Attachment B RFx number: 3000026505 RFx Title: Emergency Personal Care Services – LDH

Specifications Background

The Louisiana Department of Health (LDH) is the primary Louisiana State agency responsible for providing Emergency Support Function-6 (ESF-6) services, which include Mass Care, Temporary Housing and Human Services, during emergencies and disasters. When an emergency is declared, an evacuation order may be issued for the population of the affected area. Evacuation is defined as the orderly removal of people from an area threatened by disaster to a place of safety. A hurricane is the likely reason for mass evacuation and presents the most intense evacuation and sheltering scenario. Evacuees are transported to shelter facilities that provide temporary housing until the emergency has passed and they can return to their homes or be transferred to more long- term housing.

LDH is responsible for opening, managing, and staffing of state own/leased facilities, and coordinating the statewide operations of shelter facilities when there is an imminent threat to the lives and property of the citizens of the State. The number of people requiring evacuation and sheltering fluctuates with the size, intensity and location of the event. The number of evacuees in the shelters may vary from day to day and the length of time the shelters remain open is also fluid. During an emergency, several types of shelters may be operated, including Critical Transportation Needs Shelters (CTNS) and Medical Needs Shelters (MNS)

Pre-identified shelter sites are located mostly in the northern part of the state, but shelters may be operated anywhere within the state.

Purpose

The purpose of this solicitation is to provide Personal Care Services for the Louisiana Department of Health Emergency Services Function 6 (LDH ESF 6) shelters located within the State of Louisiana during emergencies and disasters, in accordance with the specifications and conditions set forth herein.

This solicitation is necessary to provide qualified Personal Care Attendant (PCA) and Personal Care Attendant Supervisor (PCAS) staff in sufficient quantity to assist people who are unable to attend to their own personal care needs and other activities of daily living necessary to function and/or improve their ability to function as independently as possible while in shelters.

Goals and Objectives

It is the goal of LDH ESF 6 to provide comfort for displaced people through the provision of shelter and relief supplies. Shelters should provide a safe, secure and sanitary place for individuals and families affected by disasters to be housed temporarily until they can return home or be placed in transitional or longer-term housing. Standards of care at shelters should address their immediate needs, which are physical, emotional and informational.

The Contractor(s) shall be capable of providing personnel as described in Scope of Work/Services.

The Contractor(s) shall be prepared to continue services at each shelter for an indefinite period of time, as long as the need to shelter evacuees exists or until other sheltering provisions are arranged.

Contractor Responsibilities:

Responsibilities include, but are not limited to:

· Hiring employees who are experienced in personal care services.

· Ensuring all employees are drug free.

· Processing background checks on all employees who work in shelters to ensure a safe and secure environment.

· Complying with all Federal, State and local laws, ordinances and regulations that affect employees or prospective employees.

Personal Care Attendants and Supervisors shall be on-site in the shelters within 72 hours after notification.

Personal Care Attendant (PCA) Responsibilities Responsibilities include, but are not limited to:

· Provide staff coverage for 12 hour shifts:

· Day Shift: 7:00 AM CT – 7:00 PM CT

· Night Shift: 7:00 PM CT – 7:00 AM CT Alternate schedules may be approved by the LDH ESF primary point of contact.

· Provide necessary personal protective equipment (PPE) for employees in accordance with Contractor policies and/or Centers for Disease Control and Prevention (CDC) guidelines (e.g., gloves, masks).

· Provide trained and certified direct service workers, upon request, to deliver personal care services to individuals in shelters (state, parish, or other designated locations).

· Participate in the assessment of evacuees’ needs, in coordination with supervisory staff.

· Act as fiscal agent by maintaining accurate sign-in sheets and processing payroll for direct service workers.

· Submit weekly invoices to the contracting agency, matching amounts agreed upon in Attachment C (Price Sheet) and including all required supporting documentation. Documentation must include:

· Timesheets and/or sign-in sheets for each PCA and PCAS

· Reconciliation of all documentation with the submitted invoice (all records must match exactly)

· Work with medical staff on site and client to ensure clients receive medications as scheduled.

· Assist clients with limited mobility by supporting activities such as dressing, bathing, eating, and movement, utilizing available mobility aids (e.g., wheelchairs, walkers).

· Maintain the cleanliness and organization of the client’s personal space (e.g., cot area) when the client is unable to do so independently.

· Report any medical concerns or changes in condition to appropriate medical personnel or supervisors.

· Respond promptly and appropriately in emergency situations by notifying medical staff and assisting with client movement as needed.

Personal Care Attendant Supervisor (PCAS) Responsibilities Responsibilities include, but are not limited to:

· Coordinate required care services for individuals in collaboration with the Shelter Manager or designee.

· Oversee and coordinate the activities of PCA staff.

· Serve as the primary Contractor point of contact at the shelter.

· Participate in assessments of client needs.

LDH ESF Responsibilities

· Assign an LDH ESF staff member to each shelter to coordinate with the Contractor in assessing personal care needs.

Notify the Contractor of staffing requirements, including the number of personnel and assigned shelter locations.

· Reimburse the Contractor on a cost-reimbursement basis.

· Review all submitted invoices and supporting documentation (including sign-in sheets) for accuracy prior to approving payment.