CN-310000-D1560.pdf

Attachment A Scope of Work

Emergency Shelter Staffing

STATEMENT OF PURPOSE/NEED

Purpose The purpose of this Request for Proposals (RFP) is to establish emergency shelter personnel for staffing congregate and non-congregate shelters with multiple Contractors through competitive solicitation. Awarded Contractors must possess the resources, proven functional knowledge and experience to prepare for, organize, activate, mobilize, deploy and successfully augment existing emergency shelter organization structures.

Contractors will provide the Division with qualified personnel and management resources during an emergency event. Contractors will work at the direction of the Division.

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 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.

The Contract may only be renewed in accordance with section 287.057(14), Florida Statutes.

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.

Contract Manager for FDEM Primary Pam Hughes 850-528-5638 Pam.Hughes@em.myflorida.com

Secondary Octavio Rios 850-328-9593 Octavio.Rios@em.myflorida.com

Background Information Each year both man-made and natural disasters pose a significant threat to Floridians. In mailto:Pam.Hughes@em.myflorida.com mailto:Octavio.Rios@em.myflorida.com response to these threats, the Division of Emergency Management and/or County Emergency Management Agencies may, at their discretion, open congregate or non-congregate sheltering locations to provide safe refuge for individuals and families in the disaster area. In some cases, the magnitude of the potential or actual impacts of the disaster may be beyond the capability of a county or the State to effectively operate these shelters without the use of additional staff augmentation. Due to the nature of shelter operations, augmented staff must be able to deploy and begin working with little advanced notice.

Past Shelter Operations:

Hurricane Irma – 685 shelters were open with 191,764 sheltered at peak.

Hurricane Michael – 50 shelters were open with 6, 984 sheltered at peak Hurricane Ian – 256 shelters were open with 33, 178 sheltered at peak

SCOPE OF SERVICES

FDEM Responsibilities The Division shall provide Contractors with briefings, worksite locations, and specific performance requirements. The state or county will provide safety/security personnel to support each shelter as available and could be roving or stationed onsite.

Contractor General Tasks The Contractor shall be responsible for the following:

• Within 30 days of contract execution and annually no later than May 1, the Contractor shall:

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

o Submit an organizational chart displaying lines of authorities and assigned responsibilities within the Contractor's organization relative to the performance and administration of this contract. The Organization 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 this contract.

o Provide a staffing plan that confirms and reports available personnel resources to the Contract Manager or designated contact.

• Return the Division’s emergency phone calls within four (4) hours of initial notification.

• If requested by the Division, provide management level personnel at the State Emergency Operations Center (SEOC) in Tallahassee, FL and/or to the State Logistics Response Center (SLRC) in Orlando, FL or other locations identified by the contract manager within 12 to 24 hours to collaborate with Division personnel.

• Participate on scheduled conference calls, as requested by the Division, to review mission priorities, potential roles, services, and personnel resources.

• Respond to, manage, and provide daily updates tasked missions through the States approved mission management system WebEOC and email to Grant Manager or Designee.

• Request and receive the Division’s written approval prior to the deployment of Contractor personnel resources.

• Support Americans with Disabilities Act (ADA) and PETS Act implementation at all shelters and report any non-compliance issues to the Division within two (2) hours of discovery.

• Ensure personnel are clearly identifiable while on a worksite location by wearing Contractor-issued identification.

• Ensure that personnel conform in all respects with physical safety, security, and fire regulations while on the worksite location designated by the Division.

• Bill the Division on an hourly basis for each personnel position with rates inclusive of Contractor markup and personnel travel, lodging and per diem unless otherwise authorized in writing by the Division.

• Possess the professional and technical personnel necessary to allocate, outsource, and manage qualified personnel to perform the services requested by the Division.

• Provide training necessary for keeping the Contractor’s shelter personnel informed of current standards. Training will be made available from a Mass Care Shelter Partner.

• Be responsible for the administration and maintenance of all employment and payroll records, payroll processing, remittance of payroll and taxes, and all administrative tasks required by local, state, and federal law associated with payment of Contractor personnel.

• Notify the Division of any human resource issues raised by Contractor personnel that may affect the Division, such as criminal charges or threats of violence, harassment, discrimination, or retaliation within four (4) hours of discovery.

• Maintain, during the term of the Contract, all licenses, permits, qualifications, insurance, and approvals of whatever nature that are legally required to perform the services. And be able to provide within 12 hours if requested.

• Inform personnel in writing that they are employed by the Contractor, not the Division.

• Notify personnel in writing that the only benefits they will receive will be from the Contractor and that Contractor personnel are not entitled to any benefits from the Division.

• Notify personnel in writing that job-related illness/injury reports are to be made to the Contractor.

• Notify the Division within 24 hours of receipt of any job-related personnel illness/injury reports made to the Contractor.

• Ensure their personnel’s compliance with all state and federal confidentiality requirements of the Division, including any requirements pertaining to Protected

Personal Information (PII), as defined in Privacy Act of 1974 and Chapter 119, Florida Statute.

• Accommodate the Division’s requests for additional specialty/subspecialty personnel as required in response to a specified emergency event.

• Provide personnel supervision, work plans, clearly defined roles, tracking, and accountability.

• Provide on-site or off-site training on an as-needed basis in response to a specific emergency event.

• Maintain, during the term of the Contract, all licenses, qualifications, insurance, and approvals of appropriate nature that are legally required to perform the personnel services.

The following list of personnel includes a description of each position and is included on Attachment B, Price Sheet.

Emergency Shelter Staffing

Position Description Program Manager • This individual will serve as the primary point of contact for the State.

• They will be responsible for overall project management, oversight of the delivery of services, ensuring that all contractual requirements are met.

• Upon notification from the State, the program manager shall mobilize in support of the mission and work closely with the state to activate and deploy shelter staff to congregate and or non-congregate shelters.

Planners • Planners will assist with the completion of all readiness tasks and ensuring that the Contractor is prepared to deploy shelter staff. This position can be remote.

Shelter Manger • Provide oversight, administrative support and supervision for all functions in the shelter. Ensure that the residents’ needs are being met.

Shift Supervisor • Support the Shelter Manager in duties as delegated to ensure all shelter needs are addressed.

Registration Worker • Ensure that all shelter residents are greeted and registered upon arrival. Maintain a system for checking residents in and out when they leave for any period.

Manage the system of record keeping for shelter registrations.

Feeding Staff • Provide meals, snacks and water for residents and staff.

Ensure that necessary resources for food service are available. Plan for and manage the preparation and service of meals and snacks.

Dormitory Staff • Set up and assigning sleeping areas within the dormitory; coordinating with Logistics or the Shelter Manager for cots, blankets, and hygiene kits; and monitor the dormitory area to maintain a safe and quiet environment for residents to sleep and rest.

Shelter Worker (screeners, client registration/intake personnel)

• Catch-all term to cover individuals that will be supporting shelter activities including serving as a screener, registration, and meal services.

Logistics Staff • Provide support for the use of the facility. Ensure the safety, security, and sanitation of the shelter. Procure, store, and distribute supplies and equipment at the shelter.

Case Manager • Oversees case workers and coordinates with County, State, Federal, and volunteer agencies to coordinate services for shelter clients.

Case Workers • Assist shelter clients with community resources, donations, bulk distribution products, and other assistance post-landfall.

Shelter Transition Lead • Serves as the State lead for team working with organizations, and agencies from local, state, and federal staff working to identify temporary housing solutions to allow closure of the shelter.

Transportation • Transportation Vehicle to transport residents for essential services while staying at the shelter and for their return home.

Driver • Driver to operate transportation vehicle to transport shelter residents to essential services and home.

Access and Functional Needs

• Ensure all shelter residents have equal access to the programs, services, and activities and are compliant with the Americans with Disabilities Act and other civil rights laws. And identify residents who are considered vulnerable or need acute health care that extend beyond the capacity of the shelter.

Pet Support Staff • Provide services in support of a co-located facility designed to shelter household pets.

The staff listed above are expected to have a minimum of two (2) years’ experience working in the social services and/or health care fields and must have the following abilities:

• Able to follow procedures and job tools including reporting requirements.

• Able to interact with community members in a clear, compassionate manner, respectful of diversity and unique needs.

• Able to involve appropriate others in managing problems and conflict.

• Able to acquire, evaluate, and report information accurately.

• Able to lift / carry 20 lbs. multiple times/shifts.

• Able to stand and or sit for two-hour periods.

• Able to bend or stoop multiple times.

• Able to step up/down 18 inches and climb two or more flights of stairs.

• Able to speak clearly on phone and in person.

• Able to drive in daytime and at night.

• Able to work outdoors in inclement weather, extreme heat and/or humidity and/or extreme cold.

• Able to function in a dynamic and stressful environment with little or no supervision, adapting to change, negotiating compromise, and tolerating ambiguity.

• Able to participate and contribute to regular meetings.

• Must have good organizational skills and be accountable.

• Must have active listening skills.

• Able to work well with others.

Contractor Specific Tasks and Deliverables

Readiness Phase – Planning Detailed planning is a critical component for operational readiness and interoperability with existing sheltering plans in the State of Florida. Within 30 days of contract execution and annually no later than May 1, the Contractor shall:

• Develop an operational plan for activating, mobilizing, deploying, managing, demobilizing, and immediate redeployment or movement (i.e. needs at different facilities or two subsequent storms) shelter teams to augment County and State sheltering activities for both congregate and non-congregate shelter settings.

• Develop and train shelter staff for working in a congregate or non-congregate setting.

• Conduct Level 1 background screening on all shelter personnel.

o Level 1 (section 435.03(1), Florida Statutes) refers to a State-only name-based check, and an employment history check, as well as a check of the Dru Sjodin National Sex Offender Public Website. It may include a local criminal records check.

o Contractors must not allow personnel who are subject to these disqualifying offenses to work on the project.

• Create a time-phased activation and mobilization schedule to describe the steps, decisions, communication, and notification tasks that the Contractor will implement.

• Maintain resources and supplies to allow staff to be self-sufficient and to effectively operate.

o Establish and create a communications plan to communicate with personnel from activation to demobilization.

Response Phase - Shelter Operations When there is an incident that is expected to require significant sheltering of Floridians, the State will notify Contractors and discuss services and resources needed and establish an emergency activation and mobilization timeframe, which could be within 24 to 48-hours (or less in extreme situations.) After the Contractor has been contacted and briefed by the Division, notified of the deployment worksite, and given a notice to proceed/approval by the Division in writing (email, text, signed quote, purchase order), the Contractor must:

• Provide an organizational chart to demonstrate program management capabilities to prepare for and respond to the Division’s request for shelter support.

o Provide the number, type, and experience of trained shelter staff in a congregate or non-congregate setting.

o Provide the minimum number of trained shelter personnel that would be available to staff shelters within 24 to 48 hours of notification from the Division.

o Describe the process the Contractor recommends using to identify and assign staff to shelters.

• Provide resumes and qualifications by position once received the Division will review and notify the Contractor if there is staff that shall not deploy.

• Mission(s) will be entered into the States Mission Management Systems activating the Contractor(s). Each mission will be updated to reflect the number of staff by location where assigned.

• Mobilize project manager(s) to the State Emergency Operations Center (EOC) to coordinate with the State.

• Identify and mobilize available staff to support shelters and timeframe of arrival;

and identify training, information, and safety protocols that the Contractor will use prior to deploying staff.

• Keep track of your staff, maintain records of an employee’s contact information and hours worked. Plan to track the following staff information:

o Contact Information.

o Dates/hours worked supported by sign in sheets and activity logs.

o Locations where work was performed.

o Track Volunteer hours and donations.

• Notify and obtain an assessment of available staff to support shelters and timeframe of arrival.

• Provide assessment of capabilities to FDEM within 12-hours following initial request.

• Develop a mobilization plan and confirm all background checks and required elements are met.

• Conduct pre-deployment briefings between mobilizing shelter staff and receiving Counties or the State (if a State-operated shelter).

• Maintaining contact and provide daily situation reports to the State on the status of shelter efforts every 12-hours (once per operational period). Daily situation reports shall include the following:

o Situation reports (sitreps), activity sheets, sign in/out sheets, communication logs, resource requests, and/or patient care forms as instructed.

o Upload reports in the state mission management system and add comments when necessary.

o Failure to provide required reports for two consecutive operational periods can result in ineligibility of the payment for those operational periods due to not meeting the deliverable.

o Failure to reply to communications within 24 hours could result in penalties up to termination of contract.

• Provide General Population shelter services as appropriate and requested by the State.

o Pre-determined shelter sites will be utilized. This may be congregate facilities such as schools, community centers, County buildings, arenas, and convention centers. Non-congregate shelter facilities may include hotels, motels, and dormitories.

o Shelter site locations may be established inside or outside the impacted area.

o Shelters may range in size. (The pricing request is for staffing to support 50 people. Capacity at each site/campus may far exceed 50 shelter residents but limited to 50 per room to allow for social/physical distancing. For example, if a campus has a 100 people, the State will assign two shelter teams.)

o Contracted personnel must be fully self-sufficient, including transportation and lodging.

o The Contractor must have the ability to sustain two 12-hour shift, 24-hour operation for duration; however, a transition to three 8-hour shifts will be allowed as more staff become available.

o Overnight shifts should minimally consist of a supervisor and dormitory worker (s), The State will retain the option to reduce or increase the mission scope and period of operations based on the magnitude of the incident.

o The Contractor will interface with those contract services being provided by the State, County, non-profit groups, and other private-sector vendors.

o The Contractor shall be prepared to provide individuals to augment current county/state shelter teams.

• The number of shelters and teams activated and/or deactivated will be based on the scale and scope of the incident. The State reserves the right to increase or decrease the total teams assigned and modify the team composition based on the incident need. The Contractor will be responsible for providing teams to provide support twenty-four (24) hours a day, which will remain in active status for up to fourteen (14) days unless deactivated earlier as authorized by the Contract Manager or designee.

• The Contractor will be responsible for all supply provisions, equipment, and costs for travel expenses including lodging and meals for staff while on active and inactive duty during an event. Due to the nature of the work and impacts of the incident, staff will be required to lodge at the assigned shelter and maybe transitioned to nearby base camps when available. This requirement is to ensure hotel space is not taken away from survivors.

• The Contractor will be responsible ensuring that its personnel arrive to the assigned shelters prior to assignment date. If resources are not available as deemed by the State due to a natural disaster or consumer demand, the State may provide the Contractor suggestions for lodging.

• The Division reserves the right to increase or decrease the scale of the Contractor deployed personnel based on the worksite location needs within the Contractor’s capabilities.

• The Contractor will be responsible for time keeping of personnel with check-in/check-out dates and times at the designated worksite location.

Demobilization Phase The Division may request demobilization of Contractor personnel resources at any date and time during Contractor deployment. Shelter staff shall continue to provide shelter services until demobilized by the County or via the State shelter manager.

• The Contractor shall confirm all demobilization with the State to identify if reassignment to another shelter location is necessary.

• The Contractor shall not automatically back fill positions unless otherwise stated in the mission.

• Upon confirmation, personnel shall transition responsibilities to replacement staff and participate in debriefings with the County as requested.

• If the shelter is closing, support closing efforts as directed and approved by the County or State.

• The Contractor shall maintain personnel accountability for all personnel and equipment during their demobilization till their travel home and check-in at home station.

• The Contractor shall participate in the State debriefing sessions.

• The Contractor shall submit copies of all shelter forms and documents electronically, organized as specified by the State (e.g., by location and date).

Travel, Lodging and Per Diem The Contractor’s rates shall be inclusive of travel, lodging and per diem unless otherwise authorized in writing by the Division.

Invoicing The Contractor will be compensated each month for services performed the prior month, in accordance with the labor categories and hourly rates in Attachment B, Price Sheet.

Invoices are due by the 5th day of each month. Invoices will be based on staff hours worked on tasks outl ined in the scope of work. The Contractor must provide supporting documentation for the hours worked under each position (detailing corresponding activity) for the period for which reimbursement is requested. The Contractor shall provide copies of approved activity timesheets identifying the hours, by position and the rate charged for that position. Contractors will not charge higher labor rates for lower position level activities.

The Contractor must submit an itemized invoice for payment. Invoices must, at a minimum, include the following information:

• Contractor Name and remit to address

• Contractor billing contact phone number and/or email address

• Contractor Tax Identification number

• Purchase Order or Contract number

• Billing Date

• Full period of performance

• Deliverable with description

• Payment amount requested

• Incident Name

• Mission Number

• Timekeeping Reporting

• Proof of work for all line items

The Contractor must submit invoices through the Division’s web-based invoice processing system known as DEMES. You must register for an account at the following link:

https://www.fdemportal.com/vendors

Once registered, you will receive an email confirmation and link to access the DEMES site. All invoices and supporting documentation must be uploaded to the DEMES site to begin the invoice review process.

For questions regarding the registration process and/or status of invoices contact:

demes@em.myflorida.com.

The Contractor shall only submit invoices monthly. Invoices can only be submitted for the service period in which the Contractor has written authorization from the Division to provide services. Invoices submitted incorrectly or submitted in an improper method to what is required will not be paid until the invoice is corrected.

The State of Florida cannot make deposits or pay for goods and/or services in advance unless approved under rules issued by the Chief Financial Officer (CFO) of Florida.

Therefore, payments by the Division covering goods and/or services will be due and payable within 40 days after the receipt of a proper invoice and actual receipt of goods and/or services per section 215.422(b), Florida Statutes. The Division is not authorized to pay the Contractor any deposit for personnel resources or services to be rendered in the future.

Although the State of Florida’s statutory timeline prescribes for Contractor payment within 40 days, this timeline may be suspended by emergency executive and/or agency order during emergency activations in recognition of the anticipated increase in volume of invoices, and payments to the Contractor may be delayed.

Therefore, the Contractor must have sufficient funds on hand to cover all Contractor personnel and staff salaries and other expenses for a minimum of 90 days.

The Division is exempt from the payment of Florida sales and use tax on real property https://www.fdemportal.com/vendors mailto:demes@em.myflorida.com rented, transient rental property rented, tangible personal property purchased or rented, or services purchased.

The Contractor is responsible for gathering and providing supporting documentation for any Federal Emergency Management Agency (FEMA) or Division reimbursement requests and for completing accurate and detailed documentation required to receive reimbursement.

Financial Consequences If the Division determines that the performance of the Contractor is unsatisfactory, the Division will notify the Contractor in writing of the deficiency to be corrected, which correction shall be made within a timeframe specified by the Division. The Contractor shall, within the time specified, provide the Division with a written corrective action plan describing how the Contractor will address all issues of contract non-performance, unacceptable performance, and failure to meet the minimum performance levels, deliverable deficiencies, or contract non-compliance. If the corrective action plan is unacceptable to the Division, the Contractor will be assessed a financial consequence of non-performance equivalent to 10% of the total invoice amount or as specified in the contractual documents. The financial consequence will be applied to the invoice for the then-current billing period.

Contractor Name:

Position Title Short Description Hourly Rate Overtime Rate Reserve

/Standyby Rate

Optional Renewal Year Hourly Rate

Optional Renewal Year Overtime Rate

Optional Renewal Year

Reserve /Standyby Rate

Program Manager

services, ensuring that all contractual requirements are met.

• Upon notification from the State, the program manager shall mobilize in support of the mission and work closely with the state to activate and deploy shelter staff to congregate and or non-congregate shelters.

$218.00 $327.00 $163.50 $239.80 $359.70 $179.85

Planners • Planners will assist with the completion of all readiness tasks and ensuring that the Contractor is prepared to deploy shelter staff. This position can be remote. $146.00 $219.00 $109.50 $160.60 $240.90 $120.45

Shelter Mangers • Provide oversight, administrative support and supervision for all functions in the shelter. Ensure that the residents’ needs are being met. $175.00 $262.50 $131.25 $192.50 $288.75 $144.38

Shift Supervisor • Support the Shelter Manager in duties as delegated to ensure all shelter needs are addressed. $146.00 $219.00 $109.50 $160.60 $240.90 $120.45

Registration Worker

• Ensure that all shelter residents are greeted and registered upon arrival. Maintain a system for checking residents in and out when they leave for any period. Manage the system of record keeping for shelter registrations.

$95.00 $142.50 $71.25 $104.50 $156.75 $78.38

Feeding Staff

• Provide meals, snacks and water for residents and staff. Ensure that necessary resources for food service are available. Plan for and manage the preparation and service of meals and snacks.

$95.00 $142.50 $71.25 $104.50 $156.75 $78.38

Dormitory Staff

• Set up and assigning sleeping areas within the dormitory; coordinating with Logistics or the Shelter Manager for cots, blankets, and hygiene kits; and monitor the dormitory area to maintain a safe and quiet environment for residents to sleep and rest.

$95.00 $142.50 $71.25 $104.50 $156.75 $78.38

Shelter Worker (screeners, client registration/intake

• Catch-all term to cover individuals that will be supporting shelter activities including serving as a screener, registration, and meal services. $95.00 $142.50 $71.25 $104.50 $156.75 $78.38

Logistics Staff • Provide support for the use of the facility. Ensure the safety, security, and sanitation of the shelter. Procure, store, and distribute supplies and equipment at the shelter. $140.00 $210.00 $105.00 $154.00 $231.00 $115.50

Case Manager • Oversees case workers and coordinates with County, State, Federal, and volunteer agencies to coordinate services for shelter clients. $140.00 $210.00 $105.00 $154.00 $231.00 $115.50

Case Workers • Assist shelter clients with community resources, donations, bulk distribution products, and other assistance post-landfall. $105.00 $157.50 $78.75 $115.50 $173.25 $86.63

Shelter Transition Lead

• Serves as the State lead for team working with organizations, and agencies from local, state, and federal staff working to identify temporary housing solutions to allow closure of the shelter

$150.00 $225.00 $112.50 $165.00 $247.50 $123.75

Transportation • Transportation Vehicle to transport residents for essential services while staying at the shelter and for their return home. $105.00 $157.50 $105.00 $115.50 $173.25 $115.50

Driver • Driver to operate transportation vehicle to transport shelter residents to essential services and home. $105.00 $142.50 $71.25 $115.50 $173.25 $86.63

Access and Functional Needs

• Ensure all shelter residents have equal access to the programs, services, and activities and are compliant with the Americans with Disabilities Act and other civil rights laws. And identify residents who are considered vulnerable or need acute health care that extend beyond the capacity of the shelter.

$140.00 $210.00 $105.00 $154.00 $231.00 $115.50

Pet Support Staff • Provide services in support of a co-located facility designed to shelter household pets. $95.00 $142.50 $71.25 $104.50 $156.75 $78.38

Sub-Total $2,045.00 $3,052.50 $1,552.50 $2,249.50 $3,374.25 $1,716.01

INITIAL PRICING TOTAL

Attachment B - Price Sheet

Initial Pricing Year 1-3 Optional Renewal Pricing Year 4-6

$6,650.00