6-ITB-26-00131 Emergency Shelter Staffing.pdf

Invitation to Bid Emergency Shelter Staffing

ITB-26-00131

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SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00131

SOLICITATION TITLE: Emergency Shelter Staffing

BRIEF DESCRIPTION: The Hillsborough County Fire Rescue (HCFR), Office of Emergency Management (OEM) seeks an experienced and well-qualified Contractor with proven and documented track record of being able to provide shelter staffing support during emergency activations and declared disasters within Hillsborough County (for residents and pets). The Contract resulting from this solicitation document will be in effect for three (3)-year period.

DUE DATE & TIME: March 27, 2026, at 2:00 P.M. Eastern Time (our clock)

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to the County using the “messages” section in Euna Procurement for this particular procurement.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com

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• To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

PRE-BID CONFERENCE: A non-mandatory pre-bid conference will be held on March 3, 2026 at 1:00 P.M. Eastern Time (our clock), at the Public Safety Operations Center (PSOC), 9450 E Columbus Dr., Tampa, FL 33619. All interested parties are strongly encouraged to attend. The purpose of the pre-bid conference is to allow potential bidders an opportunity to present questions to staff, obtain clarification of the requirements contained in the solicitation.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26-00131 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

mailto:iSupplier@HCFL.gov https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Fire Rescue (HCFR), Office of Emergency Management (OEM) seeks an experienced and well-qualified Contractor with proven and documented track record of being able to provide shelter staffing support services during emergency activations and declared disasters within Hillsborough County (for residents and pets).

The Contractor’s trained and certified personnel shall be available to rapidly be deployed and operate in both congregate and non-congregated shelter settings.

1.1.2 Services provided under this Contract include shelter management, registration, dormitory operations, feeding operations, logistics, and case management. All personnel must operate in coordination with the County and/or Florida State shelter operations and in compliance with America with Disabilities Act (ADA) and Pets Evacuation and Transportation Standards Act (PETS) requirements.

1.1.3 The Contractor(s) services will be contingent upon the County’s needs and requirements; and these services are primarily intended for use during County emergencies activations and declared disasters.

1.2. Applicable Publications and Terminology

The following publications and terminology form part of this specification:

1.2.1 FEMA ICS 100, Incident Command System, it describes the history, features and principles, and organizational structure of the Incident Command System (ICS);

https://training.fema.gov/is/courseoverview.aspx?code=IS-100.c&lang=en

1.2.2 FEMA ICS 200, Basic Incident Command System for initial response, reviews the Incident Command System (ICS), provides the context for ICS within initial response, and supports supervisory position within ICS;

https://training.fema.gov/is/courseoverview.aspx?code=IS-200.c&lang=en

1.2.3 FEMA ICS 700, National Incident Management System, defines the comprehensive approach guiding the whole community - all levels of government, non-governmental organizations (NGO), and the private sector - to work together seamlessly to prevent, protect against, mitigate, respond to, and recover from the effects of incidents;

https://training.fema.gov/is/courseoverview.aspx?code=IS-700.b&lang=en

1.2.4 FEMA ICS 800, National Response Framework, focuses especially on those who are involved in delivering and applying the response core capabilities;

https://training.fema.gov/is/courseoverview.aspx?code=IS-800.d&lang=en

1.2.5 WebEOC, is web-based software dedicated to managing the Hillsborough County Crisis Management System (CMS).

https://training.fema.gov/is/courseoverview.aspx?code=IS-100.c&lang=en https://training.fema.gov/is/courseoverview.aspx?code=IS-700.b&lang=en https://training.fema.gov/is/courseoverview.aspx?code=IS-800.d&lang=en

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1.3. Minimum Requirements

1.3.1 The Contractor shall demonstrate recent experience in providing shelter staffing support services during emergency activations and declared disasters. This includes experience supporting congregate and/or non-congregate shelters in coordination with federal, state, or local government agencies. Experience shall reflect the Contractor’s ability to provide shelter trained and certified personnel capable of operating in dynamic, high-demand environments.

1.3.2 The Responsibility Reference(s) Request shall be used to document the Contractor’s experience; alternate formats will be allowed; however, they shall include substantially similar information as identified on the Responsibility Reference(s) Request, identifying the scale, scope, and outcomes of prior deployments.

1.3.3 The Contractor’s personnel shall be maintained the necessary certifications based on the roles and responsibilities.

1.3.4 Licensing and Certifications Requirements: At the time of bid submission and throughout the term of the contract, the Contractor shall maintain all licenses, certifications, and insurance necessary to perform emergency shelter operations.

1.3.4.1 All Contractor’s personnel must pass FEMA’s independent study programs (ISP) based on their roles and responsibilities:

• ICS 100 (IS-100.c),

• ICS 200 (IS-200.c),

• ICS 700 (IS-700.b),

• And ICS 800 (IS-800.d).

1.3.4.2 All Contractor’s personnel must pass a Level II background check and be eligible to work within sensitive emergency environments.

1.3.4.3 Valid Florida driver’s license with applicable endorsement.

1.3.4.4 All contract employees shall be fluent in English.

1.3.4.5 One (1) Contractor’s personnel per shift, per shelter for a total of up to three (3) people per shift shall be fluent in Spanish.

1.3.4.6 One (1) Contractor’s personnel per shift, per shelter for a total of up to three (3) people per shift shall be fluent in Creole.

1.4. Contractor’s Capability

1.4.1 The Contractor shall possess a sufficient number of trained, certified, and deployable personnel to fulfill shelter staffing requests within 24 hours of notification.

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Personnel must be capable of supporting 24-hour operations through rotating shifts and be fully self-sufficient during deployments, including transportation, lodging, meals, and communication equipment.

1.4.2 At a minimum, the Contractor must demonstrate the ability to fully staff three (3) separate shelter sites simultaneously, each with the following baseline staffing configuration:

1.4.2.1 Shelter personnel, 46 staff members per shelter, split into two (2) shifts:

1.4.2.1.1 For AM shift (starts 7:00 A.M. to 7:00 P.M, 12-hours shift): 22 General Shelter Staff members and one (1) Shelter Manager.

1.4.2.1.2 For PM shift (starts 7:00 P.M. to 7:00 A.M, 12-hour shift): 22 General Shelter Staff members and one (1) Shelter Manager.

1.4.2.2 Pet Shelter personnel, eight (8) shelter staff members per shelter, split into two (2) shifts

1.4.2.2.1 For AM shift (starts 7:00 A.M. to 7:00 P.M, 12-hour shift): Four

(4) pet shelter staff

1.4.2.2.2 For PM shift (starts 7:00 P.M. to 7:00 A.M, 12-hour shift): Four

(4) pet shelter staff

1.4.2.3 The Contractor shall be capable of scaling staffing levels up or down based on operational demands and the direction of Hillsborough County.

Personnel may be reassigned between shelters or to other sheltering support roles as needed. Roles include but are not limited to:

1.4.2.3.1 Information & Logistics

1.4.2.3.2 Dormitory Monitor

1.4.2.3.3 Concierge

1.4.2.3.4 Registration

1.4.2.3.5 Greeting/Welcome worker

1.4.2.3.6 Shift Supervisor

1.5. Shelter Roles and Responsibilities

1.5.1 Shelter Managers: Each shelter will require two (2) Shelter Managers (1 per shift per shelter). These personnel must meet the following requirements:

1.5.1.1 Minimum of two-three (2–3) years of supervisory or management experience, preferably in emergency sheltering, disaster response, social services, or healthcare.

1.5.1.2 Demonstrated ability to manage teams in high-pressure and dynamic environments.

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1.5.1.3 Experience with Shift supervision and delegation, daily operational reporting (e.g., situation reports, rosters, time logs), conflict resolution and staff coordination.

1.5.1.4 Shall be able to communicate clearly and professionally with staff, residents, and County representatives; oversee registration, feeding, dormitory, and logistics operations; support ADA and PETS Act compliance; proficient in the use of Microsoft Office Suite (Word, Excel, Outlook, Teams) and other technology platforms utilized for shelter operations, including web-based reporting systems.

Personnel must be able to use technology effectively for documentation, communication, and operational coordination.

1.5.1.5 Must posses strong organizational and leadership skills, ability to remain on-site for extended 12-hour operational periods, including 12-hour overnight shifts.

1.5.2 General Shelter Staff: Each shelter will be assigned (44) general shelter staff (22 per shift). These personnel must meet the following requirements:

1.5.2.1 Two (2) staff members, one (1) per shift/per shelter, shall be fluent in Spanish.

1.5.2.2 Two (2) staff members, one (1) per shift/per shelter, shall be fluent in Creole.

1.5.2.3 Minimum of two (2) years of experience in emergency sheltering, disaster response, social services, or healthcare.

1.5.2.4 Shall be able to follow procedures and use job tools (e.g., checklists, logs), Interact respectfully with diverse populations, work as a team in a fast-paced environment, operate under stress, changing conditions, and with limited supervision, drive during the day or night if needed; proficient in the use of Microsoft Office Suite (Word, Excel, Outlook, Teams) and other technology platforms utilized for shelter operations, including web-based reporting systems.

Personnel must be able to use technology effectively for documentation, communication, and operational coordination.

1.5.2.5 Physical Requirements: Bend, kneel, climb stairs, ability to step up/down 18 inches; lift 20 Lbs repeatedly, stand/sit for extended periods, work outdoors in extreme heat, cold, or inclement weather.

1.5.2.6 Must demostrate professional conduct, active listening and communication skill, attention to detail and strong documentation habits.

1.5.3 Pet Shelter Staff: Each shelter will include a team of eight (8) Pet shelter staff (4 per shift) assigned to pet operations. These personnel must meet the following requirements:

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1.5.3.1 Minimum of one to two (1–2) years of experience in animal care, animal control, veterinary assistance, sheltering, or a related field.

1.5.3.2 Shall be able to safely handle household pets in a shelter environment, coordinate feeding operations, watering, waste management, and crate setup;

follow animal safety, hygiene, and incident response protocols; work with County animal services or other designated agencies as needed; proficient in the use of Microsoft Office Suite (Word, Excel, Outlook, Teams) and other technology platforms utilized for shelter operations, including web-based reporting systems.

Personnel must be able to use technology effectively for documentation, communication, and operational coordination.

1.5.3.3 Physical Requirements: Bend, kneel, lift 30+ lbs (e.g., crates, food bags);

work in both indoor and outdoor conditions, including heat and humidity.

1.5.3.4 Must pass a level II background check.

1.5.4 Contractor’s Responsibilities

1.5.4.1 Respond to activation requests within 24 hours.

1.5.4.2 Provide all trained and certified staff, travel, equipment, and logistical support required for deployment.

1.5.4.3 Maintain the readiness and availability of the specified services throughout the term of the contract.

1.5.4.4 Submit situation/incident reports, documentation logs, and any additional reports as directed.

1.5.4.5 Follow all directions of the Emergency Operation Center (EOC) Incident Commander or designee.

1.5.4.6 Scale staffing personnel needed up or down depending on the size and complexity of the incident.

1.5.4.7 All personnel must maintain a professional demeanor, adhere to appropriate dress code standards (i.e., Polo and jeans), and present themselves in a clean, uniform, and businesslike manner at all times. Unprofessional behavior, including disrespectful conduct, insubordination, or disruption of County operations, shall be grounds for immediate removal.

1.5.4.8 All personnel shall conduct themselves in a safety-conscious manner.

Any individual who fails to meet this expectation shall be removed from the operation upon request.

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1.5.4.9 The Contractor shall furnish all vehicles, fuel, lodging, laptops, field communications tools, personal protective equipment (PPE), and other materials necessary for personnel to operate within the shelter or field environments.

1.5.4.10 The Contractor shall ensure all deployed personnel are trained, certified, and experienced in their assigned roles and capable of supporting multi-agency coordination efforts.

1.5.4.11 The Contractor shall use equipment and methods that safeguard County infrastructure, facilities, and sensitive data during operations.

1.5.4.12 All Contractor’s personnel must be equipped with a working communication device (e.g., smartphone) to maintain regular contact with designated County representatives during operations.

1.5.4.13 All Contractor’s personnel must wear a uniform that states the contractor’s name and a visible photo identification badge while deployed under this contract.

1.5.5 How/When Work Is Performed: The Contractor shall be available to perform services 24/7 during declared emergencies, activations, or at the County’s request. Work may occur on holidays, weekends, or at extended durations as determined by the County’s operational needs.

1.6. Pricing

The County aims to establish an hourly labor rate for each position (Shelter Manager, General Shelter Staff, and Pet Shelter Staff) with all-inclusive direct and indirect costs, such as transportation, equipment, training, fuel, lodging, PPE, food, supplies, overhead, and administrative expenses, as well as other materials necessary for personnel to operate.

1.6.1 Rates shall be quoted in dollars per hour and shall be computed to the nearest one-quarter hour.

1.6.2 Additional charges shall not be applied.

1.6.3 Pricing shall remain fixed throughout the duration of the term contract.

1.7. Require Documentation for Receipting Against a Purchase Order (PO)/ Invoicing

When work is performed for receipting against a PO, the Contractor shall submit the following to the County by the deadline specified in the PO:

1.7.1 Daily staff roster showing names, positions, shifts, and hours worked must be submitted every shift.

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1.7.2 The Contractor(s) shall provide an all-inclusive invoice exactly matching the labor items and hourly rates listed in the contract line items (e.g., Shelter Manager, General Shelter Staff, and Pet Shelter Staff).

1.7.3 Any additional documentation requested by the County to verify performance and hours worked.

1.7.4 Invoice/Billing Schedule

1.7.4.1 Contractor shall submit invoices on a weekly basis at a minimum.

1.7.4.2 Invoices must be broken out per individual day worked and must match the labor categories and hourly rates in the contract.

1.7.4.3 Separate invoice lines shall be used for each Line Item: Shelter Manager, General Shelter Staff, and Pet Shelter Staff.

1.7.4.4 All invoices shall include:

1.7.4.4.1 Blanket Purchase Agreement (BPA) number

1.7.4.4.2 Purchase Order (PO) number

1.7.4.4.3 Incident (emergency activation and/or declared disaster) name

1.7.4.4.4 Date (s) of service (broken out by day)

1.7.4.4.5 Number of hours worked per staff member per day

1.7.4.4.6 Contract labor category (line Item) for each staff member

1.7.4.4.7 Total line-item amount

1.7.4.4.8 Total invoice amount

1.7.4.4.9 Contractor name, remit-to address, and billing contact information

1.7.4.4.10 Supporting documentation as described in this Section.

1.7.4.5 The County reserves the right to withhold payment of invoices when work performed cannot be verified against work orders due to the failure of the Contractor’s employees/representatives to document work performed.

1.7.4.6 The County reserves the right to reject any invoice that is incomplete, inaccurate, or lacking required documentation.

1.7.4.7 All invoices shall be sent via email to

Countyfinanceinvoices@hillsclerk.com or Boccinvoices@hcfl.gov

1.7.4.8 Invoices should not contain Health Insurance Portability and Accountability Act (HIPAA) protected information, banking account numbers, social security numbers, or other confidential/sensitive information.

mailto:Countyfinanceinvoices@hillsclerk.com mailto:Boccinvoices@hcfl.gov

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1.7.4.9 Additional information regarding invoice submittal, including email addresses can be found on the County’s Purchase Order (PO) under “Standard Purchase Order Terms and Conditions”.

1.8. Contractor’s Training (Post-Award)

1.8.1 Upon award of the contract and prior to any deployment, all personnel assigned under this contract shall complete the required County training modules appropriate to their roles. This training may include virtual, classroom, or on-site sessions depending on operational need. These include:

1.8.1.1 Shelter Manager Training (five -5 hours):

1.8.1.1.1 Overview of County shelter operations, roles, and expectations.

1.8.1.1.2 WebEOC and documentation procedures

1.8.1.1.3 Staff management and conflict resolution

1.8.1.1.4 Demobilization, reporting, and incident coordination

1.8.1.2 General Shelter Staff (five -5 hours):

1.8.1.2.1 General shelter operations and resident services

1.8.1.2.2 ADA and functional needs awareness

1.8.1.2.3 Registration, feeding, dormitory, and logistics support

1.8.1.2.4 Safety, reporting, and daily task execution

1.8.1.3 Pet Shelter Staff (five -5 hours):

1.8.1.3.1 Co-located pet sheltering protocols

1.8.1.3.2 Animal handling basics, safety, and hygiene

1.8.1.3.3 Coordination with Animal Services

1.8.1.3.4 Shelter setup, feeding, waste management, and demobilization

1.8.1.4 The County will provide all training materials and delivery methods. The Contractor is responsible for ensuring full compliance on maintaining the training and certifications records for all deployed personnel.

2. SPECIAL TERMS AND CONDITIONS

2.1 Basis for Award (County’s Best Interest)

Award will be made to the lowest, responsive and responsible Bidder meeting Specifications. If this Solicitation Document contains more than one line item, the County reserves the right to award by line item, by group/section, or by overall total net Bid price, whichever is determined to be in the County’s best interest.

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2.2 Contract Provisions for Contracts Funded In-Whole or In-Part by Federal Funds where the Contractor is a Non-Federal Entity

2.2.1 Access to Records and Work Site(s)

2.2.1.1 The Contractor agrees to provide the County, the person and/or entity that is the beneficiary of the commodities, Services or Work that is the subject of this Solicitation Document, the County Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this Contract for the purposes of making audits, examinations, excerpts, and transcriptions.

2.2.1.2 The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

2.2.1.3 The Contractor agrees to provide the County Administrator or his/her authorized representatives access to construction or other work sites pertaining to the Work being completed under the Contract.

2.2.2 Byrd Anti-Lobbying Amendment, 31 U.S.C. ss 1352 (as amended)

2.2.2.1 This subsection shall only be applicable to contract awards of One Hundred Thousand Dollars ($100,000) or more.

2.2.2.2 For the purpose of this subsection, “U.S.C.” shall mean the Code of Laws of the United States of America/United States Code.

2.2.2.3 Contractors who apply or bid for an award of One Hundred Thousand Dollars ($100,000) or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. ss 1352.

Each tier shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient.

2.2.3 Clean Air Act and the Federal Water Pollution Control Act

2.2.3.1 This subsection shall only be applicable to Contract awards in excess of One Hundred and Fifty Thousand Dollars ($150,000).

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2.2.3.2 For the purpose of this subsection, "U.S.C." shall mean the Code of Laws of the United States of America/the United States Code.

2.2.3.3 For the purpose of this subsection, "FEMA" shall mean the Federal Emergency Management Agency.

2.2.3.4 Clean Air Act

2.2.3.4.1 The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. Section 7401 et seq.

2.2.3.4.2 The Contractor agrees to report each violation to Hillsborough County and understands and agrees that Hillsborough County will, in turn, report each violation as required to assure notification to the appropriate Environmental Protection Agency Regional Office.

2.2.3.4.3 The Contractor agrees to include these requirements in each subcontract exceeding one hundred and fifty thousand ($150,000) dollars financed in whole or in part with Federal assistance.

2.2.3.5 Federal Water Pollution Control Act

2.2.3.5.1 The Contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq.

2.2.3.5.2 The Contractor agrees to report each violation to Hillsborough County and understands and agrees that Hillsborough County will, in turn, report each violation as required to assure notification to the appropriate Environmental Protection Agency Regional Office.

2.2.3.5.3 The Contractor agrees to include these requirements in each subcontract exceeding one hundred and fifty thousand ($150,000) dollars financed in whole or in part with Federal assistance.

2.2.4 Compliance with Federal Law, Regulations, and Executive Orders

2.2.4.1 This subsection shall only be applicable if the Contract is funded in whole or in part by FEMA.

2.2.4.2 Contractor acknowledges and understands that FEMA financial assistance will be used to fund the Contract. Accordingly, the Contractor agrees that it shall comply with all applicable federal laws, regulations, executive orders, and FEMA policies, procedures and directives in its performance under the Contract.

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2.2.5 Contract Work Hours and Safety Standards Act

2.2.5.1 This subsection shall only be applicable to contract awards in excess of One Hundred Thousand Dollars ($100,000) that involve the employment of mechanics and/or laborers.

2.2.5.2 Overtime Requirements. No Contractor or Subcontractor contracting for any part of the Contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such Work to work in excess of forty

(40) hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than (1 ½) one and one-half times the basic rate of pay for all hours worked in excess of forty (40) hours in such workweek.

2.2.5.3 Violation; Liability for Unpaid Wages; Liquidated Damages. In the event of any violation of the clause set forth in the “Overtime Requirements” paragraph of this subsection, the Contractor and any Subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such Contractor and Subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in the “Overtime Requirements” paragraph of this subsection, in the sum of ten ($10) dollars for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty (40) hours without payment of the overtime wages required by the clause set forth in the “Overtime Requirements” paragraph of this subsection.

2.2.5.4 Withholding for Unpaid Wages and Liquidated Damages. The Federal agency providing funding for the commodities, Services and/or Work that is the subject of this Solicitation Document and/or the County shall, upon its own action, or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from monies payable on account of Work performed by the Contractor or Subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other Federally -assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to the necessary to satisfy any liabilities of such Contractor or Subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in the “Violation; Liability for Unpaid Wages; Liquidated Damages” paragraph of this subsection.

2.2.5.5 Subcontracts. The Contractor or Subcontractor shall insert in any subcontracts the clauses set forth in the “Overtime Requirements,” “Violation;

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Liability for Unpaid Wages; Liquidated Damages,” “Withholding for Unpaid Wages and Liquidated Damages,” through “Subcontracts” paragraphs of this subsection and also a clause requiring the Subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any Subcontractor or lower tier Subcontractor with the clauses set forth in the “Overtime Requirements,” “Violation; Liability for Unpaid Wages;

Liquidated Damages,” “Withholding for Unpaid Wages and Liquidated Damages,” through “Subcontracts” paragraphs of this subsection.

2.2.6 Copeland “Anti-Kickback” Act

2.2.6.1 Contractor. The Contractor shall comply with 18 U.S.C. Section 874, 40 U.S.C. ss 3145, and the requirements of 29 C.F.R. pt. 3 as may be applicable, which are incorporated by reference into this contract.

2.2.6.2 Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clause above, and such other clauses as the FEMA may by appropriate instructions require, and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for the compliance by any subcontractor or lower tier subcontractor with all of these contract clauses.

2.2.6.3 Breach. A breach of the contract clauses above may be grounds for termination of the contract, and for debarment as a contractor and subcontractor as provided in 29 C.F.R. subsection 5.12.

2.2.7 Davis-Bacon Act

2.2.7.1 This subsection shall only be applicable if the resulting Contract related to this Solicitation Document involves one or more of the following programs:

Emergency Management Preparedness Grant Program, Homeland Security Grant Program, Non-Profit Security Grant Program, Tribal Homeland Security Grant Program, Port Security Grant Program and the Transit Security Grant Program.

This subsection shall not apply to other FEMA grant and cooperative agreement programs, including the Public Assistance Program.

2.2.7.2 The Contractor shall comply with the Davis-Bacon Act (40 U.S.C. Sections 3141-3144 and 3146-3148) as supplemented by Department of Labor regulations at 29 C.F.R. Part 5.

2.2.8 Debarment and Suspension

2.2.8.1 For the purpose of this subsection, “C.F.R.” shall mean the United States Code of Federal Regulations.

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2.2.8.2 For the purpose of this clause, “Subrecipient” shall mean a non-Federal entity that receives a sub-award from the County to provide the commodities, Services and/or Work that is the subject of this Solicitation Document.

2.2.8.3 This Contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the Contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. ss 180.995), or its affiliates (defined at 2 C.F.R. ss 180.905) are excluded (defined at 2 C.F.R. ss 180.940) or disqualified (defined at 2 C.F.R. ss 180.935) from participating in Federal assistance programs and activities.

2.2.8.4 The Contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R.

pt. 3000, subpart C and must include a requirement to comply with these regulation in any lower tier covered transaction in enters into.

2.2.8.5 This certification is a material representation of fact relied upon by the Subrecipient. If it is later determined that the Contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the County and the Subrecipient, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

2.2.8.6 The Bidder or Proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this Offer is valid and throughout the period of any Contract that may arise from this Offer. The Bidder or Proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions.

2.2.9 DHS Seal, Logo, and Flags

2.2.9.1 For the purpose of this subsection, “DHS” shall mean the United States Department of Homeland Security.

2.2.9.2 The Contractor shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre-approval.

2.2.10 No Obligation by Federal Government

Contractor acknowledges and agrees that the Federal Government is not a party to this Contract and is not subject to any obligations or liabilities to the County, the Contractor, or any other party pertaining to any matter resulting from the Contract.

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2.2.11 Procurement of Recovered Materials

2.2.11.1 For the purpose of this subsection, “EPA” shall mean the United States Environmental Protection Agency.

2.2.11.2 In the performance of this Contract, the Contractor shall make maximum use of products containing recovered materials that are EPA-designated items unless the products cannot be acquired as follows:

2.2.11.2.1 Competitively within a timeframe providing for compliance with the Contract performance schedule;

2.2.11.2.2 Meeting Contract performance requirements; or

2.2.11.2.3 At a reasonable price.

2.2.11.3 Information about this requirement, along with the list of EPA-designated items, is available at EPA's Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

2.2.12 Program Fraud and False or Fraudulent Statements or Related Acts

2.2.12.1 For the purpose of this subsection, “U.S.C.” shall mean the Code of Laws of the United States of America/United States Code.

2.2.12.2 The Contractor acknowledges and agrees that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Contractor's actions pertaining to this Contract.

2.2.13 Rights to Inventions Made Under a Contract or Agreement

2.2.13.1 This subsection shall only be applicable to contracts between the County and a Small Business Firm or Non-Profit Organization where the County is substituting parties or assigning the performance of experimental, developmental or research Work to said Small Business Firm or Non-Profit organization pursuant to a Funding Agreement between a Federal Agency and the County for the performance of such Work.

2.2.13.2 For the purpose of this subsection, “Funding Agreement” shall mean any contract, grant or cooperative agreement entered into between any Federal Agency, other than the Tennessee Valley Authority, and the County for the performance of experimental, developmental, or research work funded in whole or in part by the Federal government.

https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program https://www.epa.gov/smm/comprehensive-procurement-guideline-cpg-program

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2.2.13.3 For the purpose this subsection only, a “Small Business Firm” shall mean a small business concern as defined at Section 2 of Pub. L. 85-536 (15 U.S.C. 632) and implementing regulations of the Administrator of the Small Business Administration. For the purpose of this subsection only, the size standards for small business concerns involved in government procurement and subcontracting at 13 CFR 121.3-8 and 13 CFR 121.3-12 shall be used.

2.2.13.4 For the purpose of this subsection only, a “Non-Profit Organization” shall mean a university or other institution of higher education or an organization of the type described in Section 501(c)(3) of the Internal Revenue Code of 1954 (26 U.S.C. 501(c)) and exempt from taxation under Section 501(a) of the Internal Revenue Code (26 U.S.C. 501(a)) or any nonprofit scientific or educational organization qualified under a state nonprofit organization statute.

2.2.13.5 For the purpose of this subsection, “C.F.R.” shall mean the United States Code of Federal Regulations.

2.2.13.6 The Contractor acknowledges and agrees that this Contract shall be governed by and is subject to the provisions contained in 37 C.F.R. Part 401 which are incorporated herein by reference

2.3 Insurance, Contractor

See ITB-26-00131 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

2.3.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.3.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.3.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.3.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the

ITB-26-00131 Page 18 costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

2.3.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.4 Jessica Lunsford Act

2.4.1 Non-instructional school district employees or contractual personnel who are permitted access on school grounds when students are present, must meet level 2 screening requirements as described in Florida Statutes Section 1012.32 and Section

1012.465. The Act focuses primarily on increasing the measures used to monitor sexual offenders or predators. However, part of the Act is specifically related to individuals with access to school district campuses. Hillsborough County Children Services, Head Start facilities and Park sites that serve the School Board have adopted this as policy.

2.4.2 Contractual personnel shall include any vendor, individual, Contractor, Sub- Contractor, or entity under contract with the school board or in this case Hillsborough County who work or may work in a child occupied area or space. The Contractor shall pay all costs associated with meeting the level 2 requirements. Be advised that this process may take up to thirty (30) Days.

2.5 Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

2.6 Pre-Bid Conference and Site Visit

A Non-Mandatory Pre-bid Conference and Site Visit concerning this present Solicitation Document will be conducted by Hillsborough County at:

Public Safety Operations Center (PSOC) 9450 E Columbus Drive Tampa, Florida, 33619

TIME: 1:00 P.M. Eastern Time (our clock)

DATE: March 03, 2026

PHONE NUMBER: (813) 272-5790

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All interested parties are encouraged to attend.

2.7 Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

2.8 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a three (3)-year period (extended to the last day of the calendar year to incorporate that year’s hurricane season period) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA).

2.9 Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase. Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

2.10 Hillsborough County Governmental Purchasing Council: Reference Laws of Florida 69-1112 and 69-1119

All Offers received by the County in response to this Solicitation Document shall be considered as Offers to members of the Hillsborough County Governmental Purchasing Council. Members, at their discretion, may utilize the Contract that results from this Solicitation Document. Members may purchase the goods, Services and/or Work under the same terms and conditions as the Contract between the Contractor and the County. Members will issue their own purchase orders, issue payments and coordinate the service locations with the Contractor, as applicable. The Hillsborough County Governmental Purchasing Council consists of the following agencies:

Children’s Board of Hillsborough County City of Plant City City of Tampa City of Tampa Housing Authority City of Temple Terrace Clerk of the Circuit Court

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Expressway Authority Hillsborough Area Regional Transit Authority Hillsborough County Aviation Authority Hillsborough County Board of County Commissioners Hillsborough Community College Hillsborough County School Board Hillsborough County Sheriff Property Appraiser State Attorney’s Office Supervisor of Elections Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

2.11 Ordering

The County shall issue a Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA) to cover any goods, Services and/or Work to be furnished under this Contract. The County user departments will then issue Standard Purchase Orders against the BPA/CPA on an as-needed basis. The Successful Bidder/Proposer shall deliver the applicable goods, Services and/or Work only upon receipt of a Standard Purchase Order. No goods, Services and/or Work are to be provided until a Standard Purchase Order is issued. However, any Standard Purchase Order issued PRIOR to the end of the Contract Period shall be completed, invoiced and paid after the expiration of the Contract. Orders shall be issued only during the Contract Period. The County reserves the right to modify the delivery location(s) identified throughout the Contract Period.

2.12 Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

The following words and expressions (or pronouns) shall, wherever they appear in this Solicitation Document and the Contract Documents, be construed as follows unless a different meaning is clear from the context.

3.1 Agreement

"Agreement" shall mean the written agreement between the County and the Contractor covering the goods and/or Services to be provided and/or the Work to be performed pursuant to this

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Solicitation Document. The Agreement (if one is required for this particular Solicitation Document) will be attached to and made a part of the Contract Documents.

3.2 Amendment(s), Addendum, or Addenda

"Amendment(s)", "Addendum", or "Addenda" shall mean the additional information and/or requirements concerning this Solicitation Document that are issued by the County, in writing, prior to the Close Date.

3.3 Bid(s), or Bidder's Bid

"Bid(s)", "Bidder’s Bid”, "Proposal(s)", or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.4 Bidder

"Bidder" or "Proposer" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.5 Blanket Purchase Agreement (BPA)

“Blanket Purchase Agreement (BPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and any additional terms and conditions of the Contract, if applicable.

3.6 Board of County Commissioners

"Board of County Commissioners" shall mean the Board of County Commissioners of Hillsborough County, Florida.

3.7 Bond

"Bond" or "Earnest Money Deposit (EMD)" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer/Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.8 Business Day(s)

“Business Day(s) "shall mean Monday through Friday excluding public holidays.

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3.9 Change Order

“Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County and Contractor authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

3.10 Close Date

"Close Date" shall mean the date and time set for delivery to the County of all Offers submitted in response to this Solicitation Document.

3.11 Contract or Contract Documents

"Contract" or "Contract Documents" shall mean the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action Requirements, all Amendment(s) issued, the Offer, the Agreement (if applicable), all the attached documents identified in this Solicitation Document, all supplementary drawings issued after award of the contract, all Change Orders, all Allowance Authorization Releases, and all provisions required by law to be a part of the Contract Documents, whether actually inserted therein or not.

3.12 Contract Price

"Contract Price" shall mean the total monies payable to the Contractor under the Contract Documents.

3.13 Contract Purchase Agreement (CPA)

“Contract Purchase Agreement (CPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and additional terms and conditions of the Contract, if applicable.

3.14 Contract Time or Contract Period

"Contract Time" or “Contract Period” shall mean the number of calendar Days stated in the Contract Documents for the completion of the Work and/or the provision of…