Attachment_8-_Amendment_1-ERSS_Scenario_Document.docx

ERSS Attachment 8, Amendment 1: Scenario Document

SCENARIOS:

Amendment 1, dated 7/2/2019

The offeror shall provide responses for the below scenarios (mock task orders), providing details on how they will prepare and respond to the mock task orders.

Scenario 1:

A large scale disaster event has occurred in New York City requiring an immediate medical response from the Federal Government. The Department of Health and Human Services (DHHS) is deploying federal medical response teams to the surrounding areas in and around New York City to begin conducting medical response operations for victims of the event as well as provide medical services for hospitals that are currently not operating or operating with limited capacity because of the event. The Federal teams will receive initial medical cache supplies and equipment pushed forward from federal warehouses. The cache deployed by DHHS is a 250-bed medical hospital equipment set that requires 40,000 square feet. There is the potential for multiple concurrent locations. Each site would have 250 patients and 450 staff each site. For a response operation site, a building of opportunity (vacant department store) with 40,000 square feet in Manhattan has been identified as a location ideal to establish medical operations however widespread power outages renders the building non-operational unless generator power can be arranged. Additionally, the medical operation at this building of opportunity will require the following services (setup and sustainment including the necessary site preparation to make the site ready for the placement of all Contractor-provided equipment and assets for 24/7 services) to support this medical operation:

· Adequate hygiene facilities

· Additional rest rooms and showers

· Laundry services

· Waste water removal

· Utilities

· Electricity (generator power)

· Hot and cold potable water

· Heating, ventilation, and air conditioning (HVAC)

· Services

· Solid waste collection and disposal

· Custodial cleaning

· Patient and staff feeding

· Ice delivery

· Medical oxygen

· Biomedical waste disposal

· Facility maintenance

· Hot patient meals B/L/D and snacks (with special dietary considerations)

· Billeting

· Transportation services (people and equipment)

· Administrative supplies

The Contractor must be capable of scaling up to support the operation in one 24-hour period. Adjustments in medical operation may occur frequently and require changes services in short order.

Scenario 2:

Additionally, DHHS has a requirement to establish another medical operation staffed with federal responders team members at an airhead that is receiving patients evacuated from the affected area. The location for this medical operation has been identified but a building of opportunity is not available so a large scale temporary shelter system, such as a tent system will need to be provided by the contractor and full services such as tent housed medical operations, responder billeting, bathrooms, showers, laundry service and transportation services. There is the potential for multiple concurrent locations. Each site would have up to 1000 patients and 1800 staff.

Scenario 3:

Lastly, the disaster event has limited the number of dialysis centers available to provide dialysis for special population in the New York City area. A solution to the shortage of dialysis centers in New York City is to relocate this special population to Atlanta, GA, for a period of time until dialysis centers come back on line. The potential requirements for this mission would require complete services such as paratransit, culturally appropriate dietary (Renal) meals (B/L/D and two snacks per day), lodging, and incident management. There is the potential for 1000 patients and up to 100 staff.

Dependent on the mission requirements once on site, other specialized medical treatment services may be required such as x-ray, laboratory, orthopedic, etc.

In summary, the Contractor may be required to respond to the need for multiple sites with variable functions in numerous regions operating simultaneously at the direction of HHS and the contract Contracting Officer (CO) and Contracting Officer Representative (COR). Communication and coordination will need to be clear, seamless, rapid and responsive at all times.

TYPES OF SERVICE REQUIREMENTS

RESTROOM FACILITIES

The Contractor shall provide portable rest room trailers and/or portable toilets with hand washing stations at medical operations to ensure occupants do not have to wait more than 10 minutes (1 toilet per 15 people) for use. These units shall be designed and certified for use by the Portable Sanitation Association International. All units shall be fully serviced once daily, or as the site capacity requires, or as directed by the COR. All waste water shall be collected with vacuum trucks and transported offsite and disposed of through legally permissible methods. When available, public utilities shall be utilized. Restroom facilities must be ADA (Americans with Disabilities Act) compliant. Sufficient toilet paper shall also be supplied.

The Contractor shall furnish sufficient hand-washing stations adjacent to the restroom facilities for occupants to use to maintain proper hand hygiene. The Contractor is responsible to insure that the hand wash stations remain stocked with water, hand soap and paper towels throughout the performance period.

MOBILE SHOWER FACILITIES

The Contractor shall provide mobile shower facilities in quantities dictated by the DHHS. Shower facilities shall have individual stalls. Units shall have cold and hot water. Heated water shall be provided at a minimum of 110° F, with an anti-scald valve for user safety set not to exceed 120°F. All showers shall be sanitized daily with a disinfecting solution. Shower facilities must be ADA (Americans with Disabilities Act) compliant. Wash cloths and towels shall be provided by the contractor.

LAUNDRY SERVICES

The Contractor shall provide laundry services for washable items used for patient care and beds. This includes towels, wash cloths, blankets and personal clothing. Drop off and pick-up service for staff shall be provided with a maximum 24-hour turn-around time and service will be included in price. The Contractor shall provide a laundry bag or similar container for individual staff members to transport laundry to the Contractor, along with a labeling method on each bag for identification purposes.

WASTE WATER

The Contractor shall insure that wastewater from showers, laundry, hand-washing stations, and restroom facilities shall be collected and disposed of in an appropriate manner compliant with Federal, state and local regulations. Disposal trucks shall maintain a service schedule to remove the wastewater from the site and transport offsite to dispose of at a permitted treatment facility. When available, public utilities shall be utilized.

ELECTRICITY

The Contractor shall provide an emergency generator with distribution system that can provide adequate power for the sites. The contractor shall provide fuel storage to operate for 168 hours (7-days) without fuel delivery. Generator fuel system will be connected to fuel storage tank for ease of fueling and to help eliminate inherent fuel spillage risk when transferring fuel. The contractor shall ensure the fuel storage has secondary containment to contain 110% of fuel storage.

The Contractor shall maintain the emergency generator and power distribution system to ensure it operates optimally and reliably. The emergency generator shall meet all local, state, and Federal environmental air emission regulations.

The Contractor shall be available 24 hours per day, 7 days a week to respond to trouble calls associated with the emergency generator.

POTABLE HOT AND COLD WATER

The Contractor shall provide potable hot and cold water to support requirements for hand washing, restroom, showers, and laundry services. Cold water should be delivered below 65°F to limit microbiological growth. Hot water temperature should be between 140°F to 149°F at hot water source, however all faucet and shower hot water discharges must be regulated not to exceed 120oF .

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC)

The Contractor shall provide a portable air conditioner or heat pump to support cooling and heating requirements to provide comfort-cooling, dehumidification, and climate controlled storage.

SOLID WASTE COLLECTION AND DISPOSAL (DUMPSTERS) (if necessary) The Contractor shall provide all necessary solid waste collection and disposal for medical operation in accordance with Federal, state and local regulations.

CUSTODIAL CLEANING

The Contractor shall provide cleaning, janitorial services for all components of the medical operation. All sleeping areas shall be cleaned once daily or more frequently if needed. The dining facility and food preparation areas shall be cleaned after each meal.

PATIENT AND STAFF FEEDING

The Contractor shall provide three meals per day and snacks for all patients and staff at site.

All prepared meals shall adhere to all local, state, and federal food safety and sanitation standards.

PATIENT CARE, CASE MANAGEMENT AND INCIDENT COMMAND

The Contractor shall have a consolidated Command Structure that will report evacuee status, operational objectives and issues to HHS at determined intervals.

The Contractor shall maintain period of performance burn rate and accountability data reportable to HHS at determined intervals to include daily, weekly reports. The Contractor will maintain accountability over their personnel and subcontracts at all times.

ICE DELIVERY

The Contractor shall provide coolers with ice to store pharmaceuticals that require refrigeration in the event of power outage. The Contractor shall provide adequate cooler storage to meet pharmaceutical cold storage requirements.

The Contractor shall provide mechanisms to measure cooler temperature and to ensure pharmaceutical cold storage requirements are met at all times.

Any temperature excursions exceeding 24-hours must to reported to the principal ASPR Pharmacist immediately upon reaching the 24-hour limit.

MEDICAL OXYGEN & OTHER MEDICAL GASES

The Contractor shall provide medical oxygen to support patient requirements in the event of a power outage. Medical oxygen deliveries must be provided.

Contractor should be prepared to provide both compressed and liquefied medical oxygen, as well as distributed medical gas systems.

BIOMEDICAL WASTE DISPOSAL

The Contractor shall provide biomedical waste disposal to support the medical operation requirements. The Contractor shall pick up the biomedical waste whenever the biomedical waste containers are full or once week, whichever is first.

FACILITY MAINTENANCE

The Contractor shall provide personnel to maintain building integrity, all lighting plumbing, electrical, and HVAC systems associated at the site.

BILLETING

The Contractor shall provide lodging for Federal Government Staff supporting medical operations for up to 100 personnel. Lodging shall have access to electricity, water, HVAC, and hygiene/sanitation facilities. Additional lodging for special populations and family members may be required.

Billeting can be in hotels, motels, or co-located with the medical operations site.

SPECIAL POPULATIONS BILLETING

The Contractor shall provide rooms that are ADA (Americans with Disabilities Act) compliant.

TRANSPORTATION/PARATRANSIT

The Contractor shall provide mechanisms to transport Federal Government Staff from billeting location to the event not within walking distance (less than 0.25 miles) of the billeting area. Other transportation requirements would be transporting patients from lodging locations to appointments for medical care and specialized treatments such as dialysis etc.

SCALABLE SOFT SIDE SHELTER OR TRAILERS FOR OPERATIONS AND BILLETING

The contractor shall assist the government in developing and implementing a soft-sided (or prefabricated) temporary shelter structure support strategy (e.g. gather, analyze, and issue recommendations on unit size, scope, placement, configuration, and infrastructure support services). The Contractor shall perform a site assessment to determine the feasibility of utilizing a site. The contractor shall be responsible for assessing the feasibility of the prospective location(s), and make recommendations to the COR.

The Contractor shall ensure that the soft-sided (or prefabricated) temporary shelter structures have internal electrical, plumbing, to include flooring and are designed to address security, custodial detainment, public safety, and population segregation requirements, as well as other support service space needs to include clinical care and recreation areas. Additional resources will be necessary to implement internal and external perimeter control.

The contractor shall verify that the protocol for codes and regulations, to be applied to all work, will comply with the following order of precedence: HUD and Federal requirements first (including compliance with Uniform Federal Accessibility Standards); State and local second; manufacturers third; and NCSBCS/ANSI A 225.1, last. In general, any code or regulation that is more stringent than the manufacturer’s shall be followed. The contractor shall coordinate with the appropriate authorities to determine all codes and regulations. When overridden, the contractor shall verify with the manufacturer that the installation will not void any warranties. If there is an issue with the warranty, the contractor shall immediately notify the COR. The contractor shall not request departures from codes and regulations, or any required standard or direction, without COR consent.

The Contractor shall be responsible for acquiring all necessary permits and observe and comply with all Federal, state, tribal entities and local policies, regulations concerning fire, safety, sanitation, security and possession of drugs, alcohol and firearms or other lethal weapons.

The Contractor shall replace all furnished items that do not meet performance standards, or applicable laws and regulations, at the Contractor’s sole expense.

If tents are provided for billeting, they shall typically be one of two types: pole tents or frame tents.

· Pole tents shall comply with the California Fire Code, GA217 for Flame Retardancy and NFPA 701 Flame Retarding Fabric Requirements and 2006 International Fire Code – Chapter 24. Pole tents shall be rated to meet the wind loading requirements contained in Chapter 6 of the ANSI/ASCE 7-05 Minimum Design Loads for Buildings and Other Structure, for the location selected.

· Frame tents shall be rated to meet the design loading requirements contained in ANSI/ASCE 7-10 Minimum Design Loads for Buildings and Other Structures, for the location selected as follows: wind loads contained in Chapters 26 – 31; Snow loads contained in Chapter 7; Seismic loads contained in Chapters 11-23; Flood loads contained in Chapter 5. The provisions of ANSI/ASCE 7-05 may also be used following the associated chapters; Chapter 6 for wind; Chapter 7 for snow; Chapters 11 – 23 for seismic; and Chapter 5 for flood. Structures shall meet or exceed: the OSHA 29 CFR 1910, 29 CFR 1926, all locally adopted building code regulations or the provisions of the 2009, or 2006, editions of the International Building Code; Chapter 24 of the 2009, or the 2006, editions of the International Fire Code; and the NFPA 101 – Life Safety Code – for occupancies constructed. In California, frame tents shall meet or exceed California Fire Code GA 217 for Flame Retardant and NFPA 701 Requirements.

The Contractor shall provide all labor, supervision and materials and shall have the capability to scale up or down operations to meet fluctuations in mission and operational requirements to include operations at multiple locations simultaneously. The Contractor shall adhere to the delivery schedule and requirements established in this document. At the end of operations or scale down, the Contractor shall ensure that all staffing support is discontinued in accordance with the Task Order and the structures are removed.