7-EXHIBIT D - Scope of Services.pdf

EXHIBIT D

SCOPE OF SERVICES

1. SCOPE OF WORK

It is the Town’s intent to:

A. Pre-establish immediate and non-immediate services that may be required in the event of a disaster.

B. Award a one (1) year term contract, with an option for up to four (4) one (1) year extensions, which shall commence immediately upon the Town’s approval and signing of the contract. Each one (1) year extension shall be agreed upon, in writing, by each party prior to the expiration date of the current contract that is in effect. Should any active individual project extend beyond the expiration date of the contract, the project agreement shall be extended until the project has been satisfactorily and successfully completed and accepted. The Town reserves the right to award one or multiple vendors.

The Contractor may be called upon throughout the contract term to render services to assist the Town with special needs and events for other than full- scale disasters.

The Town, at its sole discretion, may expand the scope of services to include additional requirements. The Town reserves the right to investigate, as it deems necessary, to determine the ability of any firm to perform the work or services requested. Information that the Town deems necessary in order to make a determination shall be provided by the firms upon request.

Proposers shall possess all permits, licenses, certifications, insurance, approvals, equipment, materials, and staff necessary to perform and/or carry out the requirements of this solicitation.

2. SPECIFICATIONS

The selected contractor will develop a comprehensive plan to provide resources and logistical support to the Town upon the direction of Town Emergency Management. Program work elements will include but are not limited to:

A. Provide technical assistance and logistics support to Town Emergency Management across the full spectrum of response operations. Provide qualified operators and technical personnel to perform all required activities in a manner that is both expedient and cost efficient consistent with the best interests of the Town.

Provided services/resources would include equipment, site management, unit installation, unit maintenance, deactivation and staging operations for, but not limited to, the following:

1. Logistical Support

2. Emergency/Relief Workforce Housing and Sustenance

3. Preposition Contracting

4. Site Preparation for Temporary Housing

5. Transportation – Equipment/Materials Transfer/Storage/Tires

6. Generator Packages for Critical Public Facilities

7. Portable Lighting

8. Emergency Pumps and Piping

9. Refrigeration Trucks

10. Fuel Supply for Response and Recovery Operations

11. Emergency Satellite Communications (IP Telephone)

12. Portable Toilets

13. Forklifts

14. Water/Moisture/Mold Remediation and Tear-out for Public Facilities

15. Portable Modular Living Quarters, Galleys, Bathroom Facilities, Laundry Units, Offices, Command Centers, First Aid/Medical Units

16. Standard size Conex Style Storage Unit

17. Standard size Box Trucks or other vehicles to support emergency operations

18. Portable Potable Water Storage

19. Standard size Tents

20. Decontamination Clean-up of Contractor Equipment and Contractor Sites

21. Community Points of Distribution (ACE Model) Equipment, Manpower, and Logistics for site operations, and material for distribution (Bottled Water, Ice, Tarps, Meals Ready to Eat)

22. Donations Management

23. Wildland and Urban Firefighting Equipment, Materials, and Personal Protective Equipment

24. Lumber packages to support USAR team(s)

Emergency Materials and Supplies will include, but are not limited to:

1. Bottled Water

2. Ice with refrigerated truck (s)

3. Tarps- (minimum size per tarp 20 ft. x 25 ft.)

4. Portable Power Generators (that may include)- (2) 100 kW; (1) 250kW; (1) 300kW; (1) 500 kW; (1) 600 kW (Including installation, maintenance, and all power cables for hookup, and sufficient fuel for a minimum of 72 hours of continuous operation.)

5. Meals Read to Eat (MRE) - initial emergency order = 1 truck (1,812 cases per)

Note: Provide all necessary and adequate material handling equipment (MHE) to fit/fill the Town's needs. Town reserves the right to modify its order for supplies, materials, equipment, and manpower support based on the severity of an emergency and after the needs of the public are determined.

B. Contractor shall have the ability to:

1. Have agreed upon predefined rapid response packages (strike force) of personnel and equipment on-site within 8 hours of notification, and fully operational within 24 hours, to provide initial technical assistance and coordination of operations.

2. Establish a warehouse in Town that is no less than 30,000 sq. ft. with racking preferred, within 24 hours of notification.

3. Provide professional personnel resources, in amounts required by the situation, for tasking support.

4. Provide documentation of criminal background checks for project management/technical staff if requested by the Town.

5. Provide staff, in the amounts required by the situation, for sustained long-term operations.

6. Procure resources through available means, including cash on-hand, wire transfers, and other methods permissible for emergency procurement.

7. Maintain the capability to be self-sufficient in all essential operational needs, including but not limited to housing, food, communications, internet connectivity, and fuel, for the duration of the performance period or as otherwise required during emergency or contingency operations.

C. Contractor shall have the ability to scale operations as needed, based on the situation and approval of Town Emergency Management.

D. Provide Town Emergency Management with daily reports detailing, but not limited to, both government and non-government furnished items, number of items handled, number of items in staging, number of items in use, location of items in use, items installed at Town, commercial and private sites, and total costs encumbered to date including maintenance and personnel costs.

E. Contractor participation in telephone conference calls to coordinate with the Town Emergency Management project manager as needed.

F. Contractor will provide a single point of contact to be present in the Emergency Operations Center or designated location specified by the Town, to facilitate planning and coordination between the Contractor and Town. Town will assign a designated representative to coordinate with the Contractor’s liaison regarding all resource requests.

G. Coordinate with designated representatives at the Town Emergency Operations Center, Mobilization Sites and Town Staging Areas when activated.

H. Contractor agrees to provide documentation of services for reimbursement in a manner that is compliant with applicable funding sources to include federal funding requirements and to provide additional documentation required to support the expenses incurred within thirty (30) calendar days of the request.

Note: Town reserves the right to modify its request for emergency support services based the severity of the emergency and the needs of the public are determined.

3. POST AWARD REQUIREMENTS

After the contract has been awarded, the selected Contractor shall develop an initial presentation that provides:

A. An overview briefing to the Town Emergency Management and other staff deemed necessary.

B. The Contractor shall provide electronic and hard copies of the presentations to Town Emergency Managements including all handout materials.

C. The Contractor will be prepared to make their presentation within sixty (60) days upon award of this contract.

D. The Contractor shall coordinate contact information with appropriate representatives of Town Emergency Management staff. Contact information will include names, telephone numbers, and email addresses for the agency and the contractor.

4. BONDING

A Bid Bond is not required for this project; however, Performance and Payment Bonding will be required for the contract once an event is declared, and services are activated.

5. SAFETY, HEALTH, AND SECURITY

Contractor shall be solely responsible for its activities, that of its employees on the site and activities of its consultants, contractors and/or subcontractors for maintaining a safe job site. Contractor’s activities and activities of its consultants, contractors and/or subcontractors shall comply with all local, state, and federal safety regulations and their enforcement agencies. Contractor shall at all times conduct its operations under this Contract in a manner to avoid risk of endangerment to the health and safety of persons and property. The Contractor shall have sole responsibility for implementing its safety and health programs, taking all safety and health precautions necessary and continuously inspecting all equipment, materials and work to prevent, discover, determine and correct any conditions which might result in personal injury, equipment damage or damage to property or the public. Contractor’s safety, health and security programs shall be in compliance with all regulatory requirements and shall furnish accident, incident, injury, and other records and reports required by the Occupational Safety and Health Administration, State and Local laws, or by the Town.

6. CONTRACTOR LIABILITY

The contractor assumes full responsibility for all injuries to, or death of any person and for all damage to property, including property and employees of the Town and for all claims, losses or expense which may in any way arise out of the performance of the work, whether caused by negligence or otherwise; and the contractor shall indemnify and hold the Town harmless from all claims, losses, expense, or suits for any such injuries, death or damages to property, and from all liens, losses, expenses, claims or causes of action of any sort which may arise out of the performance of the work, and shall defend, on behalf of the Town and suit brought against the Town for attorney’s fees and for all other expenses incurred by the Town in connection with or as a result of any such suit, claims, or loss. Under no circumstances and with no exception will the Town act as arbitrator between the contractor and any subcontractor. The contractor will be solely responsible for compliance with building code requirements, all dimensions, and all conditions relating to his work under this contract. Workmanship shall be first quality in every respect. All measures necessary to ensure a first-class job shall be taken.