Addenda 1 RFP-DEM-26-27-009 Q&A.pdf

RFP Section or Attachment Name and Page Number Question

1 Attachment B2, Price Proposal

Please confirm the methodology that will be used to determine the “Calculated Rate” for Attachment B2. The provided Excel workbook sums the submitted prices for all B2 line items into a single total notwithstanding the different units of measure, including per-mile rates, per-occurrence rates, monthly rates, and unit procurement prices. Will this unweighted sum be the amount used for price scoring, or will estimated quantities or other weighting factors be applied?

The calculated amount for Attachment B2 will be determined by summing all applicable yellow cells in the B2 Price Proposal. The yellow cells represent the rates/prices to be included in the calculation based on the applicable unit of measure (e.g., per client, per unit, per mile, per occurrence, per linear foot, and per trainee). No estimated quantities or additional weighting factors will be applied.

2 Attachment B1, Price Proposal Attachment B1 includes both regular hourly rates and Reserve Rates, and the provided Excel workbook includes both in the calculated total.

Please confirm that both the regular hourly rates and Reserve Rates will be included in the B1 price evaluation and will receive equal weighting for scoring purposes.

For Attachment B1, all applicable yellow cells will also be calculated, including Initial, Reserved, Renewal, and Reserved pricing.

3 Attachment A, Logistics Tasks/Responsibilities

Attachment A includes development and build-out of TTHU group sites, including land clearing, utility installation, infrastructure installation, and site management. Attachment B2 does not include a specific group-site development line item. Please clarify how group-site construction labor, equipment, materials, subcontractor costs, and other direct construction costs are to be priced and invoiced.

The need for a TTHU group site would be mission dependent and, should the need for group site development and construction arise, those costs would need to be presented as a supplementary Cost Proposal for review and approval.

Attachment A, Financial Consequences for Non- Performance, Procurement of TTHUs

The RFP requires delivery of a minimum of 10% of total TTHUs ordered within 120 hours. Please clarify when the 120-hour period begins and what constitutes “delivery” for purposes of this requirement. Is delivery achieved when the unit arrives at the designated staging yard, or must the unit be delivered to an installation site? Please also confirm whether the same requirement applies when the Agency specifies a particular make/model, UFAS unit, or other configuration that may require manufacturer production.

The 120-hour period begins at mission input for TTHUs, and a TTHU is considered delivered when it is received at an approved staging yard (see responses to Questions 77 and 111). The 10% minimum is measured against the total number of TTHUs ordered.

The requirement applies to all TTHUs ordered, including when the Agency directs a particular make/model, a UFAS or other accessible unit, or another configuration that requires manufacturer production. FDEM would not, however, seek to enforce the financial consequence for a delay that is beyond the Contractor's control (see response to Question 14), provided the Contractor notifies the Agency in writing of the potential delay as required by Attachment E, Sections 3.G and 16.M, and documents the manufacturer's lead time.

5 Attachment A, Logistics Tasks/Responsibilities

The Scope requires “limited debris removal” when necessary for TTHU installation, and CLIN 4 includes “basic site preparation.” Please define the work considered included within basic site preparation and limited debris removal. Please also clarify how work exceeding those limits, including equipment and labor, will be authorized and invoiced.

SOLICITATION TITLE: Emergency Sheltering and Housing Program

SOLICITATION NUMBER: RFP-DEM-26-27-009

DATE: September 23, 2026

This addendum serves as notice of amended sections of pages from the original Request for Proposal (RFP) document. All other terms and conditions of the RFP remain unchanged. This addendum should be acknowledged by Vendors utilizing Form 7, Addendum Acknowledgement, and should be submitted with your Proposal.

All written questions are reproduced in the same format as submitted by the Vendor. Answers to the questions are provided in BLUE.

EFFECTS: Provides answers to written questions, language clarification, Language Modification, and Revised Timeline of Events.

ADDENDA NUMBER: 1

Limited debris removal is described in Attachment A (pp. 45 and 47): where debris blocks the site on which a unit is to be installed, the Contractor performs debris removal or relocation only to the extent necessary to complete the unit installation, and relocates the debris to the right of way unless the Agency specifies otherwise. The Agency performs private property debris removal in the initial post-disaster phase, but not to the extent of clearing a specific site (see response to Question 86).

"Basic site preparation," as included in the Private Install line items (Attachment B2, CLIN 4), means the routine work needed to make the designated pad or site ready to receive the unit, such as minor clearing of the pad footprint. It does not include land clearing beyond the pad footprint, extensive grading, excavation, fill, tree removal, demolition, or debris removal beyond the limits described above.

The Contractor shall not conduct or invoice for any debris removal or relocation without prior direction or approval by the Agency. Debris removal that the Agency directs or approves is priced and invoiced as described in the responses to Questions 74 and 75. Site work beyond the limits described above is not part of the basic installation price; it may be performed and invoiced only if the Agency directs or approves it in advance (see responses to Questions 74 and 75).

6 Attachment A, Rates and Hours Expectation, The RFP requires a Reserve Rate but states only that reserve/standby duration will depend upon mission needs. Please clarify the operational requirements for personnel placed on reserve status, including required response time to transition to active duty, location requirements, availability expectations, and whether personnel on reserve may perform other work while remaining available to FDEM.

Reserve status is directed by the Agency and is used only based on mission needs (RFP Section 1.6(JJ); Attachment A, Rates and Hours Expectation, pp. 34-35). When the Agency places personnel on reserve, it will do so in writing (Task Directive, WebEOC mission, or email) identifying the positions, the effective date, and the anticipated duration, and will state the response time for returning to active status, any location expectations, and any limits on other work that apply for that reserve period, based on the mission.

Personnel on reserve are compensated at the Reserve Rate proposed on Attachment B1 for that position for the period the Agency has directed;

the regular hourly rate applies only to hours worked under an Agency directive to perform active work. Contractors shall not assign or increase staffing without Agency direction (Attachment A, p. 34).

Attachment A, Procurement of Travel Trailers and RVs / Manufactured Housing Units, Attachment B2, Unit Procurement, Please provide the anticipated size specifications, including approximate length, width, and square footage, for the Travel Trailer Sleeps 2, Sleeps 4, Sleeps 6, and UFAS units, and for the 1-bedroom, 2-bedroom, and 3-bedroom Manufactured Housing Units to be used for Price Proposal purposes. If specific dimensions are not prescribed, please confirm that Respondents may price commercially available units meeting the stated occupancy, HUD/FEMA/RVIA, accessibility, and other requirements of the RFP.

Yes, respondents are permitted to price commercially available units that meet occupancy and other requirements as described in the RFP.

8 Hoteling Will FDEM consider furnished apartments and houses as alternatives to hotels?

Not at this time.

9 Feeding Does FDEM provide meal specifications and dietary-compliance standards, or does the contractor define the meal plan independently?

FDEM has established the minimum meal requirements and dietary-compliance standards in Attachment A, Feeding for Hotel Clients (pp. 40-41).

They include: three meals daily (breakfast, lunch, and dinner); delivery a minimum of two times per day, with breakfast delivered alongside dinner only if it does not require reheating; meals that accommodate clients' dietary restrictions and needs, to include low-sodium, gluten-free, kosher, halal, vegetarian, and vegan options; individually packaged meals (no bulk food transferred at the delivery location); fresh, good-quality food that complies with food health and safety guidelines; one bottle of water per household member with each meal; and delivery by knock-and-leave without independent food delivery services. In the event of an anticipated severe weather threat when meal delivery is not feasible, the Contractor provides shelf-stable meals, in a quantity determined by the Agency, before the onset of severe weather.

The RFP does not prescribe a menu or meal plan. The Contractor is responsible for preparing and delivering meals that meet the identified standards (Attachment B2 prices feeding as a Monthly Rate per Client covering preparation, consideration of dietary restrictions, and delivery), and each Respondent's approach is addressed in Technical Proposal Tab 5, item 4 (Feeding Operations).

10 TTHU Procurement Will the state identify or provide land for TTHU siting and staging, or is the contractor responsible for identifying and leasing all sites?

The Contractor identifies and establishes the staging yard (see response to Question 11); the RFP does not provide for state-furnished land for a staging yard. The Contractor may use land it already owns if the land meets all staging yard criteria, may not bill for the purchase of real property or land for a staging yard, and submits any staging yard lease to the Agency for approval. Approved staging yard costs are reimbursed as pass-through costs at actual expense (Attachment A, pp. 43-44).

Private-site installations occur on property for which the Contractor obtains a Right of Entry from the landowner (Attachment A, pp. 44 and 46).

For commercial parks, the Contractor identifies the parks, their available pad counts, and going lease rates, and leases pads with Agency approval as pass-through costs at actual expense (Attachment A, p. 44).

Group site locations are mission-dependent (Attachment A, p. 38). The Finance and Contracting Lead facilitates contractual agreements with group site land owners (Attachment A, p. 51), and copies of group site leases and land use agreements are submitted with invoices (Attachment A, p. 59). If the Agency directs the development of a group site, the specific responsibilities for identifying candidate land and securing agreements will be addressed in the task directive (see response to Question 3).

11 Staging and Site Management Does FDEM designate staging yard locations in advance, or is site selection entirely the contractor's responsibility once a mission activates?

Staging yard site selection is considered a contractor responsibility.

12 Staging and Site Management Is staging-yard security (fencing, guards) a separately billable cost, or is it expected to be absorbed into the all-inclusive CLIN rate?

Rates for staging-yards should be inclusive of security and access control costs.

13 Site Inspection, Environmental and Permitting

Does FDEM hold existing EHP clearances with local jurisdictions, or does every site require a full independent review regardless of prior disaster history?

Any work performed under Public Assistance is subject to all applicable state and local EHP considerations. The State of Florida does not hold blanket EHP clearances with jurisdictions, and all local permitting and zoning rules will apply.

14 Site Inspection, Environmental and Permitting Who bears the schedule and cost risk if a local jurisdiction delays or denies a permit mid-mission?

FDEM would not seek to enforce financial penalties under circumstances beyond a vendor's control.

15 Hauling and Installation Are haul mileage rates standardized statewide, or expected to vary by region or disaster zone?

Rates for hauling mileage should be standardized regardless of transportation location.

16 Maintenance and Repair Is the $500 repair pre-approval threshold per event or per unit per mission, and what is FDEM's typical authorization turnaround?

The Contractor shall not perform or invoice the Agency for any repair over $500 without prior approval from the Agency, and must submit a report of the damage sustained by the unit, its current condition, the proposed repair activity, and a price quote (Attachment A, p. 49). The RFP does not establish a fixed authorization turnaround time as that will be mission dependent.

17 Maintenance and Repair Does the Periodic Maintenance Inspection schedule reset with each new task order, or track continuous unit deployment across missions?

The PMI requirement in Attachment A (p. 48) applies to all installed units: monthly Periodic Maintenance Inspections (PMIs) once every thirty (30) days, using the Agency-approved checklist. The RFP does not provide for the schedule to reset with a new task order. The Contractor's reporting must track TTHU stock, location, status, repairs or maintenance, and condition, including ongoing PMIs (Attachment A, pp. 38 and 58).

18 Deactivation Who absorbs hazardous-material disposal cost when a unit is deemed a total loss, contractor or Agency?

See response to Question 113. Disposal fees, hazardous-material testing and handling, title processing, and third-party disposal costs will be reimbursed as documented pass-through costs, and the Contractor must demonstrate the ability to perform the required work. Consistent with Attachment A, p. 58, pass-through costs are invoiced at actual expense with supporting documentation and without markups, administrative fees, or non-direct costs unless the Agency expressly authorizes them in writing. If the total cost of repairs exceeds a unit's current market value, the Agency may require the Contractor to formally dispose of the unit (Attachment A, p. 49), and the Contractor must comply with all local, state, and federal environmental requirements for handling hazardous materials (Attachment A, p. 46).

19 Reporting, Documentation and Compliance

Is Level 2 background screening required for all personnel across every task category, including call-center agents, or only those handling physical units?

All personnel.

20 § 3.5, Volume Two, Tab 8, p.

The Technical Proposal is limited to 75 pages in aggregate, including the cover page and table of contents, with resumes excluded. Please confirm that tab dividers are excluded.

Tab dividers are excluded.

21 § 4.3, Price Proposal, p. 29-30

The RFP’s price proposal evaluation methodology states that Attachment B1 will be scored by comparing the Repsondent’s Calculated Hourly Rate (Initial and Renewal) for all job titles to the lowest Calculated Hourly Rate (Initial and Renewal) for all job titles. Further, it states that Attachment B2 will be scored by comparing the Respondent’s Calculated Rate (Initial and Renewal) for all services to the lowest Calculated Rate (Initial and Renewal) for all services. We wish to confirm our understanding of how the “Calculated Rate” in both cases will be determined.

Our understanding is that the Respondent’s Calculated Hourly Rate (Initial and Renewal) for all job titles will be calculated by summing all hourly rates proposed by the Respondent, and that the Respondent’s Calculated Rate (Initial and Renewal) for all services will be calculated by summing all service rates proposed by the Repsondent. It is further our understanding that these will then be compared to the lowest summed Calculated Rates for job titles and services, respectively, received in response to the RFP. Is this understanding correct?

Yes. Attachment B1 and Attachment B2 will be calculated and scored separately.

For Attachment B1, the Respondent’s Calculated Hourly Rate will be determined by summing all applicable yellow cells for the Initial, Reserved, and Renewal periods for all job titles. The resulting Calculated Hourly Rate will be compared to the lowest Calculated Hourly Rate submitted by the Respondents for B1 price scoring.

For Attachment B2, the Respondent’s Calculated Rate will be determined separately by summing all applicable yellow cells for the Initial, Reserved, and Renewal periods for all services. The yellow cells represent the rates/prices to be included in the calculation based on the applicable unit of measure (e.g., per client, per unit, per mile, per occurrence, per linear foot, and per trainee). The resulting Calculated Rate will be compared to the lowest Calculated Rate submitted by the Respondents for B2 price scoring.

No estimated quantities or additional weighting factors will be applied to either calculation.

22 SOW pp. 60–64 Applicability and Cap of Financial Consequences Please clarify whether the financial consequences listed in Attachment A are cumulative for the same event or occurrence, and whether there is any aggregate cap on financial consequences assessed against a Contractor for a single mission, invoice period, or Purchase Order.

The financial consequences in Attachment A (pp. 61-64) are assessed for the specific requirement that was not met, on the basis stated for that requirement in the table (for example per business day, per infraction, per data line-item, or as a percentage of an invoice). Consequences for different requirements may be assessed for the same event where each requirement was not met. Attachment A does not establish an aggregate cap on financial consequences for a single mission, invoice period, or Purchase Order.

Separately, if a corrective action plan is unacceptable to the Agency, a financial consequence of up to 10% of each monthly invoice may be assessed until the deficiency is corrected (Attachment E, Section 3.D). Under Attachment E, Section 10.E, a breach during an emergency recovery period carries a penalty of $5,000 and any actual damages resulting from the breach, in addition to and not in lieu of other financial consequences or remedies. As stated in the response to Question 14, FDEM would not seek to enforce financial penalties under circumstances beyond a vendor's control.

23 SOW pp. 48–50, 60–64

Contact Center Activation Deadline Attachment A establishes requirements for the Emergency Maintenance Contact Center Hotline, while the financial consequences provisions establish a separate performance threshold. Please clarify the controlling deadline for having the Contact Center Hotline fully operational following activation or the first TTHU installation.

The requirement is to have the Emergency Maintenance Contact Center Hotline live within 24 hours of the first TTHU installation (Attachment A,

pp. 38 and 62). The financial consequence of $10,000 per business day applies for each day beyond 72 hours that the hotline is not live (Attachment A, p. 62). Once live, the Contact Center Hotline must be staffed seven days a week, 24 hours per day, and remain operational for as long as an active NCS or DH mission is ongoing (Attachment A, p. 49; see also responses to Questions 53, 54, and 55).

24 SOW pp. 48–50; B1 p. 67

Contact Center Scope Please clarify whether the Emergency Maintenance Contact Center is limited to TTHU maintenance and related housing inquiries, or whether the Contractor is also expected to support feeding-related inquiries, applicant intake and broader program eligibility functions. Attachment B1 describes Contact Center personnel as supporting “applicant intake,” whereas the SOW principally identifies the system as an Emergency Maintenance Contact Center Hotline.

This is a versioning typo, and the Emergency Maintenance Contact Center Hotline should be utilized for existing clients to report issues and request maintenance services.

25 RFP pp. 25–26; SOW pp.

50–51; B1 p. 65

Constituent Services Manager Resume Section 3.5, Tab 8 identifies eight positions requiring resumes. Attachment B1 also identifies the Constituent Services Manager as a “Key staff position” for which a “Resume [is] required.” Please confirm whether a resume for the Constituent Services Manager is also required with the Proposal.

Yes, Consulting Services Manager should be part of the resumes. Tab 8 Respondents must provide one (1) resume for each of the following positions: Program Manager, Deputy Program Manager, Technical Lead, Consulting Services Manager, Finance and Contracting Lead, Manager-Operations, Deputy Manager-Hotel Operations, Deputy Manager-TTHU Operations, and Emergency Maintenance Contact Center Manager. These positions are highlighted in green on Attachment B1, Price Proposal.

(The Agency reserves the right to request additional personnel resumes at its sole discretion throughout the contract term.)

26 RFP pp. 25–26; B1 pp. 65–68 All Key Staff Resumes Please confirm that Respondents must submit a resume for every position identified in Attachment B1 as a key staff position for which a resume is required (indicated by green highlighting), including any such position not included in the eight-position list in Section 3.5, Tab 8.

Yes, Respondents must provide one (1) resume for each position highlighted in green on Attachment B1: Program Manager, Deputy Program Manager, Technical Lead, Consulting Services Manager, Finance and Contracting Lead, Manager-Operations, Deputy Manager-Hotel Operations, Deputy Manager-TTHU Operations, and Emergency Maintenance Contact Center Manager. (The Agency reserves the right to request additional personnel resumes at its sole discretion throughout the contract term.)

27 RFP §3.8, p. 27 Subcontractors Added After Award Please confirm that subcontractors not known or identified at proposal submission may be added after Contract execution through submission and Agency approval of Form 6.

Yes per section 3.8, after Contract execution, a Respondent may subcontract services to a subcontractor that was not originally identified in the Proposal by submitting Form 6 to the Agency’s Contract Manager identified in the Contract.

28 Attachment B1, pp. 65–68;

SOW pp. 34–37 and 61–64

Required Staffing / Meaning of “Contractually Required Positions” Attachment B1 requires pricing for all labor categories, while only certain positions are identified as key staff, and the Financial Consequences provisions refer to vacant “contractually required positions.” Please identify which Attachment B1 positions must be continuously staffed or filled from Contract execution, which positions must only be available upon activation or issuance of a Task Directive/Task Order, and which positions are mission-dependent or as-needed.

The Agency does not require any Attachment B1 position to be billed continuously from Contract execution. Labor is billable only when authorized by the Agency through a Task Directive, Task Order, Notice to Proceed, or WebEOC mission (Attachment A, pp. 34 and 50), and Contractors shall not assign or increase staffing without Agency direction (p. 34). From the date of Contract execution the Contractor must, however, remain continuously available to the Agency and provide a primary and an alternate senior manager liaison within 30 days of the Notice of Award (Attachment A, pp. 36-37).

The "contractually required positions" referenced in the Financial Consequences are the key staff positions identified on Attachment B1 and highlighted in green: Program Manager, Deputy Program Manager, Technical Lead, Constituent Services Manager, Finance and Contracting Lead, Manager-Operations, Deputy Manager-Hotel Operations, Deputy Manager-TTHU Operations, and Emergency Maintenance Contact Center Manager. The Contractor provides names and resumes for key staff, a change in key staff requires prior written Agency approval, and a vacant key staff position must be filled within 30 calendar days (Attachment A, pp. 36 and 61; see also response to Question 69). Other positions are required as the scope of work requires once the related activity is authorized: for example, a Staging Yard Manager once a staging yard is established (Attachment A, p. 43), and staffing of the Contact Center Hotline for as long as an active mission is ongoing (Attachment A, p. 49).

The remaining Attachment B1 positions, including the CLIN 11 and CLIN 17 categories, are mobilized as the Agency directs based on mission needs.

SOW §§ relating to TTHU Procurement, Staging, Maintenance and Deactivation

Existing State-Owned TTHU Inventory FDEM currently owns TTHUs maintained at various locations throughout the State. Please clarify whether the scope of this Contract includes services associated with existing State-owned TTHUs, including inventory management, inspection, preventive or corrective maintenance, servicing, staging, mobilization/deployment, installation, deactivation, demobilization, transportation, or relocation. If so, please identify the applicable B1/B2 pricing line items and any anticipated requirements for assuming responsibility for or managing the existing State-owned inventory.

FDEM is working to surplus existing TTHU inventory, this contract will not include any activities related to existing TTHU inventory.

30 SOW pp. 38–40 Hotel Damage, Deposits and Client Costs Please clarify whether hotel damage charges, incidental holds, pet deposits/fees, or other Agency-authorized costs advanced by the Contractor are reimbursable as pass-through costs when adequately documented, including where those amounts cannot be recovered from a survivor.

Yes, charges for damage or other fees can be considered pass through costs, reimbursable/billable with supporting documentation.

31 SOW pp. 38–40 $225 Hotel Maximum Please clarify the approval process and expected Agency response time for lodging rates exceeding the stated $225 nightly maximum.

Lodging above the current State of Florida maximum nightly rate of $225 (after subtracting any occupancy or other tax) is reimbursable only if the Agency approves it (Attachment A, p. 40). Approval is given case by case and before the room is booked (see responses to Questions 99 and 101). FDEM asks that requests be submitted in writing to the Agency's Contract Manager or designee and identify the property, the requested rate, the number of nights, and why a compliant option is not available. The RFP does not establish a fixed response time; the Agency will review requests as quickly as mission conditions allow. Amounts above $225 that were not approved in advance may not be reimbursed.

32 RFP pp. 6–8; B1 pp. 65–68 Reserve Rate Please clarify how the Reserve Rate will be applied, including whether personnel placed on standby are guaranteed a minimum number of reserve hours per day and whether reserve status may convert to active hourly status during the same day.

No minimum number of reserve hours or reserve days is guaranteed. Contracts are issued with no guaranteed quantity, and reserve duration is determined by mission needs (RFP Sections 1.5 and 1.6). The Agency will state the period for which reserve status applies in its written reserve directive (see response to Question 6), and the Reserve Rate applies for that directed period. Personnel on reserve may be converted to active status at any time upon Agency direction, including on the same day; hours actually worked in active status are billed at the applicable hourly rate and documented on daily activity timesheets (Attachment A, p. 59). See also the response to Question 6.

Section 3.5, Technical Proposal – Volume 2 Requirements; Page 26

Please confirm that a volume cover and divider pages are excluded from the 75-page limit for Volume 2.

Correct, those are excluded.

34 Section 4 Evaluation Criteria and Scoring, Page 30 Are Reserve Rates included in the evaluation of pricing.

Yes.

Attachment A Scope of Work – Tasks and Responsibilities, Emergency Response Planning and Operations -

This section states that “The designated SEOC representative is a Contractor-provided liaison and is not a separate billable labor category or reimbursable position under this Contract. Does this mean the Contractor is to provide this resource without payment for travel or services?

The designated SEOC representative is a Contractor-provided liaison and is not a billable position under this Contract. FDEM will not pay any additional or separate compensation for the individual’s service as the designated SEOC representative.

Attachment A Scope of Work – Standard of Goods and Services-Pages 38 and 39

There are 2 references to FEMA’s 2024 Direct Housing Guide. We have not been able to locate this 2024 Guide. Can FDEM provide?

FEMA's Direct Housing Guide version 4 was published in September of 2024. Attached in VIP "FEMA Direct Housing Guide V4".

Attachment A Scope of Work – Price Proposal Line-Item Alignment-Pages 52 and 53

There were 17 new positions added compared to the previous solicitation between the CLIN 11 and CLIN 17 positions, with no corresponding description or minimum requirement in the SOW or the pricing sheet B1 for the CLIN 11 positions. Are the CLIN 11 positions and associated responsibilities to be included in the organization chart in Tab 3?

The CLIN 11 (Field Task Order) and CLIN 17 (Trade Labor) categories are described in Attachment A (pp. 52-53) and Attachment B1 (pp. 67-68).

Minimum qualifications for these categories are to be proposed by the Respondent and must be commensurate with the proposed role and scope of work; no resume is required at the time of Proposal. These positions are used only when the Agency authorizes them in a Task Directive or other written authorization (see response to Question 109).

The Tab 3 Organization Chart must display the lines of authority and assigned responsibilities within the Respondent's organization relative to the performance and administration of the requested services and resources, and must include names, position/job titles, contact information, and a description of each member's responsibilities (RFP Section 3.5, Tab 3). Respondents should include the CLIN 11 positions they intend to use.

Where a CLIN 11 position will be filled only when the Agency authorizes it and no individual can be named at the time of Proposal, the Respondent may show the position title, the contact information of the responsible manager, and a description of the position's responsibilities, and state that the name will be provided upon issuance of a Task Directive. Names and titles of all staff performing work are submitted upon issuance of a Task Directive, Task Order, Notice to Proceed, or upon Agency request (Attachment A, p. 35), and an organizational chart is also due within 30 days of the Notice of Award (Attachment A, p. 37).

38 1.1 Solicitation Objective, Page 4 How many awards are anticipated to be issued?

The number of Contracts awarded will be based on the evaluation results. Contracts will be awarded to the highest-scoring Respondent and any Respondent(s) whose Final Evaluation Score is within 30% of the highest score, subject to the requirements stated in the RFP.

Vendor Security and Compliance Agreement, Page

Please confirm the Vendor Security and Compliance Agreement needs to be returned with the proposal in Volume One.

The form will be requested from awarded vendors at a later date.

3.5 Technical Proposal -

Volume Two Requirements, Please confirm that tabs are excluded from the 75-page limit for the technical proposal.

Correct, those are excluded.

41 1.1 Solicitation Objective, Page 4 Will there be competitive procurement for every mission?

Missions will be assigned based on the factors described in the response to Question 115 (geographic assignment, availability and capacity, and the ability to execute all CLINs). The Agency may request quotes and issue purchase orders through DEMES (RFP Section 2.7).

42 Financial Consequences for Non-Performance, Page 62

The solicitation suggests that contractors are required to conduct a Site Inspection Report (SIR) within 72 hours of a client being determined eligible for TTHU placement. We request revising this requirement so that contractors are required to make initial contact with the client within 72 hours. Contractors cannot control whether applicants provide accurate contact information or are immediately available for scheduling, so conducting the SIR within that timeframe may be unachievable through no fault of the contractor.

The Contractor is required to conduct the SIR within 72 hours of a client being determined eligible for TTHU placement (Attachment A, p. 62).

FDEM recognizes that a delay may occur through no fault of the Contractor, for example when a client provides inaccurate contact information or is unavailable to schedule. FDEM would not seek to enforce the financial consequence where the Contractor documents that the SIR could not be completed for such reasons, including the four (4) documented contact attempts within a 48-hour period described in the "No Contact" line item and the "No Show" and "Withdrawn" line items (Attachment A, p. 55; Attachment B2, CLIN 3, pp. 70-71). The Contractor should notify the Agency's Contract Manager or designee promptly when an SIR cannot be scheduled.

43 Financial Consequences for Non-Performance, Page 63 Please confirm the above is 48 business hours as not all permitting offices are open seven days a week.

No. The requirement in Attachment A (p. 63) is to submit all relevant permit applications within 48 hours of EHP site approval for private or alternate private sites; it is not stated in business hours, and the Contractor should use any available electronic or other submission method.

FDEM would not seek to enforce the financial consequence for a delay caused by the closure or unavailability of a permitting office that is beyond the Contractor's control (see response to Question 14), where the Contractor documents the closure and submits the application at the first available opportunity.

Attachment B2, CLIN 5 - Preventive Maintenance & Repairs, Page 72

What services should be included and priced in the Monthly Periodic Maintenance Inspection and Repairs (PMIR)?

The PMIR (Preventive Maintenance Inspection and Repairs) rate is a not-to-exceed per-unit rate that includes minor repair labor and materials (Attachment B2, CLIN 5). The inspection it covers is performed on each installed unit once every thirty (30) days using the Agency-approved checklist and, at a minimum, covers the foundation, skirting, siding, roof, blocking, strapping, doors, windows, caulking, electrical and water hookups, appliances, lights, heating and air cooling, plumbing, propane, smoke and carbon monoxide detectors, evidence of pests, leaks, and mold or mildew, and other areas as needed to ensure the unit is in good working order and safe for occupancy (Attachment A, p. 48). Repairs at or below $500 are treated as minor repairs included in the PMIR rate, and repairs over $500 require prior Agency approval (Attachment A, p. 49;

see responses to Questions 46 and 114).

45 Attachment B2, CLIN 6 – Deactivation, Page 72 What services should be included and priced in the Clean and Make Ready for Reuse (CMRR)?

The CMRR rate is a not-to-exceed per-occurrence rate for the Clean and Make Ready (CMR) work performed on each unit upon its deactivation and return to the staging yard, unless the Agency instructs otherwise (Attachment A, pp. 39, 45, and 49; Attachment B2, CLIN 6). It includes sanitizing and deep cleaning of all surfaces, addressing necessary minor repairs or maintenance issues, and ensuring the unit is in move-in condition; where leaks or mold growth are present, the Contractor repairs and remediates the unit appropriately. Normal dirt and debris left by a typical occupant is included in the CMRR rate. The removal and disposal of personal property abandoned by the occupant that is not subject to the inventory of personal property procedures, above and beyond normal dirt and debris, is priced separately under the Personal Property (Not Otherwise Categorized) line item (Attachment B2, p. 73). The Contractor may not perform or invoice any repair over $500, including a repair for leaks or mold, without prior Agency approval on a report and price quote (Attachment A, p. 49; see response to Question 114).

Attachment B2, CLIN 5 - Preventive Maintenance & Repairs, Page 72

If additional maintenance items outside of a PMIR are required, does FDEM require a cost proposal at the time of the maintenance request?

Yes, for repairs over $500. The Contractor shall not perform or invoice the Agency for any repair over $500 without prior Agency approval, and must submit a report of the damage sustained by the unit, its current condition, the proposed repair activity to restore good working order, and a price quote (Attachment A, p. 49). Repairs of $500 or less are minor repairs included in the PMIR rate (Attachment B2, CLIN 5) and do not require a quote (see responses to Questions 44 and 114). After a severe weather event, the Contractor must also submit detailed reports, along with repair quotes, for all damaged units (Attachment A, p. 48).

47 Tasks and Responsibilities, Page 39 states “Hauling and installing TTHUs units at private, commercial, and/or group sites to include installing utility infrastructure (i.e. power, water, and sewage) as needed.”

Please provide a standard installation specification for TTHUs and MHUs to ensure consistent pricing across bidders. Installation requirements can vary significantly, for example in the number and location of stairs required (rear only vs. front and rear), the length of utility connections included (e.g., 50 feet vs. extended runs), whether skirting is required, and whether a power pole must be provided or installed.

FDEM does not issue a separate installation specification. The standard (basic) installation is defined by the Attachment B2, CLIN 4 line items

(pp. 71-72) and the minimum installation requirements in Attachment A (pp. 44-47). For pricing purposes:

Private site, manufactured home/park model (MH/PM): the basic install includes one set of stairs at the rear entrance only, transportation for install (up to 100 miles), basic site preparation, blocking, strapping and anchoring, electrical/water/sewer connection or installation (up to 50 feet), HVAC installation, skirting, clean and make ready for occupancy, and up to 36 inches of elevation/clearance.

Private site, travel trailer (TT): transportation for install (up to 100 miles), basic site preparation, blocking, strapping and anchoring, electrical/water/sewer connection or installation (up to 50 feet), and clean and make ready for occupancy. Steps are not included.

Commercial or group site, MH/PM: one set of stairs at the rear entrance, transportation for install (up to 100 miles), and up to 36 inches of elevation/clearance.

Commercial or group site, TT: transportation for install (up to 100 miles). Stairs, steps, and ramps are not included.

The following items are not part of a basic install and are priced under their own CLIN 4 line items: steps or stairs for an additional entrance (e.g., front stairs on an MH/PM), travel trailer steps, platform steps, UFAS ramps and additional ramp footage, additional sewer, water, and wiring footage, power poles (with meter loop, or interim), and power pedestals. Temporary Power Poles and pedestals are used as required and must be installed in accordance with local permitting or utility provider requirements (Attachment A, pp. 44 and 47). Skirting is listed as part of the private-site MH/PM install only; it is not listed in the other basic install line items. Attachment B2 does not state a utility connection length for commercial or group installs.

All installations must also meet the minimum requirements in Attachment A (pp. 44-47), including NFPA 70 (NEC) compliance and the anchoring and strapping standards. Where a line-item description conflicts with a more specific requirement in Attachment A, the stricter requirement applies unless the Agency provides written direction otherwise (Attachment A, p. 50).

48 Tasks and Responsibilities, Page 39 Will contractors be permitted to submit separate pricing for items outside the scope of a standard installation?

No.

49 Attachment B2, Unit Procurement, Page 69

For procurement of travel trailers, pricing is being provided now based on market conditions as they exist now. At the time of an order for TTHUs the market prices could have increased. How are Contractors to be compensated for higher pricing at the time of order?

Prices proposed on Attachment B2 for Unit Procurement are fixed for the initial term (Years 1 through 3) and, separately, for the renewal term (Years 4 through 6) (RFP Section 1.5; Attachment A, p. 34). Respondents should therefore account for anticipated market conditions in the prices they propose. A market price increase at the time of an order is not, by itself, a basis for adjusting the contract price.

Under PUR 1000, Section 2(b) (Attachment C, p. 75), the parties may agree to an equitable adjustment in price if pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all four criteria stated there: (1) the volatility is due to causes wholly beyond the Contractor's control; (2) it affects the marketplace or industry, not just the particular Term Contract source of supply; (3) the effect on pricing or availability of supply is substantial; and (4) it so affects the Contractor that continued performance of the Contract would result in a substantial loss. Any adjustment must be agreed in writing (PUR 1000, Section 2(b); Attachment E, Section 16.L).

Adjustments for Agency-directed changes to a unit specification are addressed in the response to Question 50.

Procurement of Manufactured Housing Units (MHUs), Page

The Agency may direct the Contractor to procure specific makes and models of units, or make necessary modifications of units for ADA compliance, as dictated by mission needs. Pricing is being provided now based on market conditions for basic non luxury MHUs. How are Contractors to be compensated for specific makes and models of units that were not priced at the time of proposal submission?

Attachment B2 unit procurement prices are for the basic, non-luxury units described in Attachment A (pp. 41-43). Units with luxury features are presumed to be unreasonable and are unallowable unless specifically directed by the Agency (Attachment A, pp. 41-42). If the Agency directs a specific make or model, or modifications for ADA compliance, that materially differ from the basic unit priced on Attachment B2, the parties may agree on an equitable adjustment in price if the change affects the cost or time of performance, by written change order before the unit is procured (PUR 1000, Section 2(b); Attachment E, Section 16.L, which requires the Contractor's written consent to any such adjustment). The Contractor should submit the request with the manufacturer or dealer quote and supporting documentation showing the difference in cost from the priced unit, and must not order the unit until the Agency approves the change in writing (Attachment D, Section 9.D). The effect of a manufacturer lead time on delivery requirements is addressed in the response to Question 4.

51 Tasks and Responsibilities, For pricing consistency, how many calls does FDEM anticipate receiving on the 24/7 maintenance line?

FDEM is not able to forecast call volume. The number of calls will depend on the size and scope of the disaster and on the number of hotel and TTHU clients being served (see responses to Questions 53 through 55 for the services the hotline supports). The Contact Center Hotline must be staffed seven days a week, 24 hours per day, and remains operational for as long as an active NCS or Direct Housing mission is ongoing (Attachment A, p. 49), so no portion of the day, including 6:00 PM to 8:00 AM, is excluded from the requirement. The hotline must scale to meet the Agency's needs, and the Contractor shall indicate the maximum number of active agents conducting simultaneous calls that its service can accommodate at one time, system wide and per call server (Attachment A, pp. 49-50).

Tasks and Responsibilities, Can FDEM share call volume for maintenance requests related to TTHU through your call center for the most recent hurricanes? Specifically, we are looking for:

FDEM is not providing historical TTHU maintenance call-volume data with this solicitation. See the response to Question 51 for the factors that will drive call volume and for the 24/7 staffing requirement.

53 Tasks and Responsibilities, FDEM states, “Set-up and maintenance of 24/7 Contact Center Hotline to field requests for TTHU maintenance, feeding support questions, and related inquiries within 24 hours of the first TTHU installation;” Does FDEM intend for the 24/7 maintenance and logistics contact center to handle inquiries related to hotel issues, placement, and feeding support?

Yes.

54 Standard pf Goods, Services, and Deliverables, Page 40

FDEM states, “The Contractor shall ensure that all hotels/motels and/or third-party booking services defer client communications and questions regarding the program itself to the program Contact Center Hotline, operated by the Contractor, and shall address any miscommunication issues with hotels directly. This includes but is not limited to program timelines, program continued eligibility criteria, number or dates of room bookings or reservations, room swaps, changes or upgrades, feeding operations, and case work. The Contractor shall maintain regular communication with hotels/motels regarding client activity and behavior and shall report any violations to the Agency and other parties as directed in a timely manner.”

Please confirm this contact center is answering logistics questions related to the process of TTHUs, hoteling, and feeding versus programmatic requests such as eligibility.

Correct, the contact center hotline will support shelter client inquiries, hotel support, feeding support, and TTHU maintenance.

55 Additional Services, Page 52 FDEM states, “Coordinates and oversees the 24/7 contact center hotline which supports applicant intake, inquiries, hotel support, feeding support, and TTHU maintenance.”

Can FDEM please clarify if all services (eligibility, feeding, hotel support, etc) need to be available 24/7, or just the TTHU maintenance line?

Call center should be available 24/7 to handle the appropriate services related to emergency maintenance.

56 Attachment B2, Page 69 We recognize that certain variables cannot be defined at this stage, such as site conditions. For single cost items in the cost sheet that may have variable costs depending on such factors, please clarify where bidders should document pricing assumptions so that FDEM can evaluate proposals on a consistent and comparable basis.

Pricing assumptions may not be documented on or attached to Attachment B1 or B2: footnotes, notations, additions, and exceptions made in reference to or on the Attachment B1 and B2 Price Proposal will not be considered (RFP Section 3.3). Every yellow cell must be completed with an all-inclusive price (RFP Sections 3.3 and 3.6), and the Price Proposal consists of not-to-exceed rates for all costs on Attachments B1 and B2 (RFP Section 4.3). Respondents should reflect the site conditions and other variables they anticipate in the unit prices they propose. For the topics addressed in the responses to Questions 3, 74, and 75 (group site development, utility and infrastructure work beyond the basic installation, and debris removal), the Agency approves the work case by case after award.

Respondents may describe their approach to cost control in the Technical Proposal (Tab 5, item 3; Tab 6, item 8; Tab 7, item 8). No additional documents submitted by a Respondent will be incorporated in the Contract (RFP Section 2.4).

57 Attachment B1, Price Proposal Positions, Page 65 Are Respondents able to add positions to the Attachment B1 – Price Proposal Positions List?

No.

58 Background Screenings, Page 35 Please confirm background screenings apply to only those staff billing to the project.

No. Background screening applies to all Contractor staff, agents, and subcontractors who perform work under this Contract, whether or not their time is billed to the Agency, and each individual should be approved before being assigned to the Contract (Attachment A, pp. 35-36; see also responses to Questions 19 and 91). All costs of obtaining background screening are the Contractor's responsibility (Attachment A, p. 36).

59 Attachment B2, Program- Specific/NCS Support, Page 69

The solicitation requests pricing for meal preparation, dietary accommodations, and delivery to clients housed in non-congregate hotel settings, based on statewide median costs. Given that each event may differ in scale (number of individuals), geographic distribution (distance between hotels), and logistical complexity, can you please clarify whether pricing may be adjusted on a per-event basis to reflect actual circumstances, while still using the statewide median costs as a baseline reference?

No. Feeding for NCS Hotel Clients is priced on Attachment B2 as a single not-to-exceed Monthly Rate per Client (per individual; see response to Question 60), estimated using statewide median costs (RFP Section 4.3; Attachment B2, p. 69).