ESBD_427038_1749497118493_TDEM-RFP-1535 Base Camps.pdf

Texas Division of Emergency Management 30-TDEM-RFP-1535

BASE CAMP TURNKEY SERVICES

RFP # 30-TDEM-RFP -1535

PROPOSAL MUST BE RECEIVED BEFORE:

July 11, 2025 at 4:00 PM CDT

NOTE: PROPOSALS must be submitted through AggieBid.

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TAMU

Please plan ahead and submit your proposal early in case you have technical issues.

Pursuant to the Provisions of Texas Government Code Title 10, Chapter 2156.121 - 2156.127, sealed proposals will be received until the date and time established for receipt. After receipt, only the names of proposers will be made public. Prices and other proposal details will only be divulged after the award if one is made.

REFER INQUIRIES TO:

Joanna Morgan, CTCD, CTCM Contract Administrator II / HUB Coordinator email: joanna.morgan@tdem.texas.gov

REQUEST FOR PROPOSAL

Table of Contents

SECTION 1. INTRODUCTION 4

1.1 Introduction

1.2 Brief History and Current Organization

1.3 Scope of Work

1.4 Award………………………………………………………………………………………………………4

1.5 Contract Term

1.6 Schedule of Events

SECTION 2. REQUIREMENTS 5

2.1 Technical Proposal

2.2 References

2.3 Specifications ……………………………………………………………………………………………………...5

2.4 Specifications Definitions………………………………………………………………………………..24

SECTION 3. GENERAL INFORMATION 25

3.1 Submittal Deadline and Location

3.2 Submittal Instructions

3.3 Texas A&M Contacts

3.4 Inquiries and Interpretations

3.5 Electronic State Business Daily Website

3.6 Open Records

3.7 Terms and Conditions

3.8 Proposal Components

SECTION 4. GENERAL TERMS AND CONDITIONS 27

4.1 General

4.2 Final Review and Approval

4.3 Definitions

4.4 Time of Performance

4.5 Default

4.6 Termination

4.7 Agreement Amendments

4.8 Independent Vendor Status

4.9 Right to Audit

4.10 Sales and Use Tax

4.11 Observance of Texas A&M Rules and Regulations

4.12 Non-Disclosure

4.13 Publicity

4.14 Severability

4.15 Non-Waiver of Defaults

4.16 Governing Law

4.17 Intellectual Property

4.18 Venue ………………………………………………………………………………………………………..30

SECTION 5. CONTRACTUAL REQUIREMENTS 31

5.1 Texas Public Information Act

5.2 Insurance Requirements

5.3 Indemnification

5.4 Other Benefits

5.5 Alternative Dispute Resolution

5.6 Prohibition Involving Human Trafficking

5.7 Not Eligible for Rehire

5.8 Boycotting Israel

5.9 Business with Certain Countries & Organizations

5.10 Billing Resolutions

5.11 Payment

5.12 HUB Subcontracting Plan

SECTION 6. EXECUTION OF OFFER 34

6.1 Proposer Affirmation

6.2 Texas Family Code Section 231.006

6.3 Substitute W-9

6.4 Direct Deposit

6.5 Signature

SECTION 7. RESPONDENT’S QUESTIONAIRE/COMPANY EXPERIENCE 36

7.1 Company Profile

SECTION 8. PRICING 37

SECTION 9.

EVALUATION CRITERIA FOR AWARD

9.1 Evaluation Information

9.2 Demonstration/Presentation

9.3 Evaluation Criteria and Weights

SECTION 10. NON-COLLUSION AFFIDAVIT 39

Appendix A – Insurance Requirements

Appendix B – HUB Subcontracting Plan

Appendix C – TDEM Terms and Conditions…………………………………………………………………………………………………….43

SECTION 1

INTRODUCTION

1.1 Introduction

The Texas Division of Emergency Management (TDEM) is responsible for tracking and monitoring activities related to grant awards administered by the Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), and others. TDEM currently assists approximately 2,000 subrecipients in all phases of the response and award process and has over 10,000 individual constituents.

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED IN THIS RFP

CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL REQUIREMENTS AND

QUESTIONS AS DIRECTED.

1.2 Brief History and Current Organization

The Texas Division of Emergency Management (TDEM) coordinates the state emergency management program, which is intended to ensure the state and its local governments respond to and recover from emergencies and disasters and implement plans and programs to help prevent or lessen the impact of emergencies and disasters. TDEM implements programs to increase public awareness about threats and hazards, coordinates emergency planning, provides an extensive array of specialized training for emergency responders and local officials, and administers disaster recovery and hazard mitigation programs in the State of Texas.

TDEM is charged with carrying out a comprehensive all-hazard emergency management program for the State and for assisting cities, counties, and state agencies in planning and implementing their emergency management programs. A comprehensive emergency management program includes pre and post-disaster mitigation of known hazards to reduce their impact, provisions for effective response to emergency situations, and recovery programs for major disasters. Chapter 418 of the Texas Government Code lays out an extensive set of specific responsibilities assigned to the Division.

In 2019, the 86th Texas Legislature passed legislation signed by Governor Abbott which transferred the Texas Division of Emergency Management from the Texas Department of Public Safety to The Texas A&M University System.

1.3 Scope of Work

TDEM is seeking to establish IDIQ contingency contracts that will allow vendors to provide turnkey base camp services to TDEM as needed. The scope of this RFP calls for a contract commercial vendor as a source for the State of Texas to establish specified emergency base camps providing total turnkey base camp support services.

Incidents the Contractor will be responding to include, but not limited to, hurricanes, wildfires, tornados, and any other event requiring a base camp. The Contractor shall provide all necessary labor, supervision, equipment, tools, materials, fuel, supplies and transportation, except as stated in this paragraph, necessary to provide the items and services described herein and set forth in subsequent task order (s). The State may provide all fuel requirements except for liquefied petroleum gas. The State may request a liaison to coordinate efforts in the State Operation Center to support 24-hour operations for the incident duration. Contractor services include:

•Camp and Subcontractor Mobilization;

•Site Preparation;

•Installation and maintenance of all contractor-provided equipment;

•All services necessary to efficiently manage and operate the base camp;

•Demobilization.

1.4 Award

The intent of this RFP is to make multiple awards.

1.5 Contract Term

The original contract period resulting from this RFP will be one (1) year from the date of award, with the option to renew for an additional four (4) one-year periods, provided all terms and conditions of the original agreement remain the same and the extension is mutually agreed upon by all parties.

1.6 Schedule of Events

The review and approval of RFPs is a multi-step process that requires variable amounts of time.

Responders are advised that the projected “Formal Execution of Agreement” date, as listed in the “Tentative Timetable,” may require an extension.

Timetable

EVENT DATE

Issue RFP June 09, 2025 at 4:00 PM CDT Deadline for Submission of Questions June 20, 2025 at 4:00 PM CDT Answers to Questions Posted June 27, 2025 at 4:00 PM CDT Deadline for Submission of Proposals July 11, 2025 at 4:00 PM CDT Approximate Date for Vendor Presentations TBD Expected Contract Start Date TBD

SECTION 2

REQUIREMENTS

2.1 Technical Proposal

Provide a detailed plan on how you propose to provide the requested customizations based on your understanding of the current environment and the scope of work described in Section 1.3, the response shall clearly detail:

2.2.1 Vendor Qualifications

2.2.1.1 Summarize why the Respondent is the best company to provide the necessary materials/supplies in a fast-turnaround environment including your business experience completing such tasks.

2.2.1.2 Provide a resume of the key individual(s) that would be associated/committed to the project.

2.2.2 General Requirements

2.2.2.1 Provide a detailed overview of your company’s ability to provide mobile command trailer equipment.

2.2.2.2 Provide an overview of previous fulfillment of similar projects (Fire, Police, EMS, or other Public Safety organizations).

2.2 References

Respondents shall provide a list of references, a minimum of three (3), where services comparable in size and scope have been performed in the last three (3) years. References shall include the Company Name, Contact Person, Company Address, Telephone & Fax Number, and Email Address. TDEM reserves the right to contact these references to verify the vendor’s ability to perform these services. A negative reference may be grounds for the disqualification of your RFP response.

2.3 Specifications

Contractors shall assume that access and augmentation of pre-existing buildings and facilities are not available.

If available, augmentation of a pre-existing building may be used as a base camp or crew quarters for first responders or as a mass care shelter for displaced persons.

The Contractor shall house all authorized base camp occupants with temporary billeting structures, pole tents, frame tents, trailers, wrap-around services, and other facilities with, but not limited to, leveled hard floors, heating and air conditioning, and fire extinguishers in accordance with ANSI Z.4.4, NFPA 102, CH 7,8 and 9 and NFPA 101.

All housing solutions shall be equipped with HVAC to meet all environmental conditions as well as provide, but not limited to; bedding and linens, comfort kits, kitchen, meal services, dining hall, operations center, medical unit, refrigerated trucks, shower units, hand wash units, certified potable drinking water, water purification and manifold distribution systems, toilets, on-site manifold distribution of black and greywater and associated on-site sanitation, trash removal and dumpster service, industrial generators/power generation, camp lighting, diesel 4,000 watt light towers, identification cards, fencing and barricades, utility vehicles, tooling and equipment for plumbing, electrical, instrumentation, and other consumables including plates, cups, and kitchen utensils. The Contractor shall also provide communication services, including telephone and wireless internet connectivity, as requested.

2.3.1 Types of Base Camps

The nature of the event, the size of the impact area, and the need for emergency worker facilities will determine the size of the base camp. TDEM and its customers reserve the right to estimate a base camp population at the time of release order award and throughout the duration of the release order award for billing purposes scaled on a daily average basis as follows:

Services Provided Type I 1,501 - 2,000 Occupants Type II 1,001 - 1,500 Occupants Type III 501 - 1,000 Occupants Type IV 251 - 500 Occupants Type V 1 - 250 Occupants

The Contractor shall maintain the capability to establish, support, and maintain full-service capabilities for the types of base camps for each site. For larger camps, Types can be combined at one site, such as Type I and Type III, to build a 3,500-occupancy base camp.

2.3.2 Standalone Rentals and Services

The units and services will be used as event specific and will give the state the option of obtaining and tailoring the service requirements on a statewide basis depending on the declared emergency and the response requirement.

The Contractor will be responsible for providing single standalone items that may be required for use at locations other than base camps including but not limited to; (1) Kitchen/Food Services, (2) Showers, (3) Laundries, (4) Hand wash units, and (5) Restrooms. Contractor will be responsible for all requisite ablution equipment and commodity reordering necessary to support standalone rentals and services.

2.3.3 Hours of Operation and Deployment Requirements

The Contract shall be capable of establishing and maintaining a base camp within disaster impacted areas within 56 hours of Contract activation. Task Force assembly for deployment preparations will occur at approximately 12 hours and will proceed to undetermined deployment locations along specified impacted areas determined by the customer. The base camp structures must be erected within 36 hours of arrival at the Task Force destination in the impact area. Contractor equipment and service support personnel may join the Task Force at the origin or in route to the impacted area destination

For the purposes of this RFP, a week is seven (7) days, and a month is twenty-eight (28) days.

Items provided under this solicitation do not need to be new/unused but should be within the useful life of the item and in good condition. Delivery of goods/services under this RFP must be coordinated with the Agency.

2.3.4 Site Layout and Preparation

The contractor shall provide a campsite layout in accordance with spacing and implement stormwater erosion controls in accordance with Federal, State, and local regulations, including but not limited to obtaining permits, performing all necessary site improvements, and restoring the site to meet or exceed the original site conditions.

Depending on the site and with Customer approval for customer facility modification, the Contractor shall perform all necessary site improvements and excavation to ensure positive drainage, expand site capacities, create parking, and perform selective clearing and grubbing in accordance with Federal, State, and local environmental regulations to make the site ready for placement of contractor provided equipment and services. The Contractor shall maintain campgrounds on a periodic basis including brush clearing, grass, and brush cutting.

2.3.5 Camp Lighting

The contractor shall provide sufficient night lighting in most commonly used base camp areas and around dining, shower, and restroom areas to permit safe movement of personnel. All lights shall be National Electric Code (NEC) listed for outdoor and wet conditions. Egress and emergency lighting shall be provided per 2006 International Fire Code, section 2403.

2.3.6 Environmental Control Units (ECU)

The contractor shall ensure that all HVAC shall be provided for all structures and have the capability of maintaining the interior temperature of cool tented areas to approximately 72 degrees Fahrenheit from ambient temperatures of 95 degrees and heat to approximately 72 degrees Fahrenheit from ambient temperatures of 40 degrees.

2.3.7 Hazardous Materials

The contractor is responsible for handling all hazardous substances and disposing of hazardous substances in accordance to governing laws and conditions. All hazardous waste materials will be handled and disposed of by trained and licensed personnel.

2.3.8 Security Standards

Base camp(s) shall be kept in compliance with applicable OSHA rules in 29 CFR Part 1296 & 29 CFR 1910 and all other local, State and Federal regulatory standards and conditions for safety and health and environmental management.

2.3.9 Code Adherence and Compliance Reporting Requirements

The Contractor shall be responsible for adherence to all applicable Local, State, and Federal building regulations, rules, ordinances, and laws. This includes but is not limited to all local, State, territorial OSHA and Environmental Management Department regulations, the 2006 International Fire Code – Chapter 24, ANSI Z.4.1, 4.3, 4.4, and NFPA 101 – Life Safety Code for the occupancies being constructed.

Contractor shall be responsible for acquiring all permits and approvals for construction and installation services provided. The Contractor shall be responsible for meeting manufacturer recommended installation specifications.

The Contractor shall perform a local code review of the jurisdictional area where the base camp is located and implemented any requirements that determined to meet and exceed regulations, rules, ordinances, and laws indicated in this RFP. Contractor will be required to submit a written compliance report to the customer upon completion of a code review of the base camp(s) within 15 days from the issued contract activation date.

2.3.10 Access and Functional Needs

The Contractor is responsible for accommodating individuals with functional needs. This includes, at a minimum, the application of the Americans with Disabilities Act (ADA) Standards for Accessible Design along with any other Federal, State, territorial, or local regulations. The facilities within base camp services must meet these standards include, but are not limited to, billeting areas, administrative areas, restrooms, shower facilities, hand-washing stations, and laundry units.

2.3.11 Daily Logs

The contractor shall maintain daily logs with mapping and addresses of all base camps it is operating under this contract. The Contractor’s employees, including subcontractors, shall not be included in occupancy, meal or laundry counts for billing purposes, but shall be included in a separate category in the daily logs to aid in the event of an emergency or evacuation situation.

2.3.12 Identification and Credentialing

The Contractor shall furnish civilian occupant identification in the form of wristbands. The Contractor shall provide photo identification badges for all Contractor employees requiring entry into the camp. Identification cards shall always be displayed on the outer clothing of the occupants within the camp.

Other agencies, including government, social services, and voluntary agencies providing direct services, law enforcement, fire, EMS, Emergency Management, and other authorized personnel, may be present on-site either part or full time. Those personnel shall display agency-issued photo ID at all times.

Identification will be used to access lodging and camp facilities. The contractor shall communicate with the Customer contract representative to keep an accurate record of all base camp occupants.

2.3.13 Security and Security Logs

The prime contractor will provide full perimeter unarmed security personnel at all gates and will be responsible for coordinating with sworn law enforcement on security issues in addition to providing additional roaming guards in accordance with the camp size – 24 hours per day. In the event the state determines the need and response requirements require security fencing, the contractor should provide a temporary chain link fence at the minimum of 6’ as soon as practical for each site area, gated with controlled access to base camp perimeters.

Other agencies, including government, social services, and voluntary agencies providing direct services, law enforcement, fire, EMS, Emergency Management, and other authorized personnel may be present on-site either part-time or full-time. Those personnel shall always display agency-issued photo ID.

2.3.14 Ablution Equipment Specifications

“Certificated” potable water supply, showers, hand wash stations, laundry facilities, restrooms, and the prime contractor at each camp provides wastewater collection systems. All water supply equipment is rated for potable water supply in accordance with ANSI/NSF 42, 53, and 61 standards. Water systems are installed and operated in accordance with AWWA standards C900, C901 and NSF 14 for distribution systems and flexible lateral supply piping.

All potable water must be “certificated” by a Federal or State agency prior to use. The prime contractor will ensure that each tanker of water to be used is “certificated” as potable and copies of all certificates maintained by the prime contractor for a period of not less than three (3) years. Prime contractor upon request, shall provide all documentation and certificates for all “certificated” potable water to the Customer.

Should a state health official deem a specific water source as “potable” for continuous re-supply, the prime contractor must get that certification in writing from the health official as well as name, organization, address and phone number.

All greywater must be captured and removed from the base camp site. Greywater must comply with all applicable disposal requirements as outlined in 30 TAC Chapter 285 and Chapter 210. The contractor shall properly dispose of greywater in accordance with all state, local, and municipal requirements in the affected service area.

The Contractor shall pump greywater from each source to include but not be limited to; (1) Kitchen/Food Services, (2) Showers, (3) Laundries, (4) Hand wash units, and (5) Restrooms. The Contractor must provide, for the duration requested, the appropriate number of pumping and disposal services to maintain continuous operation for all shower units, laundry units, hand wash stations, and kitchens. The Contractor must be registered as a sludge transporter with TCEQ and follow all operating and reporting requirements. Fees associated with registration are solely at the responsibility of the Contractor. Reference 30 TAC § 312, Subchapter G.

All black water must be captured, contained, and taken to a State-approved facility for disposal. The prime contractor is responsible for any fees associated with that disposal.

2.3.15 Solid Waste Collection and Disposal

The Contractor shall provide all necessary solid waste collection and disposal for base camps in accordance with EPA 40 CFR 243, 30 TAC Chapter 330 and any additional State, and local regulations at least once per day.

2.3.16 Billeting

Contractor provided billeting shall be provided in commercially available climate-controlled facilities which include floors, doors, lights, sleeping cots, and fire extinguishers in accordance with ANSI Z.4.4, NFPA 102, CH 7,8 and 9 and NFPA 101. Such billeting shall be fully installed and ready for occupancy within 96 hours after purchase order. Changes to accommodate scaling increases or decreases in camp occupancy shall be completed within 24 days after notice had been received from the Customer’s authorized point of contact.

Pole tents, frame tents, trailers, wrap-around services, and other facilities must conform to normal wind loading requirements of at least 45 mph sustained, or 70 mph for ANSI/ASCE. Contractors should issue a certificate of compliance to demonstrate that frame tents shall be rated for a minimum Class C wind loads (70 mph) in accordance with ANSI/ASCE 7-93. Contractor may use multiple structures to accommodate all required activities and services. Pole and Frame tents shall meet or exceed state code for flame retardancy and NFPA 701 requirements.

Tents must be fitted with leveled firm flooring and HVAC systems for climate control living conditions. Prior to placing floors on to the ground, an entomology service shall be utilized to eliminate potential bug or insect hazards. Periodic screenings and repeat applications shall be provided as needed to ensure inactivity. Flooring should be adequate to provide a safe walking environment and must be cleaned and maintained throughout the event.

For privacy and to accommodate work schedules, windows are not required for membrane structures. All lights shall be NEC and UL listed for outdoor and wet conditions. Cell phone charging areas shall be provided throughout the tents.

Fire Extinguishers shall be provided for each individual structure with quantities as required for each structure and rated for Type ABC fires. Special areas such as kitchens that may require other rated type extinguishers appropriate for specific locations. Camp residents will be notified of all fire extinguisher and automated external defibrillator AED locations. All billeting will come with emergency exit lighting and wired or battery-operated smoke detectors. All personnel will be shown emergency egress and shown a Billet personnel staging area in the event of an emergency to maintain a proper headcount.

2.3.16.1 Temporary Housing

The Contractor shall provide a method for determining personnel sleep locations within the base camp.

The contractor shall provide appropriate billeting for the personnel assigned to the camp including but not limited to beds or cots to accommodate number of personnel assigned to camp.

Accommodations for privacy of persons must be provided. The contractor shall provide sperate areas for families/male/female and day/night shifts. The contractor is responsible for accommodating individuals with special needs; this includes at a minimum ADA and federal, state, and local code requirements. All sleeping areas shall be cleaned once daily or more frequently if needed.

Sleeping cots shall be constructed of nylon and aluminum or equivalent and have a minimum 300 lb.

capacity. Pillow, blankets, sheets, and pillowcases shall be provided with each cot. Cots shall be placed in accordance with ANSI 4.4. Steel bunk beds with mattresses may be provided at higher occupancy sites that have a limited amount of floor space. Storage boxes, lockers or shelving for personal effects will be provided to ensure a neat, orderly environment. Each resident shall have access to his or her own individual locker that can accommodate a padlock (padlock only required if lockers provided do not come with built in locking mechanism).

Contractor shall supply each occupant with a personal comfort kit/ toiletry hygiene kit. Travel sized consumables and/or disposable towels will be replaced every 3 days or as appropriate. Either launderable or disposable items may be used. Personal comfort kits are to include as appropriate:

Comfort Kit:

1. Comb/Brush– one each

2. Toothbrush

3. Shoes – Flip Flops or Shower Shoes

4. Shower towels to include:

a. Washcloth

b. Hand towel

c. Bath towel

5. Bar or shower gel soap

6. Shampoo and conditioner

7. Shampoo and conditioner, Ethnic

8. Toothpaste

9. Disposable razor and shaving cream/gel

10. Contact solution

11. Contact lens case

12. Facial tissues

13. Deodorant

14. Sanitary napkins (Female)

15. Insect repellent (packet)

16. Sunscreen

2.3.16.2 Administration Facility

Contractor is required to set up and maintain a main office and administration facility. This area shall be within tented facilities or office trailers and should house the contractor’s offices, camp management, and representatives. This facility shall also be the location for in-processing and out-processing of camp occupants by the contractor and will be used for camp information boards. The contract shall provide separate administrative area for camp management, meeting facility for camp management and representatives, resident check-in, credentialing, resource ordering, central security, and camp command element, copiers, fax, folding tables, chairs, administrative office supplies, and credentialing/badge system.

2.3.16.3 Dining Facility

The contractor shall provide a Dining Facility for the personnel assigned to the camp. Food services will be accomplished through contract catering. Three meals per day will be served with a Midnight meal for camp administration and staff/ 24-hour operations. An approved 14-day rotation meal plan will be established.

Food service facilities must meet all required State public health code requirements to include a commercial grade NSF approved equipment, sealed floor, HVAC, bug screens and/or air curtain blowers, equipment and utensil sanitation, fire suppression, and hand wash stations in numbers appropriate for the size of camp. Camp catering must be able to feed at least 10 percent more persons above camp residents.

2.3.16.4 Medical Clinic

This area will be used for outpatient sick calls and as an ambulance staging area for medical emergencies. Staff, additional medical equipment, and supplies will be provided by EMS or the State Health Agency (HHS). The Contractor shall provide separate tent facility. Camp operations type’s I – V should include 8 beds w/linen, blankets & pillows, tables, chairs, divider wall, small refrigerator, hand sink, 2 IV poles, 2 gooseneck floor lamps, 2 folding pole stretchers w/ IV poles, 2 floor fans, medical waste can/bags, 12–110-volt outlets, area for daily sick calls.

Patients that require medical/nursing care for chronic and/or acute physical, psychiatric disability or cognitive impairment conditions or other health issues that prevent the individual from being housed in a Base Camp will be relocated to a medical facility determined by EMS or HHS, on a case-by-case basis.

Any emergency will necessitate calling 911.

2.3.16.5 Moral, Welfare & Recreation (MWR) – OPTIONAL

This area shall be a tented facility with lights, power, HVAC, and flooring. This area shall also have tables and chairs for reading and doing personal paperwork (seating capacity 5% of base camp occupants). The area shall have television capabilities for inhabitants to relax. The contractor shall provide aerobic and strength training equipment (5% of camp capacity), TV, internet access (5% of camp capacity), cell phone charging stations as well as numerous magazines and newspapers. Contractor shall provide separate tent facility to accommodate tables, chairs, two large screen TVs, recreational equipment, board and card games, and refreshments to accommodate number of residents assigned to the base camp. Attached to or adjacent to mobile units Contractor should provide tables, chairs, TV, board and card games and refreshments for a minimum of fifty persons.

2.3.16.6 Canine Shelter Area/K9 Support Area – OPTIONAL

A K-9 support area will be established for USaR, Bomb, Drug, and/or other security or specialty K-9 dogs attached to personnel residing in the base camp. An area away from resident sleeping and dining areas will be designated with a separate chain-link fence and dog-walk area. Portable cages under cover, a hand-washing station, and lighting will be provided in the space. Food, water, and cleaning of the space will be the responsibility of the handlers.

2.3.17 Kitchen and Food Services

Contractors shall provide adequate kitchens and food services that shall comply with current Federal, State, and Local laws or regulations, including but not limited to; the Texas Department of State Health Services, the National Electric Code (NEC), the Uniform Plumbing Code (UPC), Federal and State potable water codes, Occupational Safety and Health Administration (OSHA), Food and Drug Administration Food Code (Food Code), National Restaurant Association Standard (NRA), National Sanitation Foundation Standards (NSF), and/or Food Service Programs like the US Army Technical Bulletin Med 530, and other contractual requirements.

Kitchen and dining facility shall be a fixed temporary ground level facility. Any steps or platforms shall have solid handrails, not chain link, in addition to other current OSHA standards for handrails and stairs (29 CFR

1910.23 – 1910.24).

The Contractor shall provide food preparation services capable of providing meals per feeding sufficient to meet base camp occupancy levels. All meals shall be prepared in accordance with the United States Army fourteen (14) Day Menu program, or equivalent and may be enhanced based on individual chef specialties and skills. Food shall be visually appealing, appetizing, and nutritionally sound.

The Contractor shall prepare breakfast, lunch, dinner each day and a midnight meal as required for 24 hour operation. Contractor shall have first meal to be served no later than 8 hours after Contractor’s arrival at deployed location. Total cost of daily meals cannot exceed maximum GSA per diem rates for meals for the state.

2.3.17.1 Kitchen Requirements

Contractor shall furnish all labor and items necessary for a fully functioning kitchen including but not limited to the following:

1. All necessary labor, including, complete management, control, transport, purchase receipt, storage, issue, set up, handling, processing, packaging, preparation, food serving and cleanup at the kitchen and eating area site. All food and condiments.

2. All cooking and serving equipment, serving utensils, eating dishes, and supplies. Eating dishes shall be paper with the exception of cups. All cold drink cups shall be 12-ounce or16-ounce cups. Cups for hot drinks may be paper or polystyrene foam. If the cups are made of foam, they must be manufactured from FDA sanctioned hydro-chlorofluorocarbons (HCFC) blowing agents.

3. Disposable eating utensils (factory sealed in plastic, at least of medium weight) and serving utensils (factory sealed in plastic, wrapped in plastic wrap, or put in plastic bags) for hot or cold meals at remote camps and base camps.

4. A small weighing scale for spot-check of minimum weight requirements.

5. Hot and cold thermometers for monitoring of food temperatures.

6. Food-grade plastic gloves for food service personnel.

7. Current test strips for checking dish washing sanitizing solution.

8. Phosphate-free, antibacterial liquid soap and paper towels for hand washing facilities,

9. Waterproof tent(s) for the eating area(s) that can accommodate fifty percent (50%) of the Headcount mobilization.

10. Separate, sturdy, smooth tables and seating (in good condition) that will not collapse.

11. Adequate lighting for the serving and eating areas.

12. Fly-proof/insect protection for all outer openings of the temporary food establishment including tents.

13. Garbage cans and liners for inside the kitchen unit.

14. All fuel and electricity for the kitchen, serving area and eating areas.

15. Refrigeration and freezer units for the storage of meats and other perishables.

Contractor shall ensure the following:

1. Provide and maintain certified potable water supply capable of supporting base camp occupancy levels using an appropriate size tanker.

2. Pickup of greywater and dispose of in accordance with local regulations.

3. Living accommodations and meals for Contractor’s personnel.

4. Adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA), National Fire Protection Association 10.

5. Separation and rinsing of kitchen recyclable materials by type (i.e., glass in one container, plastic in another, aluminum in still another, etc.), when recycling is practiced at the base camp or remote location.

6. Maintain all facilities used for meal preparation, serving, and cleanup in a sanitary condition in accordance with the current Food Code issued by the U.S. Department of Health and Human Services, U.S. Public Health Service, and Food and Drug Administration. A current copy of the Food Code shall be accessible in each kitchen unit.

7. Ensure that employees are neat and clean in appearance. All employees shall wear identification that distinguishes the Contractor represented. All food service employees shall always wear hair

8. restraints (hair nets, caps or other restraints) (long hair hanging out of caps without some type of restraint is not acceptable), aprons, and other apparel required by the Food Code. Single-use, food-grade gloves shall be worn when serving meals.

9. Ensure that employees cooking or handling food are free of communicable diseases. The Contractor shall train employees on the importance of hand washing as a means of preventing the spread of infection.

10. Provide equipment and operate in accordance with all current Federal, State, and local laws or standards; OSHA regulation; the National Electrical Code (NEC); the Uniform Plumbing Code (UPC); Federal and State potable water codes; the current Food Code issued by the U.S. Department of Health and Human Services; U.S. Public Health Service, Food and Drug Administration; and other contractual requirements stated herein.

11. Ensure that no alcoholic beverage and/or controlled substance are taken to the Services site, used by, or furnished to any person at the Incident. There shall be not use of tobacco products in the immediate area of food preparation or serving.

Ensure that only those Contractor employees essential to the mission remain at the Services site.

12. Provide employees to maintain all self-service food bars. A minimum of one employee shall monitor and maintain the salad bar during the entire meal period.

13. All food shall be prepared and cooked inside enclosed systems, which include the kitchen unit(s) and enclosed coffee systems, except food may be cooked and served from approved outdoor barbecues.

14. All hot food, with the exception of beverages, shall be served from the kitchen unit(s).

2.3.17.2 Kitchen Unit

Contractor shall furnish all cooking, serving and kitchen equipment, including but not limited to; steam tables (electric or gas), hand washing facilities, ventilation equipment, refrigeration storage units, sneeze guards, pipes, fittings, hoses, lighting, and all additional necessary safety equipment for operations. Equipment shall be ready for operation, which includes all fuel, oil, preventative maintenance, and repair. A current copy of the FDA Food Code shall be accessible in each kitchen unit.

Hand Washing Facilities: Hand washing facilities shall be provided within reasonable distance of food service area, including but not limited to; the main kitchen area, and inside all food preparation areas at separate locations.

Ventilation Equipment: Shall be provided over all cooking equipment to adequately remove cooking odors, smoke, steam, grease, and vapors. The ventilation equipment shall provide a reasonable condition of comfort to the employees. Grease filters and other means of grease extraction shall be readily accessible for cleaning.

Cold Storage Units: Food in refrigeration storage units shall be stored in accordance with the current National Restaurant Association (NRA) Standards and Food Code issued by the U.S. Department of Health and Human services. Refrigeration storage shall have enough space to properly store and maintain stored food at a temperature of 41 degrees or lower. Freezer storage space shall be capable of maintaining frozen food at 0 degrees F.

Thermometer: Refrigeration and freezer storage units shall each be equipped with a “min/max”, continuous graphing, or equivalent thermometer placed in accordance with current Federal, State and Local laws or regulations mentioned prior (reference A.8.18 Kitchen and Food Services). Temperature indicators must clearly provide a temperature reading of the inside of the unit.

Logbook: Contractor is responsible for recording the min/max temperatures inside refrigeration storage units, in a logbook, according to best practice. The logbook shall always be made accessible to public health authorities.

Sneeze Guards: Sneeze guards shall be provided to effectively shield and intercept the direct line between the average person’s mouth and the food being displayed.

Pipes, fittings, or hoses: All pipes, fittings, or hoses shall comply with the appropriate codes. All equipment shall preserve the potable water quality throughout the kitchen unit and peripheral equipment where water is stored and used. No galvanized pipe, fittings, or fixtures are allowed. Space around pipes, conduits, or hoses that extend through cabinets, floors, or outer walls shall be sealed. The seal shall be smooth and easily cleanable.

Lighting and Electrical: Light bulbs, tubes, etc., shall be covered with completely enclosed plastic safety shields, approved shatterproof type bulbs, or the equivalent. Light fixtures shall be installed to not constitute a hazard to personnel or food materials. All electrical receptacles not dedicated will be ground fault protected. No halogen bulbs will be permitted in enclosed spaces.

Potable Water: Contractor shall ensure enough potable water trucks with “certificated” potable water and equipment necessary to store a minimum of 1500 gallons of potable water as often as required for kitchen use only.

Storage: Contractor shall provide and supply a separate enclosed storage for cleaning supplies, clothing and insecticides which is completely away from food storage and food preparation areas.

Surfaces: Equipment, including the interior of cabinet units or compartments, shall be constructed so as to have smooth, easily accessible, and easily cleanable surfaces. Equipment surface shall be free from channels, crevices, flanges, ledges, sharp or jagged edges, and other cleaning obstructions. Unfinished wooden surfaces are not permitted.

Waste Management: Waste receptacles shall be readily accessible. They shall be constructed to be smooth, non-absorbent, and easily cleanable. The Contractor will supply dumpsters for the Kitchen and dining facility. The Contractor will arrange for pick up and disposal of all waste products trash, and cooking grease.

2.3.17.3 Food Services – Specifications

Food services will be accomplished through contract catering. The contractor shall provide food preparation services capable of providing meals at each feeding sufficient to meet camp occupancy levels. All meals shall be visually appealing, appetizing, and nutritionally sound. All meals shall be consumed at the incident dining area except for sack lunches. Contractor shall have first meal to be served no later than 8 hours after Contractor’s arrival at deployed location. Contractor will keep a record of meals served per meal, per day.

All meals shall be prepared in accordance with a fourteen (14) or twenty-one (21) Day Rotating Menu program similar to the United States Army fourteen (14) Day Menu program, or equivalent and may be enhanced based on individual chef specialties and skills. Standard menu items should be a variety for each type of meal; hot breakfast, sack lunches and hot dinners and made available to each person assigned to the camp. The food shall be selected and cooked to minimize health hazards.

The Contractor shall prepare three meals per day (breakfast, lunch, dinner) but shall be made available to serve midnight sack lunch, at a minimum, for emergency workers as required for 24-hour operation. The Contractor should have the capability to feed personnel when requested by the customer at times other than those established for regular meals. The intent is to provide meals on an “as requested” basis but does not require the kitchen to be open continuously 24 hours per day. The contractor shall prepare sack lunches. Lunch shall be prepared as bagged meals. Dinners shall be hot meals. The contractor shall accommodate special meal needs such as vegetarian or other special dietary menu needs.

All self-service bars should be monitored and maintained. The Contractor should have at least one employee trained in safe food handling procedures who is assigned to monitor and maintain the salad bar for the duration of the dinner meal period. An adequate number of tongs and utensils shall be provided.

Food supplies shall be staged in appropriate storage equipment, dry vans, or refrigerated/freezer trucks until prepared. Meal counts for each meal shall be provided to the Customer’s authorized point of contact on a daily basis.

The Contractor should ensure that all contractor personnel entering or working in food preparation and/or serving areas should wear hairnets or disposable hats in accordance with TB MED 530 Standards. The Contractor should ensure that employees are neat and clean. Single-use, food-grade gloves should be worn when serving meals.

The Contractor should ensure that each Mobile Food Service Unit Kitchen Manager has a Certificate of Completion for food service management, handling, and sanitation training accredited by the American National Standards Institute or Department of State Health Services - Reference Chapter 438 - Public Health Measures Relating To Food, Rules & Regulations.

2.3.18 Laundry Facility

The laundry and services will be used as event specific and will give the Customer the option of obtaining and tailoring the service requirements dependent on the declared emergency and the response requirement.

Respondents should consider unit and services for 7 days, 24 hours of operation.

Upon notification, Contractor will provide all physical equipment and ancillary equipment necessary to be completely self-sustaining to include; potable water, greywater removal, waste management, power generation, propane for the duration of the operation and demobilization.

Laundry Requirements:

1. Self-contained mobile laundry (either self-serve, or staffed)

2. Lighting inside and outside

3. Safety railings on stairs, as applicable

4. All fuel, electricity, and water for each laundry unit

5. Laundry unit capacity, minimum: 500 lbs. fluff and dry

6. Laundry Supplies

a. Laundry Soap

b. Bleach

c. Laundry Bags

7. Potable Water Supply

8. Tanks for greywater

9. The Contractor is responsible for the proper disposal of wastewater

10. Garbage cans and liners for outside the laundry unit.

11. Daily cleaning and restocking of supplies

12. The units must be maintained daily with a frequency to provide a safe and clean facility.

OPTIONAL: Fluff and fold service: include control, transport, purchase, receipt, storage, issue, setup, handling, processing, laundry soap, bleach, and laundry bags.

2.3.19 Hand Wash Station

The hand wash stations and services will be used as event specific and will give the Customer the option of obtaining and tailoring the service requirements dependent on the declared emergency and the response requirement.

Service Requirements – All Hand Wash Stations

1. Service Frequency: Daily

2. Keep units clean

3. Contractor is responsible for providing the cleaning supplies and products

4. Remove and dispose of full trash bags

5. Replenish trash bags, soap, and towels

6. Provide maintenance as required

7. Provide and maintain potable water supply

8. Pickup of greywater and dispose of in accordance with local regulations

Specifications- Hand Wash Stations

1. Multi-user sink system

2. Faucets: Hands Fee, Foot Pump

3. Unit must include water source connections and hoses

4. Contractor provided consumables:

a. Hand Soap Dispenser, Liquid

b. Disposable towels

c. Plastic bags for waste

2.3.20 Shower Facility

The showers and services will be sued as event specific and will give the Customer the option of obtaining and tailoring the service requirements dependent on the declared emergency and the response requirement.

Upon notification, Contractor should provide all physical equipment and ancillary equipment necessary to be completely self-sustaining to include; potable water, greywater removal, waste management, power generation, propane for the duration of the operation and demobilization. Contractor should furnish all labor to include; but not limited to, complete management, control, transport, purchase, receipt, storage, issue, set up, handling, processing, drying towels (paper) and soap for dispensers.

Showers will be self-contained trailer mounted, or container configured and provide weather protection. Users should have protection from inclement weather conditions including the sun while waiting. The contractor should furnish garbage cans and liners for outside the shower unit. A five-gallon water bucket with chlorine solution for flip-flops used for showering.

A shower schedule will be established and posted to accommodate the population served, but for purposes of worst case planning, Respondents should consider unit and services for 7 days, 24 hours of operation. The quantity of heads will be dependent on the trailer/container configuration but should be sufficient to accommodate the base camp population.

Shower Facilities Service Requirements

1. Daily Service

2. Rental rate to include setup and installation as coordinated with Customer

3. Fresh water hook up to available water supply

4. Water hose hook up to be provided by Contractor

5. Removal and disposable of greywater in accordance with local regulations

6. Replace light bulbs as needed

7. Keep showers, sinks and mirrors clean and sanitary

Shower Facility Specifications

1. Self-contained showers within an enclosed trailers

2. Individual stalls for each shower head

3. Changing areas

4. Segregated by male and female

5. Electrical lighting inside and outside

6. Water Hot and Cold

7. Fuel and/or power for lighting and hot water

8. Required Consumable Supplies:

a. Liquid soap

b. Disposable towels

c. Disposable shower shoes

d. Light bulbs

OPTIONAL: Sink with mirror. Number recommended by manufacturer for the size of the trailer and number of shower heads.

ADA Shower Specifications:

1. Self-contained shower either stand alone or trailer mounted

2. Shower Head: One

3. ADA compliant interior

4. ADA compliant ramp and rail access into shower unit

5. Dimensions: ADA Compliant

a. Door sufficiently wide to allow wheelchair access

b. Barrier free door sill

c. Interior space with sufficient room to maneuver wheelchair

6. Handrail supports for assisted mobility

7. Privacy latch with occupancy indicator, if possible

8. Private stall

9. Changing area

10. Electrical: Lighting inside and outside

11. Water Hot and Cold

12. Fuel and/or power for lightning and hot water

13. Required Consumable Supplies:

a. Soap

b. Disposable Towels

c. Disposable shower shoes

d. Light Bulbs

OPTIONAL: Sink with Mirror

2.3.21 Toilet Facility

The toilets and services will be used as event specific and will give the Customer the option of obtaining and tailoring the service requirements dependent on the declared emergency and the response requirement.

Upon notification, Contractor should provide all physical equipment and ancillary equipment necessary to be completely self-sustaining to include; potable water, greywater removal, waste management, power generation, propane, for the duration of the operation and demobilization.

The Contractor should ensure sufficient restroom facilities that provide adequate health and safety, as required by ANSI Z4.1, Z4.3, and Z4.4.

Toilet Facility Requirements

Portable Toilets, Standard, Self-Contained, Stand Alone, Non-Flushing

Daily Services Requirements

1. Service Requirement Minimum: When the toilet is at one-third tank used capacity

2. Service Frequency: Daily

3. Pumping or evacuating the effluent from the portable toilet receptacle into the truck holding tank and disposed of at licensed and approved disposal sites as needed. (Officially approved disposal sites can be found by consulting with local health officials)

4. Recharging the portable toilet receptacle

5. Cleaning the interior of the portable toilet by spraying and/or scrubbing with brushes

6. Contractor is responsible for providing the cleaning supplies and products

7. Restock toilet paper

8. Performing minor repairs to the portable toilet as needed

Standard Portable Toilet Specifications

1. Non-Flushing

2. Stand Alone/Self-Contained

3. Anti-Slip Floor Surface

4. Toilet/Urinal

5. Privacy latch with occupancy indicator

6. Toilet Paper

7. Toilet Paper Holder for minimum of two rolls

8. Ventilation is…