Attachment A - Scope of Work.pdf

Attachment A Scope of Work

Emergency Standby Material and Services Contracts

1. Statement of Purpose The purpose of this Request for Proposals (RFP) is to establish Emergency Standby Material and Services Contracts with multiple Contractors through competitive solicitation.

Awarded Contractors will provide the Florida Division of Emergency Management, herein referred to as the “Division”, with materials, services, and personnel resources during emergencies and disasters.

The Division, along with various other state agencies, may require additional resources to support the operation of State Logistical Staging Areas (LSAs), Commodity Points of Distribution sites (PODs), Community Shelters, Emergency Worker Base Camps, and other emergency response activities as needed. It is critical that these support operations are operational immediately upon request by the Division.

The Division intends to award multiple contracts to qualified vendors who meet the terms and conditions of this RFP. Awarded Contractors will work at the sole direction of the Division. Contracts will be issued with no guaranteed quantity of requested services. The usage of this Contract is wholly dependent upon the Division’s needs at the time of the emergency event.

2. Term The initial term will begin on the execution date of the Contract and shall be for three years, unless terminated earlier in accordance with the Contract conditions. Upon mutual written agreement, the Parties may renew the Contract, in whole or in accordance with section 287.057(14), Florida Statutes.

Initial term pricing must remain identical from year one through year three. Renewal year pricing may increase from initial term pricing but must remain identical from year four through year six. Contracts will be issued with no guaranteed quantity of requested materials, services, or contract renewal. The use of this contract is wholly dependent upon the needs of the Division at the time of an emergency or disaster.

3. Types of Events The Division is seeking Contractors capable of responding to a wide range of emergencies and disasters including, but not limited to:

• Pandemics

• Floods

• Tropical Cyclones

• Severe Storms

• Wildfires

• Erosion

• Droughts

• Extreme Heat

• Geological Incidents

• Winter Storms

• Seismic Incidents

• Tsunamis

• Transportation Incidents

• Cyber Incidents

• Hazardous Materials Incidents

• Space Weather Incidents

• Radiological Incidents

• Terrorism

• Agricultural Disruptions

• Biological Incidents

• Mass Migration Incidents

• Civil Disturbance Incidents

• Planned Events

• Other Incidents

4. Considerations Contractors must have availability of and experience with a wide variety of emergency response and recovery resources including, but not limited to, generators, pumps, material handling equipment, portable field HVAC plants, cranes, temporary field facilities (tents and field offices), portable restrooms, portable showers, feeding equipment and services, debris collection and reduction equipment, hazardous materials response equipment, equipment operators, support personnel, disaster management staff, and a wide variety of transportation assets. Contractors who specialize in air, land, and sea/waterway transportation may submit proposals specifically for this area of specialization and expertise.

Awarded Contractors are responsible for delivering all goods and services in an efficient and timely manner, corresponding to the needs of the emergency or disaster as requested by the Division.

5. Contract Manager for the Division Alex Furlong Bureau of Response, Logistics Section 850-328-7491 Alex.Furlong@em.myflorida.com

6. General Tasks and Deliverables for all Materials and Services Awarded Contractors shall complete the following tasks and deliverables for all services and materials ordered under the contract:

6.1. Continuous Liaison with the Division (Tasks):

Beginning on the contract date of execution, the Contractor shall be continuously available to the Division’s representatives for response to requests for information, receipt of delivery orders, discussion of contract performance, and other contract administration activities. To fulfill this requirement, within 30 days of receipt of the Notice of Award of this contract, the Contractor shall submit the following information to the Contract Manager by email:

• provide the names, job titles, and contact information for both business and non-business hours of at least one senior manager within the Contractor’s organization, and a minimum of one similarly qualified alternate, available 24 hours a day, 7 days a week (24-7) to serve as a continuously available liaison to the Division.

• submit an organizational chart displaying lines of authorities and assigned responsibilities within the Contractor's organization relative to the performance and administration of the contract. The organizational chart shall include names, position/job titles, contact information for both business and non-business hours, and a description of each person's responsibilities under the contract.

The Contractor shall notify the Contract Manager of any changes regarding the Contractor’s designated liaisons or o rganization chart within 2 business days.

6.2. Emergency and Disaster Preparedness (Tasks):

Beginning on the date of award of the contract, the Contractor shall:

• be available and return all emergency phone calls 24-7 within one (1) hour of initial notification.

• confirm all available resources against items bid and provide estimated response times to the Contract Manager on a monthly basis, with each report being submit on the first business day of each month throughout the contract’s period of performance. From the period of 1 June through 30 November of each year (Hurricane Season), the Contractor will provide this report to the Division on a bi-weekly basis.

• develop internal emergency response plans that outline procedures for responding to emergencies and disasters, and submit copies to the Contract Manager by email within 30 days of the awarded contract date.

• train staff on emergency response procedures and expectations.

6.3. Emergency and Disaster Activation (Tasks):

Upon activation of the State Emergency Response Team (SERT) in response to an emergency or disaster, the Contractor shall:

• immediately deploy senior management personnel and supporting staff to the State Emergency Operations Center (SEOC) and/or State Logistics Response Center (SLRC) to collaborate with Division personnel. Personnel should arrive no later than 24 hours from the initial notification.

• provide the Division with projected dates and timelines for the arrival of personnel and resources to the SEOC, SLRC, and any other location(s) assigned by the Division.

• provide a current and updated list of available resources to the Division upon initial notification of an emergency or disaster, and provide continual updates while services are engaged.

• if responding to multiple incidents simultaneously, document each incident response activity separately for accurate resource coordination and invoicing.

6.4. Emergency and Disaster Response (Tasks):

During emergency and disaster response operations, the Contractor shall:

• work as a unified team alongside local, state, and federal agencies, volunteer and non-profit agencies, and other private sector entities in the fulfillment of missions tasked by the Division.

• respond to missions tasked by the Division immediately and efficiently.

• provide rapid on-site deployment and installation of equipment, structures, and supporting materials when mission-tasked by the Division.

• provide real-time personnel and resource tracking for all tasked missions utilizing the internet-based SERT incident management application.

• provide real-time asset tracking for all missions utilizing the internet-based SERT resource tracking application.

• When resource tracking systems are unavailable due to outages, a signed copy of Attachment E, Resource Tracking Form, will be used to track all missions.

6.5. Emergency and Disaster Response – Cost Proposals/Quoting (Tasks):

Awarded Contractors may be asked to submit cost proposals for materials and/or services during an emergency or disaster activation at the request of the Division.

Emergency cost proposals shall be equal to or lower than the contracted pricing on Attachment B, Price Proposal, and will be competitively selected for resource and service quality, response time, and cost effectiveness.

All cost proposals must be submitted using the virtual platform specified by the Division at the time of the emergency activation or on Attachment G, Activation Quote Form if no virtual option is provided by the Division. Cost proposals not submitted through the virtual system or on Attachment G, Activation Quote Form, may not be reviewed or accepted by the Division. The Contractor should submit any relevant supporting documentation along with requested cost proposals.

Contractors must submit cost proposals to the Division prior to any deadline set by the Division. Cost proposals submitted after a deadline has expired may not be reviewed or accepted by the Division. Contractors that cannot fulfill a cost proposal request shall respond to the Division with an email justification prior to the deadline established by the Division.

The Contractor may include separate line items for mobilization, demobilization, and estimated fuel usage expenses. All other pricing must be all inclusive, including travel and per diem expenses.

6.6. Timely Delivery of Materials and Services (Tasks):

The Contractor is responsible for performing all management, supervision, and other administrative activities necessary to guarantee performance and strict compliance with the terms and conditions of the Contract. Time is of the essence, as these materials and services are required to sustain life in the aftermath of emergency and disaster events that have disrupted or will disrupt normal supplies and services in the emergency/disaster location. Therefore, this Contract requires immediate response with timely production, delivery, and reporting by the Contractor.

The date of issue for all purchase orders, delivery times, and start and end of service will be expressed in the local time of the delivery or service location. Deliveries and start of services will be considered timely if made at the specified delivery site within two hours before or after the time specified for delivery in the purchase order.

The Contractor shall ensure every delivery is properly reported to the Division and that Division acknowledgement of every delivery is obtained through a Bill of Lading (BOL). All BOLs provided to the Division must use Attachment D, Bill of Lading and include the following information, as applicable to the material or service delivered.

• Date

• Ship from Name, Address, City, State, and Zip

• Ship to Name, Address, City, State, Zip, and County

• Customer Order Information

• Purchase Order or Contract Number

• Mission Number

• Bill of Lading Number

• Carrier Name

• Trailer Number

• Tractor Number

• Carrier Phone Number

• Driver Name

• Driver Cell Phone Number

• Seal Number(s)

• Satellite Transponder Number

• Pallet Count

• Pallet Weight

• Pallet Count and Weight Totals

• Pallet Ship and/or Applicable Information

• Carrier Information:

• Handling Unit: Quantity, Type

• Package: Quantity, Type

• Weight

• Hazardous Materials (H.M.) Identification

• Commodity Description

• Quantity, Type, and Weight Grand Totals

• State Representative Shipping Signature with Date

• Freight Carrier Signature

• Received By Printed Name, Date, and Signature

• Trailer Loaded: By Shipper or By Driver

• Freight Counted: By Shipper or By Driver Pallets Said to Contain

• Trailer Unloaded: By Recipient, By Driver, or By Driver/Pieces

• Carrier Signature/Pickup Date

• Additional Notations on Shipment:

• Itemized Load in Shipment

The Contractor is responsible for ensuring that every delivery is supported with all required documentation. Delivery shall be considered made when the Contractor has obtained written acknowledgement from the Division of the date and time of the arrival at the delivery site, the shipment is unloaded, and the driver is released by the on-site Division representative.

7. Specific Tasks and Deliverables In addition to the general tasks and deliverables previously outlined, the following tasks and deliverables apply to materials and services under each specific tab of the Attachment B, Price Proposal:

7.1. Response Packages Type I, II, III

7.1.1. Emergency and Disaster Response Operations

Upon activation, the Contractor shall:

• provide management personnel to any state, county, or local facility/operations site including, but not limited to Logistical Staging Areas, Points of Distribution, Disaster Recovery Centers, and Public Shelters to directly manage Contractor assets when requested by the Division.

• provide on-site maintenance and decontamination of Contractor equipment based upon manufacturer’s maintenance schedule for equipment deployed more than 48 hours.

• conduct final demobilization of equipment at the end of the mission and provide decontamination and rehabilitation of equipment prior to final close-out.

7.1.2. Leased Equipment

When ordered/mission-tasked by the Division, the Contractor shall:

• begin mobilization of leased equipment packages within 12 hours.

• provide on-site deployment and installation services for each piece of equipment within 24 hours.

• ensure all equipment delivered is in good to excellent working condition.

• ensure equipment is delivered in a "ready for use" status. Equipment received in an unprepared condition will not be included in the invoice billing period until the Contractor can demonstrate proper “run condition” of the unprepared equipment.

Delivered equipment not meeting the contract terms or in the Division’s opinion appears in a state of disrepair shall be replaced with properly working equipment at the Contractor's expense. No invoicing shall occur for equipment not meeting the contract terms or mission requirements. Reasonable wear and tear will be considered part of the lease payments to include scratches in paint, abrasion, and nonstructural or operational imperfections. Rental prices shall include: (i) lease price, (ii) all administrative, reporting, and overhead costs to include routine equipment maintenance, and (iii) profit. The rental price list does not include the cost of: (i) shipping to point of delivery; (ii) mobilizing equipment from point of use to the point of return/pick-up, and may be payable by the Division.

• ensure required safety features are in place and in good working order.

7.1.3. Power Generators

• minimum of one (1) week operation phase duration, excluding mobilization and demobilization. Five (5) days shall constitute a “week” for the equipment’s usage, and seven (7) days shall constitute a “week" for personnel.

• rental rates only – transportation rates from point of origin and/or point of delivery and/or point of use are not included.

• GPS units are required for each generator and charged per Attachment B, Price Proposal.

7.1.4. Maintenance and Repairs of Heavy Equipment

• Contractor shall be able to provide equipment fuel upon the Division’s request.

• Tire replacements, if needed, will be arranged by the Contractor.

• Contactor shall provide an Operations and Maintenance Manual and maintenance schedule for each rental unit at the time of delivery.

• Maintenance and repairs are the responsibility and the expense of the Contractor.

• downtime: equipment which has failed shall be replaced within 6 hours of notification by the Division unless otherwise directed by the Division. Failure to replace such equipment may be grounds for breach and termination of contract for cause by the Division. Loss of use/downtime shall be deducted from final billing.

7.1.5. Communications Equipment

• Satellite data shall be integrated with a Cradlepoint device to allow for automatic failover back to cellular once restored to allow for faster and more economical data use.

• Cradlepoint unit shall be “Firstnet” capable and able to provide cross-compatability between Verizon and ATT.

• Contractor shall provide a technician that can work with end users to integrate the equipment with related infrastructure.

• Contractor shall maintain responsibility for the mobilization and demobilization of all communication assets.

7.2. Base Camps – For Emergency Workers and Responders

Refer to Exhibit 1 to the Scope of Work – tables and figures for specifications and requirements.

• The Contractor will maintain a 24-7 capability to establish, support, and maintain full-service Type I, II, III, IV and Other (mobile) “Emergency Worker Base Camps”.

• The Contractor shall be able to activate these resources and become fully operational immediately upon request by the Division. The Contractor must secure all equipment once the site is established, maintain resources, and schedule routine inspections and maintenance on its equipment as required to maintain 24-hour operational readiness at all times. Contractor personnel must always display their authorized company photo ID while on the site.

• Depending on the size of camp, activities at these sites are estimated to typically operate from 7 to 45 days, but in catastrophic events could run from 180 to 365 days or more. In the event a fully operational Base Camp is completely cancelled before seven (7) days of operation, the Contractor shall be paid for both mobilization and demobilization expenses.

• The Division will identify suitable locations to establish base camps at the time of mission tasking. Unless directed otherwise by the Division, the Contractor shall arrange for the necessary license/easement agreements and/or leases for use of identified locations.

• Not all sites may be “installation ready”. As such, the Contractor must be prepared to provide reasonable land clearing and/or installation of temporary crushed gravel base between 2-4” as necessary. Reasonable clearing to include removal of small scrub trees, trash, small debris, redistribution of uneven earth, grading to a reasonable level, and development and packing of temporary access unpaved dirt roads shall be the responsibility of the Contractor.

• All added gravel must be removed upon demobilization of the site. In some instances, the Contractor must be prepared to install temporary chain link fence with all necessary access gates. Added fencing must also be removed upon demobilization of the site.

• In the event an order is cancelled enroute before any meals are served, the Contractor shall be paid for the number of meals ordered if they are able to provide documentation of costs or payments to the respective subContractor(s).

• In cases where the Contractor must provide resources, the Contractor will be responsible for the acquisition of all potable water and the disposal of grey and black water in accordance with all local, state, and federal regulations.

All base camps shall provide the following:

• sleeping beds, linens, blankets, and pillows (based on Attachment B, Price Proposal).

• accommodations for personal privacy. Groups shall be divided into single males (day shift / night shift) and single females (day shift / night shift).

• telecommunication capabilities to the office/administration complex (Refer to Exhibit 1 to the SOW – Tables and Figures for specifications and requirements).

• personal toiletry hygiene kits or bulk toiletry supply items for men and women to include, as appropriate: toothbrush and toothpaste, razor and shave cream/gel, bar or shower gel soap, comb/brush, mouth wash/rinse, deodorant, shower towels, washcloths, hand towels, and bath towels. Either launderable or disposable items may be used. Disposable items must be replenished on a consistent basis to ensure resource gaps are not experienced by residents.

• separate male and female showers with hot/cold potable water. Showers may be either trailer, CONEX, skid, or field, but shall in all cases be enclosed and provide modesty, protection from weather elements, be either heated or cooled as required, and well lit (Refer to Exhibit 1 to the Scope of Work – Tables and Figures for specifications and requirements).

• climate-controlled, lighted mobile restrooms (Refer to Exhibit 1 to the Scope of Work – Tables and Figures for specifications and requirements).

• food services to include four meals per day for emergency workers. Of the four meals per day, at least two must be hot prepared meals. The third and fourth may be a cold or self-serve buffet style meal. Box lunches for the two cold meals is required. The Base Camp Food Unit Leader will determine the quantity of box lunches each day 12 hours prior to the mealtime and advise the Contractor accordingly.

• all hot meals and box lunches must conform to current United States Department of Agriculture (USDA) and United States Forest Service (USFS) 14-day rotation meal plans and all contract requirements for nutrition, quantities, food types, calorie counts, and means of service.

• menus shall be reasonably tailored to the ethnic and dietary (non-medical) requirements of the camp population, to include low sodium and vegan. Kosher will not be required as a rule. Should Kosher be required at a specific location, it is acknowledged that additional special arrangements must be made which may result in additional charges.

• meals must be well-balanced, nutritious, appealing and use a minimal amount of processed (canned, instant) items.

• fresh items to include fruit and/or salads shall be offered with each meal.

• hot meals may be either staff served, buffet style, or individually boxed depending on the circumstances of a specific disaster or event. Box lunches must conform to USFS specifications.

• laundry services shall be full-service "fluff and fold" with no additional charge to the resident and same day service on-site.

• irons and ironing boards shall be made available to all residents.

• the Contractor must prepare options to address public works infrastructure (potable water, wastewater, electric power) under two conditions or a mix of conditions.

o Option 1 assumes a “bare base” with no water, sewer, or power on site.

Contractor must provide for all necessary infrastructures to support the camp.

o Option 2 assumes that the Contractor will have access to potable water, sewer taps (grey and black) and power. Contractor must provide all necessary means to tap into and extend these resources to their equipment.

o Option 3 assumes limited access to some, but not all of these resources. As such, the Contractor must itemize component options such as field prime power plants, potable water tankers, grey and black water collection, treatment and vacuum truck collection, and haul away and disposal.

• all potable water tankers must be sanitized in accordance with all applicable regulations and be able to produce a document of sanitation for each load taken or brought on site to either the Food Unit Leader, Safety Office or Incident Commander.

• Contractor may be asked to provide non-sworn security personnel on-site for purposes of patrol, maintaining order, access control, and coordinating with sworn law enforcement on security issues. The Contractor may, if desired, independently contract directly with off-duty law enforcement personnel for all or part of these services. The Division will arrange for the provision of only essential sworn law enforcement personnel of one per shift.

• Contractor must secure all equipment once the site is established.

• Contractor will be required to provide photo ID for each resident at the camp as they register on-site.

• Contractor will check ID during meal periods.

• Contractor will provide daily electronic reporting to the Division’s Logistics Section on the following (at a minimum):

o Emergency Worker check-in and check-out history. Documentation to include first and last name (legible) with signature, o Emergency worker meal documentation (all meals served) to include first and last name (legible) with signature, o Situation report reflecting operations to date, critical issues, concerns, unresolved issues with corrective action steps and dates, o Staff counts on site and in support of operations.

• Mobilization and Demobilization- Based on need, the Contractor should have the ability to demobilize a portion of the base camp that is not used.

7.2.1. Authorized Base Camp Residents

The following categories of personnel may be admitted to a contracted Emergency Worker and Responder Base Camp:

• Paid and volunteer public safety personnel

• Law enforcement

• Fire

• EMS/Medical

• Emergency Management

• Public Works

• Search and Rescue Teams

• Disaster Medical Teams

• Disaster Mortuary Teams

• Florida and other State National Guard

• Department of Transportation

• Other government (municipal, county, state and federal) agencies

• Nationally recognized volunteer disaster relief agencies such as:

• The American Red Cross

• Southern Baptists/Florida Baptists

• The Salvation Army

• Christian Contractors

• Adventist Community Services

• Others as approved by the Division

7.2.2. Unauthorized Base Camp Residents

Admission will not be permitted to commercial paid Contractors and other unauthorized individuals, such as:

• Debris Contractors

• Public utility crews (private)

• Unaffiliated ad-hoc spontaneous volunteers (private citizens wanting to help)

• Independent Contractors

• Displaced survivors

All questions regarding admission will be directed to the Incident Commander of the base camp. Base camps may allow entry and residency of additional persons when identified and specifically authorized by the Division.

7.3. Emergency Shelter Complexes

• Contractor will maintain the ability to establish, support, and maintain full-service operations for Type III, IV and V “Catastrophic Emergency Shelter Support Systems”.

• The Contractor shall be able to activate these support systems and become fully operational immediately upon request by the Division.

• Contractor will maintain all resources and schedule routine inspections and maintenance on equipment as required to maintain 24-7 readiness at all times.

• The Contractor must secure all equipment once the site is established.

• All Contractor personnel must display their company photo ID at all times while on the site.

• The Division will identify suitable locations to establish the complex at the time of mission tasking.

• The Contractor will arrange for all property use agreements or necessary leases for site use, unless otherwise instructed by the Division.

• Not all sites may be “installation ready”. As such, the Contractor must be prepared to provide optional, reasonable land clearing and/or installation of temporary crushed gravel base between 2-4” as required on a site, and remove all gravel upon demobilization of the site.

• The Contractor must have the ability to demobilize any or all portions of a shelter when requested by the Division.

• In the event a fully operational Catastrophic Emergency Shelter is completely cancelled before seven (7) days of operation, the Contractor shall be paid for both mobilization and demobilization.

• In the event a meal order is cancelled enroute before any meals are served, the Contractor shall be paid for the number of meals ordered if the documentation of costs or payments made is provided to the Division.

All necessary temporary structures shall accommodate for the following activities and services:

• sleep beds, linens, blankets, and pillows based on Attachment B, Price Proposal (500,1500 or 2500 persons). Provisions in both bedding and space allocations under ADA will be required.

• linens must be reusable and laundered or replaced twice each week.

• accommodations for the reasonable visual privacy of persons must be provided.

Groups will be divided into families, single males, single females.

• Contractor will be required to provide all telecommunications capabilities to the office/administration complex (Refer to Refer to Exhibit 1 to the Scope of Work – Tables and Figures for specifications and requirements).

• personal toiletry hygiene kits or bulk toiletry supply items for men and women to include as appropriate: toothbrush and toothpaste, razor and shave cream/gel, bar or shower gel soap, comb/brush, mouth wash/rinse, deodorant, shower towels to include – washcloth, hand towel, bath towel, either launderable or disposable items may be used.

• separate male and female showers with hot/cold potable water. Showers may be either trailer, CONEX, skid, or field, but shall in all cases be enclosed and provide modesty, protection from weather elements, be either heated or cooled as required, and well lit (Refer to Exhibit 1 to the Scope of Work – Tables and Figures for specifications and requirements).

• mobile restrooms must be climate-controlled, lighted restrooms will be provided for persons (Refer to Exhibit 1 to the Scope of Work – Tables and Figures for specifications and requirements).

• food services to be provided shall include three (3) meals per day for displaced persons and one (1) midnight meal per day for staff working the facility. Of the three (3) meals per day, at least two (2) must be hot prepared meals. The third meal may be cold prepared or self-serve buffet-style.

• all hot meals and box lunches must conform to current United States Department of Agriculture (USDA) and United States Forest Service (USFS) 14-day rotation meal plans and all contract requirements for nutrition, quantities, food types, calorie counts, and means of service.

• menus will be reasonably tailored to the ethnic and dietary (non-medical) requirements of the camp population, to include low-sodium and vegan meal options. Kosher will not be required as a rule. Should Kosher be required at a specific location, it is acknowledged that additional special arrangements must be made which may result in additional charges payable by the Division.

• meals must be well-balanced, nutritious, appealing, and use a minimum amount of processed (canned, instant) items.

• fresh items to include fruit and/or salads must be offered with each meal.

• hot meals may be either staff served, buffet style, or individually boxed dependent on circumstances of a specific disaster or event. Box lunches must conform to USFS specifications.

• laundry services full-service “fluff and fold” laundry services will be provided with same day service. Dry cleaning services will not be required.

• potable water, wastewater, electric power and waste management: At Site #1, the Division will provide ready access to potable water for the specific site. A single high-pressure manifold will be provided with at least two 2” locking threaded ball gate valves provided. Contractor will be required to extend all necessary water lines from the access point to its equipment and provide a backflow protector at the gate vales.

• wastewater (grey and black) disposal is not available at Site #1, and must be addressed, collected and removed by the Contractor.

• power and lighting are available in the billeting structure, but there is no additional power available on site to support mobile equipment. The Contractor is responsible for providing all necessary mobile power, exterior lighting, and fuels to support its equipment.

• Contractor will be responsible for providing trash removal. Wet-proof dumpsters will be used to collect all food scraps and debris. Dumpsters shall always remain in the closed position when trash is not being disposed of.

• appropriate vector control will be provided by the Contractor.

• Contractor will be responsible for providing all non-sworn security personnel on-site for purposes of patrol, maintaining order, access control, and coordinating with sworn law enforcement on security issues. The Contractor may, if desired, independently contract directly with off-duty law enforcement personnel for some or all of these services. The Division will arrange for the provision of only essential sworn law enforcement personnel of one per shift.

• Contractor must secure all equipment once the site is established.

• Contractor personnel must always display their company photo ID while on the site.

• Contractor will be required to provide photo ID for each resident at the shelter as they register on-site.

• Contractor will check ID during meal periods.

• Contractor will provide daily electronic reporting to the Division’s Logistics Section on the following (at a minimum):

o resident check-in and check-out history. Documentation must include. First and Last name (legible) with signature o resident meal documentation (all meals served). Documentation must include. First and Last name (legible) with signature.

o Situation report reflecting operations to date, critical issues, concerns, unresolved issues with corrective action steps and dates.

o Staff counts on site and in support of operations.

7.4. SANPACs (Sanitation Packages)

See Attachment B, Price Proposal, for Servicing Requirements for SANPAC Types.

The Division will provide electronic notification to move or demobilize equipment.

The Contractor will have 24 hours to move or demobilize equipment from the site/service location. Contractor will provide daily electronic updates for all sites that require servicing. Updates shall include: ship-to location, mission number, service begin date, service update and service end date (if applicable) for all locations. Contractor must service portable toilets and dumpsters.

7.5. Typed Support Packages (LSA, POD, Cooling, Mobile Disaster Recovery

Center (DRC), Mobile Kitchen, Warehouse and site preparation)

• Support Packages are to begin mobilization within 12 hours of order.

• Equipment within a Support Package will be delivered "ready for use" to the

Division. Any equipment arriving in an unprepared condition will not be included in the invoice billing period until the Contractor can demonstrate it is ready for operation.

• Not all sites may be “installation ready”. As such, the Contractor must be prepared to provide optional, reasonable land clearing and/or installation of temporary crushed gravel base between 2-4” as required on a site, and remove all gravel upon demobilization of the site.

• The Contractor shall be prepared to install temporary chain link fence with all necessary access gates as needed. Fencing shall be removed by the Contractor upon demobilization of the site.

• The Contractor shall partially or fully demobilize sites and assets as requested by the Division.

• The Division will notify the Contractor in writing 72 hours prior to the need to demobilize.

• Final maintenance on all equipment will be included in the Contractor’s equipment lease quote.

• Maintenance and decontamination pricing shall be itemized on the Contractor’s cost proposal and final invoice.

• Upon demobilization, the Contractor shall confirm and document completion of all missions and perform routine and final inspections of all equipment and submit final cost accounting.

The Contractor will provide the following types of specialized personnel when requested:

• specialists in emergency generating and electrical ground power and distribution systems.

• specialists in emergency pumping, flood fighting and hydrology.

• specialists in selecting and establishing emergency sites to include site prep, grading, soil evaluation and engineering, flood management, lying of both above and belowground emergency utilities.

7.6. Prime Power, Pumps Material Handling Equipment and Heavy Equipment These resources are priced for single units also located in Typed Response Packages above. Resources will be requested by the Division as needed.

7.7. Personnel

On occasion, staff augmentation is required for specific disaster response functions.

Personnel will be requested by the Division as needed. Where national standards apply to a position, the contracted personnel should possess the proper certification(s) and/or credential(s). Reference Attachment B, Price Proposal for additional information regarding personnel types and specifications. Travel time, travel costs, lodging costs, and per diems shall be included in personnel hourly work rates.

7.8. Mass Care Supplies

Resources will be requested on a mission-specific basis as needed. Refer to Exhibit 1 to the Scope of Work – Tables and Figures for specifications and requirements.

7.8.1. Functional Needs Support Services Product Specifications Accessible Shelter Folding Cot to Include:

• Black or Dark Green Ballistic 1680d nylon fabric (or equivalent) with Cordura® water repellent coated DWR cot fabric, folded and riveted to frame.

• 1” Mattress pad

• 18”H x 35” W x 81” L

• Weight Capacity: 400lbs

• Cot weight maximum: 35lbs

Bedding Kit to include:

• 1 each - 74” x 63” +/-, Poly/Wool Blend Blanket

• 1 set - 54” x 90”, T-180 Percale, 50/50 Cotton/Poly Blend Flat Cot Sheets

• 1 each - Cotton full size (standard) Pillowcase (Must match pillow #4 below)

Components packed in a nylon mesh laundry bag

Cot Mattress Cover:

• Vinyl Plastic, Elastic Edge (Fitted), Waterproof, Disposable

Pillow:

• Hypoallergenic, Standard Size 20” x 28”, 300 Thread Count

Towels:

• Disposable, 24” x 50” Disposable Paper Woven Towels

Adult Hygiene “Comfort” Uni Sex Kit to include:

• 1 each – Comb (Plastic)

• 1 each - Shampoo, 3 oz.

• 1 each – Soap (Bar or Liquid Body Wash)

• 1 each - Wash Cloth (Cotton)

• 1 each – Razor (Disposable)

• 1 each - Shave Gel, 3 oz.

• 1 each - Lotion, 3 oz.

• 1 each - Toothbrush, (Adult, Medium)

• 1 each - Toothpaste, 3 oz.

• 1 each - Tissue Packet

• 1 each - Draw String Poly Bag NO AGENCY LOGO – GRAPHICS TO BE “ADULT

HYGIENE KIT”

Children’s Hygiene “Comfort” Unisex Kit to include:

• 1 each - Toothbrush

• 1 each – Toothpaste, 3 oz.

• 1 each – Soap (Bar or Liquid Body Wash)

• 1 each - Shampoo, 3 oz.

• 1 each – Comb (Plastic)

• 1 each – Washcloth (Cotton)

• Crayons and Coloring Book

• Pencil and Sharpener

• 1 each - Draw String Poly Bag NO AGENCY LOGO – GRAPHICS TO BE “ADULT

HYGIENE KIT”

Pre-Moistened Body Wash Towels (8/pack):

• 8 Heavy Duty Cloths per Package

• Case shall include 44 packages per case

Clean – Up Kit to include:

• 1 each - 14 Quart Utility Bucket with bail and pour spout

• each - 55 Gallon Trash Bags (1.2 – 1.6 MIL)

• 1 Pair of Nitrile Gloves

• 1 each – 1Qt Bottles of Chlorine Bleach

• 1 each – Sponge (APX 5”x8”x1”)

• 1 each – 8” Scrub Brush

• 2 each - Telescoping Handles for mop and broom

• 1 each - Large Mop Head

• 1 each - Broom Head

• 1 each - 18” Garage Broom

• 1 each - 19” Squeegee

7.9. Environmental Control

above. Resources will be requested on a mission-specific basis as needed.

7.10. Temporary Structures - Individual

Temporary Structures shall begin mobilization within 12 hours of order by the Division.

Temporary Structures shall be in good to excellent working condition. All Temporary Structures will be delivered "ready for use" to the Division. Any equipment arriving in an unprepared condition will not be included in the invoice billing period until the Contractor can demonstrate it is ready for operation.

The Contractor shall make available to the Division an Operations and Maintenance Manual and maintenance schedule for each rental unit at the time of delivery upon request. Final maintenance on all Temporary Structures will be line itemized, included in the lease by the Contractor, and agreed to by the Division. Maintenance and decontamination will be conducted by or contracted for by the Contractor. Prices for these services will be included on all quote requests and line itemized on the final invoice.

Tire replacements, when needed, will be arranged through the Contractor.

Upon demobilization the Contractor shall:

• confirm and document completion of all missions.

• perform routine and final inspections of all equipment and submit final cost accounting.

7.11. Support Equipment

7.12. Tarps

7.13. Shelf-Stable Meals

Shelf stable meals for will be used for emergency mass distribution. Meal Kit packages must include single use, self-heating, nationally accepted methods. A three-meal, per person, per day package is offered during mass distribution which consists of a breakfast, lunch, and dinner in one single waterproof package. These single “one-day per person” meal packages may be either bulk packed, or in cases not less than 24 per master case.

This facilitates the ease of mass distribution to the general public. In emergency events, it is not practical to open small cases of either same or variety meals for distribution to the public due to time and staffing constraints.

General Product Specifications

• Each meal contains a minimum of 1,020 calories.

• Each case of 12 meals must contain six different menu varieties.

• Each meal to include a minimum of an entree; a side item; dessert; snack; an accessory packet; and flameless ration heater (frh). Must be self-heating through one of several nationally acceptable non-toxic, single use methods. Individual full meal, nutritionally balanced/self-heated non-perishable packaged.

• Specifications based on a pack ready meal or equal commercial product.

• Meals must be individually packaged and nutritionally balanced.

• Freeze dried meals are not acceptable.

• Meals must have a minimum shelf life of three years.

• Meals must have the expiration/best by date printed on the case.

Nutritional Considerations (Deliverables):

• All meals must be nutritionally balanced.

• Senior/Child meals must have lower sodium content than regular adult meals.

• Belief-Based Diets

• Meals should also include options for Halal. Meals should be certified Halal and meet Islamic Halal standards established by the Islamic Food and Nutrition Council of America (IFANCA).

• Meals should also include options for Kosher which are prepared under rabbinical supervision.

Packaging (Deliverables):

• Meal Kit Packaging must be durable and waterproof.

• Meal kits shall be packed into either master cases not less than 24 kits per case or bulk packed. All cases or bulk packaging must be durable, water resistant and be enclosed on all six sides. Each case or bulk pack shall be clearly marked with sub and sub-packaging quantity (e.g. 96 each, 3-meal Adult Shelf Stable Meal Kits), stock and lot numbers, date of manufacture, and expiration date.

Master Packaging and palletizing:

• Cases, boxes or master packs must be packed on a standard 3’x4’ or 4’x4’ wooden or plastic pallet

• Pallets will not be stacked more than 5’6” high to include the pallet

• All pallets shall be wrapped at least three times with standard pallet shrink-wrap.

• All pallets shall be clearly marked with a placard indicating what the pallet contains

(e.g. ADULT or SENIOR ADULT/CHILD MEALS).

• Pallets shall contain only one (1) master type (e.g. adult or senior adult/child), although variations in meal types within the master type is allowed.

7.14. Personal Protective Equipment (PPE)

Refer to Attachment B, Price Proposal for specifications and requirements.

Resources will be requested on a mission-specific basis as needed.

7.15. Transportation Assets – Air, Land, and Sea/Waterway

To establish reliable, intelligent, and efficient intermodal transportation during emergencies and disasters, the Contractor shall provide the following:

Personnel Deployment and Transportation Asset Coordination

• The Contractor shall provide authorized company representatives to the State Emergency Operations Center (SEOC), State Logistics Response Center (SLRC), and other locations as needed to coordinate the mobilization, tasking, and demobilization of transportation assets. These personnel shall manage transportation missions assigned by the Division, provide real-time tracking and reporting of deployed transportation assets, and conduct asset coordination. The Contractor shall provide full dispatch services, driver relations, and other representation as needed to fulfill missions assigned by the Division.

Real-Time Reporting and Tracking

• The Contractor shall maintain 24/7 up-to-date reporting of the status of transportation missions utilizing the State Emergency Response Team (SERT) Incident Management Application. Reports shall include information on contract numbers, purchase order numbers, dates of issue, quantities of products ordered, delivery dates, names and addresses of product suppliers, quantities of products to be provided from each supplier, names and addresses of transportation companies, carrier names and identification numbers for each transportation asset, quantities of products being delivered by each transportation asset, details of each truckload (including driver's name, cell phone number, trailer number, and satellite tracking transponder number), estimated and actual dates and times of all deliveries, total quantities on order, enroute, and delivered, and any other information requested by the Division.

Day Calculations, Timely Delivery and Start of Service

• A day is calculated on a 24-hour basis, starting at 12:00 AM and ending at 11:59

PM local time at the destination site. The calculation shall commence when the delivery truck departs from the loading area where it picked up the product(s) and end when the products are off-loaded, and the drivers are released by the SERT representative at the final destination. Deliveries and starts of service will only be considered timely if made at the specified delivery site within 2 hours before or after the time specified for delivery in the purchase order. The Contractor is responsible for ensuring all deliveries and starts of service are made on time.

Late Deliveries and Starts of Service

• If the Contractor fails to deliver or begin services by the time specified by the

Division, the Division reserves the right to reject the delivery or start of service and any billing associated with the delivery or service. The Contractor will be held accountable for all expenses including any additional costs incurred by the Division due to the delay.

Safety and Health Program

• The Contractor is required to develop, implement, and maintain a safety and health program covering all activities under this contract that complies with Occupational Safety and Health Administration (OSHA) standards.

Air Transportation

• The Contractor providing emergency air transportation assets and services is expected to deliver efficient and timely services during emergency and disaster response efforts. The use of airlift assets must be optimized for the rapid transportation of personnel, equipment, and supplies to affected areas. The Contractor must provide fixed-wing and rotary-wing aircraft with varying passenger and cargo capacities that can swiftly and effectively transport personnel and supplies to remote locations. Smaller aircraft should be available to transport small groups of people or cargo, while larger aircraft must be capable of transporting larger groups of people and heavier cargo. Coordination and utilization of aviation assets must always be efficient, timely, and immediately available upon request by the Division.

• Effective April 5, 2023 and pursuant to section 934.50(7), Florida Statutes, governmental agencies may only use a drone from a manufacturer that meets the minimum security standard requirements specified in Rule 60GG-2.0075, Florida Administrative Code.

Land Transportation

• The Contractor must ensure uninterrupted communication with all ground transportation drivers regardless of the emergency or disaster situation. The Contractor shall ensure all truck drivers are equipped at a minimum with cellular telephones or other voice or data communication equipment capable of allowing immediate contact with the driver during transport from the Contractor and the Division.

Movement Control Center (MCC)

• The Division or their designee will coordinate movement of all transportation assets and their cargo to disaster locations. The Contractor is required to perform advanced coordination with the MCC for all shipments into disaster locations.

• The MCC will either approve schedules for such shipments or provide alternate shipment delivery times/dates as well as different delivery locations, such as airports and seaports in the emergency/disaster location. Any change made by the MCC that delays shipments will be taken into consideration by the Division when determining whether the Contractor has complied with the delivery time requirements for delivery orders.

Additional Ground Mileage

• It is anticipated that deliveries may be required to locations in addition to the delivery sites specified in delivery orders for deliveries within the emergency/disaster area, and in addition to the airport, seaport or rail head delivery sites specified. Additional or alternate delivery sites will be identified in delivery https://www.flrules.org/gateway/RuleNo.asp?title=STATE%20OF%20FLORIDA%20CYBERSECURITY%20STANDARDS&ID=60GG-2.0075 https://www.flrules.org/gateway/RuleNo.asp?title=STATE%20OF%20FLORIDA%20CYBERSECURITY%20STANDARDS&ID=60GG-2.0075 orders for initial deliveries to airport and seaport delivery sites, if known at the time of issuance. Additional ground mileage for deliveries to any additional delivery sites will be paid only based on the mileage traveled between the original delivery site and the additional delivery sites.

• The price per mile shall be paid for each truckload of at least a half truckload, if delivery is by other than a standard truckload. The price per mile shall be paid for each truckload of at least a half truckload, if delivery is by other than a standard truckload. No per diem or other costs will be paid separately for additional ground mileage. Time spent by the Contractor performing additional ground mileage is not included in standby time.

Standby Time Documentation

• The Contractor shall document its entitlement to standby time by having its delivery personnel register arrival and departure with the Division’s on-site representative.

• These records will be used to determine the amount of standby time. The amount, if any, to be paid will be determined by rounding the elapsed time to the nearest hour. Delays in unloading caused by the Contractor are not included in standby time.

Dry and Refrigerated Storage Trailers

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