake, LEMOINE | CDR personnel complete the initial intake questionnaire and determine grouping (single, couple, family, pets, medical needs) via WFG’s mobile application via iPads. We will capture the following site resident info at a minimum:

• Family name

• Total number of family members

• Information on individual members:

o Name o Age o Gender o Arrival date

• Pre-disaster address

• Phone numbers and email addresses

• Method of transportation to the shelter

We will create a space on the registration form to record the date residents depart as well as their relocation address. Completed registration information and PII will be secure to ensure resident confidentiality.

We will ensure all shelter occupants are greeted and registered upon arrival and maintain a system for checking occupants in and out when they leave for any period.

Arizona Department of

If an individual arrives at the shelter with apparent emergent health needs, refer that person to Health Services staff or appropriate authorities immediately. The initial health and mental health screening intake questionnaire with each resident will include the following:

• Are you ill or injured?

• Require medication?

• Have dietary restrictions?

• Have mobility or accessibility concerns or functional support requirements?

• Have missing or deceased family member(s) due to this disaster?

Unaccompanied minors such as children separated from their parents during the disaster may come to emergency shelters. When unaccompanied minors are identified in the registration process, we will:

• Notify local law enforcement immediately

• Designate a member of the shelter staff to accompany the minor until custody is transferred

This initial check-in process will assist in generating required reports relative to citizens staying at the site location. The system can also be utilized to generate reports on:

• Daily briefing with staff

• Site incidents

• Staff placement and task assignment

• Security monitoring

• Oversight and management of staff

• Managing staff schedules and breaks

• Daily Operational Report

• Inventory Tracking

We will set up a reporting structure for the site’s chain of command and assign staff to collect data for inclusion in the report for AZ DOA and our local partners. Reports will be generated every twelve hours.

Our management database reporting tool will allow the Program Manager to provide accurate information to all stakeholders. At a minimum, a report will be generated every 24 hours to include:

• Operational hours per day per site

• Number of personnel and licensure type per site

• Total number of days each personnel member has been on site

• Number of available personnel

• Total number of daily hours worked by personnel on site

• Total number of daily overtime hours worked by personnel on site

• Operational issues

Arizona Department of

Situational Reports (SITREP) will be generated every 12 hours (once per shift) and include:

• Activity sheets

• Sign-in/sign-out sheets

• Communication logs

• Resource requests

• Patient care forms

Shelter Population Counts (Site Census Report) – The shelter population count will be taken twice daily. One count will occur overnight and be reported at 7:00 AM. An afternoon count will also be taken to gauge the number of people accessing the site during daytime hours. This report will be distributed at 7:00 PM.

Arizona Department of

CYBER-SECURITY + PROTECTING PERSONALLY IDENTIFIABLE INFORMATION (PII)

• SWIFT – Is the core of our system and the platform has successful SOC1 and SOC2 Audits.

o Configured for MFA on Login o Complex password requirements

Lock out enabled after 5 unsuccessful login attempts Time out for Inactivity o Role based security utilizing least privilege best practices o Auditing provided for all activity

• Front End Applicant Portal - has successful SOC1 and SOC2 Audits o SSL cert applied upon contract o Can enable MFA for internal users (Admins, Developers and Reporting Staff) o Data encrypted at Rest and in transit o Once an applicant registers, no one has the ability to edit the email address used to register or change a password except the applicant.

• AWS - has successful SOC1 and SOC2 Audits o Can enable MFA for all users o Data encrypted at Rest and in transit o Complex password requirements o Auditing provided for all activity o Policy based security using Least Privilege

• Overall LEMOINE | CDR’s Information Security Plan is structured on the NIST Cybersecurity Framework and LEMOINE | CDR ensures that all Platforms involved, at a minimum, also meet the NIST Cybersecurity Framework model. Risk Assessments performed Yearly along with Annual training for all staff to ensure the protection of all data including PII.

o LEMOINE | CDR performs monthly user audits to ensure users are in the correct roles and users with no activity on last 30 days are removed.

o LEMOINE | CDR has an approval process in place to commission a new user in our systems.

o All activity in the solution is documented and specifically a new user request, change request, password resets, etc.

o City/County personnel can be provided direct access with administrator credentials to view shelter site information in real time.

Arizona Department of

DONATION MANAGEMENT

Members of the community may bring both material and monetary donations to the shelter. It is not advisable to accept unsolicited material donations on site as this may divert staff time, facility space and equipment into donations management and away from the management of the shelter. This may also cause tension among residents as there may not be enough donated resources for everyone. It is also difficult to guarantee the safety and/or quality of donated items.

Depending on the policies of the supporting agency, it is normally not recommended that on-site staff accept monetary donations due to the accountability for tracking donations and the possible perception that the shelter is accepting payment for services. Generally, shelter staff should be instructed to request that donors send their monetary donations through established systems for non-profit organizations.

Our Team will also establish and implement systems to track donated materials and services to ensure accountability and to support eventual formal recognition of the donors, such as:

• Donors’ point of contact (POC) information

• Size, amount, location, type, date, and time of donation

Sometimes local or State jurisdictions will conduct donations operations and offers can be referred to these operations. We will work with AZ DOA and local EOC’s to this end.

ONLINE REPORTING CAPABILITIES

The LEMOINE | CDR Team has an in-house GPS tracking service that records position updates of vehicles every hour. These locations can be accessed real time via our free customer facing web portal, which displays all of our location information in a control tower style overview.

Our Driver Check-in form requires all drivers to submit geo-location entries up to three times a day while on-duty. This allows our home office to use its own mapping software to monitor and track resources throughout the day, in addition to our own truck-based GPS systems for company-owned assets. Each driver will be assigned their own unique license, which acts as our asset tracking device.

This is the program that we have been successfully using with several states and allows for rapid deployment.

The LEMOINE | CDR Team will provide an .xml file in a secure URL link with access credentials for AZ DOA’s GIS Unit, Contract Manager and ESF 12-Fuels daily. This file will be compatible with AZ DOA’s ArcGIS Online web-based application and provide AZ DOA with visibility on daily operations to perform analysis on asset utilizations.

• Resource Owner

• Type of Resource

• USDOT Vehicle Number

• Company Vehicle Number

• Truck Driver Name

• Tracking Device Number

• Mission Number (first assigned of day)

• Latitude/Longitude (Decimal Degrees)

Arizona Department of

ASSET MANAGEMENT SYSTEM (AMS)

The LEMOINE | CDR Team Asset Management System (AMS) meets the requirements of the RFP. A true workflow tool, we maintain and update the system continuously so that users see purchase order performance metrics in real-time. Users have access to multiple forms for ordering equipment that track all necessary details and pertinent steps throughout the approval workflow process.

Additionally, we create custom forms as needed to enhance visibility and track additional metrics as needed.

KEY FUNCTIONALITY AND REQUIREMENTS:

• Allow the contractor to share/export all relevant performance data.

• Contains the information necessary to coordinate deliveries and track the progress of all purchase orders.

• Be fully implemented and maintained during the duration of the contract.

SYSTEM INFORMATION REQUIREMENTS:

• Mission number

• Product information (description and quantity)

• Delivery date(s) and estimated time

• Status (loading, enroute, delivered, staged, offline)

• Details of each load to include the…