Mass_Care_&_Shelter_services.pdf

COUNTY OF ORANGE

COUNTY EXECUTIVE OFFICE - CPO

REQUEST FOR PROPOSAL (RFP)

FOR

MASS CARE & SHELTER SERVICES

RFP NO. RFP-017-2831606-JL-2

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/ocgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Orange RFP

County Executive Office - CPO - Mass Care & Shelter services, RFP-017-2831606-JL-2

County of Orange

County Executive Office - CPO

Procurement and Contract Services

400 W. Civic Center Dr.

Santa Ana, CA

92701

SCHEDULE OF ACTIVITIES

Release of RFP Solicitation August 10, 2026

Question Submission Deadline August 24, 2026, 2:00pm

RFP Submittal Closing September 11, 2026, 2:00pm

PROPOSALS MUST BE RECEIVED ON

OR BEFORE

Friday, September 11, 2026

2:00 pm

SECTIONS

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

SECTION 2. PROTEST PROCEDURES

SECTION 3. SCOPE OF WORK

SECTION 4. SCORING CRITERIA

SECTION 5. COST PROPOSAL

SECTION 6. SUPPLIER RESPONSES

SECTION 7. FEDERAL GRANT FUNDS

SECTION 8. OCLSB AND DVBE PREFERENCE POLICIES CERTIFICATION

REQUIREMENTS

Attachments:

A - RFP Mass Shelter Care-Final Model contract

B - Mass_Care_Cost_Evaluation-sample

SECTION 1. INTRODUCTION AND INSTRUCTIONS TO RESPONDENTS

1.1 INTRODUCTION

The County intends that the successful Respondent shall provide Mass Care & Shelter services proposed in accordance with contract requirements set forth in the solicitation and Model Contract, including Attachments.

1.2 COUNTY HOLIDAYS DURING SOLICITATION PERIOD

During this solicitation period, the County Executive Office - CPO will be closed on the following County holidays - https://hrs.oc.gov/employee-relations/employee-resources

1.3 INSTRUCTIONS TO RESPONDENTS AND PROCEDURES FOR SUBMITTAL

A. Responses are to be uploaded via the County's eProcurement Portal at https://procurement.opengov.com/portal/ocgov. For assistance on uploading Response via County’s eProcurement Portal, please contact procurement-support@opengov.com or https://help.procurement.opengov.com/en/

B. Examine the Contract Documents and the site of the proposed work carefully before submitting a Response for the work contemplated. Investigate the conditions to be encountered, as to the character, quality, and quantities of work to be performed and materials to be furnished and as to the requirements of all Contract Documents.

The County has attempted to provide all information available. It is the responsibility of each Respondent to review, evaluate, and, where necessary, request any clarification prior to submission of a Response. If any person contemplating submitting a response to this

Request for Proposal (RFP) is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they may submit a written request for clarification/interpretation to the County Deputy

Procurement Agent (DPA) via the County’s eProcurement Portal under the bid page for this solicitation.

If clarification or interpretation of this solicitation is considered necessary by County, an addendum shall be issued, and the information will be posted via the County’s eProcurement Portal. Any interpretation of, or correction to, this solicitation shall be issued by the DPA. It is the responsibility of each Respondent to periodically check the County’s eProcurement Portal to ensure that they have received and reviewed any and all addenda to this solicitation.

The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any verbal information. If an addendum is issued, Respondents must acknowledge the addendum via the County’s eProcurement

Portal.

All questions or requests for interpretations must be received within this solicitation by Monday, August 24, 2026, before 2:00 pm. The DPA will provide all official https://hrs.oc.gov/employee-relations/employee-resources https://procurement.opengov.com/portal/ocgov https://procurement.opengov.com/portal/ocgov mailto:procurement-support@opengov.com https://help.procurement.opengov.com/en/ communication concerning this solicitation. Any County response relevant to this solicitation other than through or approved by the DPA is unauthorized and will be considered invalid.

C. Responses must be valid for a period of at least three hundred sixty-five (365) calendar days from the closing date and time of receipt. No Response may be withdrawn after the submission date.

D. Each Respondent must submit their response electronically via the County’s eProcurement

Portal.

E. All pages must be submitted on standard 8.5 x 11-inch sized document, numbered and identified sequentially by section. Responses must be organized and indexed as outlined in the Response Requirements Section. It is imperative that all Respondents comply, exactly and completely, with the instructions set forth herein. All responses to this solicitation shall be type written or word-processed (except where otherwise provided or noted), concise, straightforward, and must fully address each requirement and question. Although not as a substitute for a complete written response, additional material, such as technical documents, may be referenced in any response if the material is included in the same section as additional information.

F. Responses are not to be marked as confidential or proprietary. The County may refuse to consider any Responses so marked. All Responses and supporting documents will be subject to the provisions of the California Public Records Act (California Code

Government Code 7920.000 et seq.) (PRA) and will be disclosed or withheld in accordance therewith. The County shall not be liable in any way for disclosure of any such records.

Additionally, all Responses shall become the property of the County.

Respondents should not request that certain information be treated as exempt, and statements in the Responses should not be marked as confidential or proprietary. In the event that any information is marked as confidential or proprietary, as it may be absolutely necessary, Respondents have the sole responsibility of obtaining any applicable injunctive reliefs to prevent the disclosure of such confidential proprietary information in connection with any request made to County pursuant to PRA or a subpoena for disclosure of such information.

G. Each Respondent shall exercise reasonable care and diligence to avoid submitting a

Response that could result in a conflict of interest if Respondent were to be selected. This obligation shall apply to the Respondent, the Respondent’s employees, agents, and relatives, sub-contractors, and third parties associated with accomplishing work and services in response. In the event Respondent has done work for the County on this Project in the past or has reason to believe that a conflict of interest may exist for Respondent in regard to this Project, Respondent should consult with its legal counsel prior to responding to this solicitation. Any Respondent who is found to have an actual conflict of interest may have its response rejected on that ground.

Respondent, its employees and/or consultants may be subject to the provisions of the

California Political Reform Act of 1974 (the “Act”), which (1) requires such persons to disclose any financial interest that may be materially affected by services provided under this Contract, (2) prohibits such persons from making, or participating in making, decisions that could reasonably affect such interest; and (3) may require the filing a Statement of

Economic Interest (Form 700).

If subject to the Act, Respondent shall conform to all requirements of the Act. Failure to do so shall constitute a material breach and is grounds for immediate termination of the

Contract by County. Respondent shall indemnify and hold harmless County for any and all claims for damages resulting from Respondent’s violation of this Section.

H. By submitting a response, the Respondent represents that it thoroughly examined the

County’s requirements, is familiar with the services required under this solicitation and is qualified and capable of providing the services to achieve the County’s objectives.

I. Each Respondent must submit its response in strict accordance with all requirements of this solicitation and compliance must be stated in the response. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items on additional information section for the County’s consideration as specified in the

Response Requirements Section, “Statement of Compliance.”

Note: Allow sufficient time to upload all required files. The County’s eProcurement Portal will not allow any uploads after the due date and time specified herein, e.g., if Part 1 and 2 uploaded successfully at 1:58:38 P.M. and Part 3 is in progress of being uploaded at 2:00:01

P.M., Part 3 will not upload successfully.

J. Pre-contractual expenses are not to be included in the Cost Proposal, Attachment B, Pricing and Compensation. Pre-contractual expenses are defined as including, but not limited to, expenses incurred by the Respondent in: a) preparing the response to this solicitation; b) submitting that response to the County; c) negotiating with the County any matter related to the Respondent’s response; and d) any other expenses incurred by the Respondent prior to the date of award and execution, if any, of the Contract.

K. Any response may be construed as non-responsive and ineligible for consideration if it does not comply with the requirements of the solicitation, including but not limited to technical features, acknowledgment of receipt of addenda, and page number limits, etc. These are common causes for deeming a response non-responsive.

L. Where two or more Respondents desire to submit a single response to this solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm that may subcontract with multiple firms (team) but not with multiple firms doing business as a joint venture.

M. County does not require and neither encourages nor discourages the use of lobbyists or other consultants for the purpose of securing business.

N. The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your submission response.

O. The County requires a valid UEI number and full registration prior to Contract

Award. Your company must obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your submission response.

P. Effective from the issuance date of this solicitation until a Contract is awarded or the solicitation is withdrawn, all individuals or entities responding—including their employees, agents, representatives, proposed partners, subcontractors, members, lobbyists, or attorneys (collectively "Respondents")—are prohibited from engaging in any direct or indirect communication with County personnel involved in the selection process, except with the designated Deputy Procurement Agent (DPA). Respondents may continue conducting business with the County on matters unrelated to this solicitation and may communicate with County staff, provided the solicitation is not discussed. Any attempt to engage in discussion regarding this solicitation with anyone other than the designated DPA will be presumed to create an unfair competitive advantage and may result in disqualification.

Q. After the closing date and time for receipt of Responses, evaluation, and if requested by the County, in-person interviews will commence. Respondents who submit Responses most responsive to the County’s requirements may be asked to give a presentation of their response to County staff. The County makes no guarantee as to the number of Respondents selected for in-person interviews. Selected Respondents should be prepared to make its presentation within five (5) business days after notification and be prepared to discuss all aspects of its response in detail, including technical questions regarding the response.

Respondents shall not be allowed to alter or amend its response through the use of the presentation process.

County Deputy Procurement Agent (DPA) for this solicitation is: Jessica Loy, jessica.loy@ceo.oc.gov http://www.dnb.com/ http://www.usfcr.com/

1.4 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this solicitation. All questions regarding this solicitation must be submitted via the Question

& Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this solicitation other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Jessica Loy, jessica.loy@ceo.oc.gov, will provide all official communication concerning this solicitation.

1.5 MINIMUM QUALIFICATIONS/REQUIREMENTS

Respondent’s shall meet the following minimum requirements and qualifications to proceed to the evaluation process. The Respondent shall clearly identify and demonstrate how each of the minimum qualifications has been met. Failure to have the ability to, upon County request, provide any of the items requested below may result in disqualification of your response. These qualifications must be maintained during the term of any resultant Contract.

A. The Contractor shall demonstrate documented experience providing the requested services during at least one previously proclaimed disaster, as evidenced by reference letters, or shall have an existing or prior contract for similar services with at least one government agency of comparable size and scope.

B. The Contractor shall ensure that all personnel, including subcontractors, possess all licenses required to perform the services under this Contract. Copies of all required licenses shall be provided to the County prior to the commencement of any work, and all licenses shall remain valid throughout the term of the Contract.

1.6 EVALUATION PROCESS

Responses deemed to meet all minimum solicitation requirements will be scored based on the established evaluation criteria, and will be assigned points that measure the responsiveness to each identified criterion. The total number of points earned will be tallied for each response, based upon the Respondent(s) submitted written materials.

Responses shall be evaluated by an Evaluation Panel of job knowledge experts on the basis of the responsiveness to the requirements in this RFP. The County may request clarifications, or otherwise verify the contents of the response, including information about the Respondent, Contractors and sub-contractors.

The scoring is based on evaluation of the response as measured against the Scoring Criteria, which includes County of Orange Procurement Preference Policy, in accordance with Sections 1.8-103 and 4.3-112 of the 2026 County Contract Policy Manual (CPM). A copy of the 2026 CPM can be found at https://cpo.oc.gov/cpm. Responses will be evaluated from the most advantageous to the least advantageous to the County.

https://procurement.opengov.com/portal/ocgov https://cpo.oc.gov/cpm

1.7 SELECTION/AWARD PROCEDURES

Upon the completion of the evaluation process, the Evaluation Committee will make a recommendation for an award to the County’s DPA. Final award determination shall be subject to reference checks and past performance.

The Model Contract contained herein this RFP is the Contract proposed for execution. It may be modified to incorporate negotiated items and other pertinent terms and conditions set forth in this

RFP, including special conditions and requirements and those added by addendum, necessary attachments and/or exhibits, and to reflect Respondent’s response and qualifications. Any additional exceptions to the terms and conditions made by any Respondent after submission of its response may result in its elimination from further consideration.

Exceptions to the terms and conditions of the Model Contract or the statements regarding

Respondent’s inability to comply with any of the provisions thereof are to be declared in the response to the RFP in SUPPLIER RESPONSES - Statement of Compliance.

Negotiations may or may not be conducted with the finalist(s); therefore, the response submitted should contain Respondent(s) most favorable terms and conditions, since the selection and award may be made without further discussion or need for clarification. Any additional exceptions to the terms and conditions made by any Respondent(s) after submission of its response may result in elimination from further consideration.

The County will enter into negotiations with the selected Respondent and award a contract upon completion of negotiation of fees and contract terms. The award may be subject to/requires approval(s) by the County Board of Supervisors.

If a satisfactory Contract cannot be negotiated in a timely manner, County, in its sole discretion, may terminate negotiations with the selected Respondent and begin negotiations with the next

Respondent.

1.8 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Make use of any information or ideas in the responses submitted.

B. Request response revisions and hold discussions and negotiations with any Respondent as necessary to serve the best interests of the County.

C. Seek publicly available information about the Respondents.

D. Conduct, or not to conduct, in-person interviews and/or presentations with the highest-scored

Respondent(s).

E. Waive, at its discretion, any procedural, non-material defects, irregularity, or informality, which

County deems correctable or otherwise not warranting rejection of the response that do not result in any unfair competitive advantage. Any waiver will not excuse a proponent from full compliance.

F. Verify and validate any information prior to Contract Award and during the entire term of the

Contract.

G. Negotiate the final Contract with any Respondent(s), including pricing/fee schedule, as necessary to serve the best interests of the County;

H. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representations that any Contract will be awarded to any Respondent responding to this solicitation;

I. Award its total requirements to one Respondent or to apportion those requirements among two or more Respondents as the County may deem to be in its best interests;

J. Reject any response if it is conditional, incomplete or deviates significantly from the services requested in this solicitation; and/or

K. Request Best and Final Offer from any Respondent determined to be within the competitive range.

Unless requested by the County, late Best and Final Offers will not be accepted by the County for any reason. In addition, negotiations may or may not be conducted with Respondents.

L. Make multiple awards to Respondent(s) for services requested in this solicitation, at its sole discretion, to serve the best interests of the County.

M. Defer award of this Contract for a period of 180 days after the solicitation opening. During this period, Respondent shall guarantee the prices and terms quoted in their responses. The County and the responsive, responsible Respondent may mutually agree in writing to extend this deferral period.

Therefore, responses submitted shall contain the Respondent’s most favorable terms and conditions, since the selection and award may be made without discussion with any Respondent.

1.9 TITLE VI SOLICITATION NOTICE

The County of Orange, in accordance with the provisions of the Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all

Respondents that it will affirmatively ensure that any contract entered into pursuant to this advertisement, will be afforded full and fair opportunity to submit response to this solicitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.10 DEPARTMENT OF THE TREASURY, INTERNAL REVENUE SERVICE FORM

W-9/W-8 REQUIREMENTS

Effective June 3, 2006, all Contractors, entering into a Contract with County, who are not already established in Countywide ERP System as an Auditor-Controller supplier, will be required to submit to County a federal Form W-9, or form W-8 for foreign suppliers. County will inform

Contractor, at the time of award, if the Form W-9 or W-8 will be required.

In order to comply with this County requirement, within ten (10) days of notification of selection of award of Contract but prior to official award of Contract, the selected Contractor agrees to furnish to Contract administrator, or the Deputy Procurement Agent (DPA) the required W-9 or

W-8.

1.11 LEVINE ACT REQUIREMENT

Effective January 1, 2023, all contractors entering into a contract with the County, will be required to submit the Campaign Contribution Disclosure Form for any contributions made on or after

January 1, 2023. In order to comply with this requirement, Respondent agrees to furnish the required Campaign Contribution Disclosure Information form as a required submittal with its response. Failure to include the form as required will render the response nonresponsive.

SECTION 2. PROTEST PROCEDURES

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Jessica Loy at jessica.loy@ceo.oc.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy

Procurement Agent (DPA), Jessica Loy at jessica.loy@ceo.oc.gov, no later than five

(5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement

Agent, Jessica Loy at jessica.loy@ceo.oc.gov, no later than five (5) business days after the Notice of Solicitation Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the

County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy

Procurement Agent’s decision, a written appeal to the Office of the County Procurement

Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office

County Procurement Office

400 W. Civic Center Drive, 5th Floor

Santa Ana, CA 92701

Attn: County Procurement Officer

CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

mailto:CPOAppeals@ocgov.com

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 3. SCOPE OF WORK

3.1 GENERAL INFORMATION:

The County of Orange is comprised of 22 Departments and over 18,000 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services, and aviation.

3.2 SCOPE OF WORK

A. Definitions:

A. CEQA: California Environmental Quality Act

B. NEPA: National Environmental Policy Act

C. FEMA: The Federal Emergency Management Agency

D. ADA: Federal Americans with Disabilities Act

E. EOC: Emergency Operations Center

F. SUD: Substance Use Disorder

G. OA: Operational Area

H. Project Manager: Mass Care & Shelter Branch Director

I. MI&E: Meals, Incidentals, and Expenses associated with staff travel and lodging.

J. MREs: Meals Ready to Eat.

K. Medical Shelter: A medical shelter is a non-acute care shelter designed to provide short term medical oversight and supportive services for individuals whose health conditions or functional needs cannot be safely managed in a general population shelter but do not require hospital =-level care. Medical shelters operate in coordination with public health and healthcare partners and provide clinical monitoring, medication support, and assistance with activities of daily living as authorized by the County."

This operational definition is based on standard emergency management and public health sheltering practice as defined by FEMA/CDC/State guidance. It is not a single uniform definition and can be adjusted as needed.

B. County’s Objective:

The County of Orange is comprised of twenty-two (22) departments and over eighteen thousand

(18,000) employees located throughout the County. The County’s core businesses include public safety, public health, environmental protection, regional planning, public assistance, social services, and aviation. Acting as the Operational Area, the County may have more than one hundred (100) local government agencies that may require assistance during disasters.

The County’s objective under this Contract is to provide comprehensive, inclusive, and timely post-displacement support for individuals and families affected by natural or human-caused disasters. The intent is to ensure that all displaced residents, including individuals with disabilities and others with access and functional needs—receive essential resources that support short-term recovery and, when applicable, transition into longer-term assistance. Support may be provided through a variety of sheltering operations, which may range in size, scope, and location and may include, but are not limited to, reception centers, overnight shelters, regional centers, local assistance centers (LACs), family assistance centers (FACs), and other sheltering and recovery sites as determined by the County.

This Contract is established as a usage agreement due to the unpredictable nature of potential disasters. No compensation shall be due to the Contractor unless and until the County invokes the Contract in anticipation of, or in response to, a natural or man-made disaster, except as expressly authorized for pre-disaster exercises requested by the County. The County makes no guarantee that all services described herein will be required for each incident. Compensation for labor, materials, and equipment shall be reimbursed on a unit-cost basis in accordance with the rates set forth in Attachment B – Payment and Compensation and the Specific Requirements of this Contract.

C. Scope overview:

Contractor shall provide timely and coordinated disaster response contingency services in support of incident objectives as directed by the County Operational Area Emergency Operations

Center (EOC) and consistent with the Incident Command System (ICS) structure. Contractor shall collaborate with the County to develop and implement a care and sheltering plan for each disaster event, subject to written approval by the County Project Manager. All services shall be performed in compliance with applicable Federal, State, and local laws, ordinances, and codes, including, but not limited to, the Americans with Disabilities Act, and in accordance with the

County of Orange Operational Area Unified Emergency Operations Plan and related annexes, processes, and procedures.

The County, State, and Federal representatives reserve the right to inspect project sites, verify quantities, and review operations at any time.

D. Shelter Definitions

Shelter types shall include but are not limited to the following:

A. Congregate Care Shelter means an accessible facility set up to provide comfort, food, water, bathrooms, information, and/or sleeping accommodations to meet the immediate disaster-caused needs of individuals, families, and communities. Core services are provided in every shelter, and situational services are provided based on the needs of the clients. All services are programmatically and physically accessible to all clients.

B. Large-Scale Feeding Operation means the provision of food, snacks, and hydration to the affected population, ensuring all necessary health and safety requirements are met, for individuals of all ages, cultures, and health conditions.

C. County’s Responsibilities:

D. Activation and Direction

E. The County/OA EOC Director of Emergency Services shall authorize activation of this

Contract and shall appoint a County Project Manager (Mass Care & Shelter Branch

Director) from County personnel to act as the County’s primary point of contact and to lead mass care and shelter coordination under this Contract.

F. The County Project Manager shall issue written activation notices and/or task orders that specify the following, as applicable:

G. Incident name, event description, and location(s);

H. Scope of services to be performed by Contractor;

I. Required response times and performance period;

J. Reporting and invoicing standards; and

K. Any incident-specific assumptions or constraints.

L. Facilities and Site Arrangements

M. Where the County is responsible for arranging for shelter facilities, the County shall negotiate and execute required Site Agreements and shall conduct and document facility inspections, including pre- and post-occupancy inspections, in collaboration with appropriate County departments (e.g., Risk Management, Public Works).

The County shall provide, or shall coordinate with appropriate partners to provide, law enforcement support and other governmental functions that remain inherently governmental and are not delegated to Contractor.

C. Policy, Plans, and Coordination

D. The County shall provide Contractor access to relevant County plans and annexes, including the Mass Care & Shelter Annex, and shall identify applicable County processes and protocols that Contractor shall follow.

E. The County Project Manager shall review and approve Contractor’s shelter management policies and procedures and staffing plans for use under this Contract.

F. Contractors services, performance and contract specifications:

1. Core Services and Outcomes

When activated by the County, Contractor shall provide services to achieve the following objectives, as further described in this Scope of Work:

A. Policy for Reasonable Modifications

Contractor shall provide reasonable modifications to rules, policies, and procedures when needed to allow individuals with disabilities, behavioral health conditions, or SUD to access services equally. This includes access to safe-storage protocols for medications, support for continuation of prescribed medication-assisted treatment (MAT), and accommodations related to behavioral health symptoms.

B. Communication Accessibility Requirements

Contractor shall proivde accessible communication formats (plain language, pictograms, ASL interpreters, translation) and tools for individuals with cognitive impairments or mental illness that affect processing speed or comprehension.

C. Service Animals and Emotional Support Animals

Contractor shall accommodate service animals at shelters in accordance with ADA Title II.

Optional: Emotional support animals are not protected under ADA, but you may require a flexible policy depending on County preference.

D. Behavioral Health Emergency Protocols

Contractor shall maintain protocols for responding to behavioral health crises, including coordination pathways to the County Crisis Stabilization Units, mobile crisis teams, or other

County-designated resources. They must avoid punitive or exclusionary practices unless safety is at risk.

E. Withdrawal and SUD-related Needs

Contractor shall identify and escalate individuals experiencing symptoms of withdrawal to

County-designated medical or behavioral health partners; contractor staff shall not provide medical or clinical care unless authorized under Section E (Medical Sheltering).

A. Immediate Shelter and Housing Support

Contractor shall deploy mobile shelters and support the provision of temporary housing solutions for displaced individuals and families, including accessible shelter solutions that meet the needs of individuals with disabilities and others with access and functional needs.

B. Essential Food and Water Resources

Contractor shall provide and distribute nutritious meals, potable water, and emergency food supplies to displaced individuals, including reasonable accommodation of dietary restrictions

(e.g., religious, medical) as identified by the County.

C. Hygiene, Sanitation, and Health Support

Contractor shall provide and distribute hygiene kits, support accessible hygiene facilities

(including mobile showers and restrooms), and implement sanitation and waste-management measures to maintain a clean and healthy environment. This support is limited to non-medical hygiene and sanitation services and does not include the provision of medical care or clinical health services” to explicitly state that medical services are not part of scope

D. Support for Individuals with Disabilities and Access and Functional Needs “including but not limited to individuals living with mental illness, behavioral health conditions, or substance use disorders (SUD)

E. Contractor shall support individuals with disabilities and access and functional needs, including individuals with physical, sensory, cognitive, intellectual, and developmental disabilities; individuals experiencing mental illness, behavioral health conditions, or substance use disorders; older adults; and others requiring additional assistance. Support shall include accessible sheltering, communication supports, behavioral health-informed practices, access to adaptive equipment, transportation assistance, and personnel trained to assist individuals with diverse functional needs.

F. Contractor shall ensure staff are trained in trauma-informed care, de-escalation techniques, and best practices for supporting individuals experiencing behavioral health symptoms or SUD-related needs while maintaining safety and dignity.

G. Staffing requirements: All staffing shall be subject to County approval and must meet

County standards. The County reserves the right to request additional staffing, or the replacement of personnel, as necessary to meet operational needs.

H. Emergency Supplies and Basic Necessities

Contractor shall provide blankets, clothing, emergency sleeping materials, and access to heating or cooling resources as directed by the County. Contractor shall support reasonable efforts for family reunification and access to communication devices.

I. Long-Term Recovery and Assistance Coordination

When requested by the County, Contractor shall support case management functions to connect displaced individuals with housing, employment, healthcare resources, and other long-term recovery programs and shall coordinate with local, State, and Federal agencies consistent with

County direction.

J. Disaster Resilience and Preparedness Support

As requested by the County for pre-disaster exercises or post-disaster outreach, Contractor may support educational initiatives to inform residents about emergency preparedness and resilience, in coordination with the County.

A. Shelter Management

B. Contractor shall have the ability to fully operate and manage the shelter(s) in partnership with the Mass Care & Shelter Branch of the EOC. Shelter management policies and procedures will be reviewed and approved by the County Project Manager in advance of an activation, or the vendor may choose to use the County’s existing shelter management policies and procedures in the Mass Care & Shelter Annex.

C. Contractor will be given an opportunity to review the County’s existing Mass Care &

Shelter Annex. Contractor will have opportunities and be required to participate in planning sessions with the County throughout this contract as reasonably requested to ensure cohesive management of shelters if/when needed.

Shelter management policies and procedures shall include protocols for supporting individuals with behavioral health conditions, mental illness, or SUD, including crisis response, escalation pathways, and coordination with County behavioral health partners.

A. Shelter Staffing

B. Contractor shall provide adequate staffing based off shelter population to ensure the effective operation of shelter(s) for the duration of the disaster event, including the recovery phase, consistent with the staffing levels and roles specified in the activation.

C. Contractor shall propose organization charts and staffing patterns for the County Project

Manager’s review and approval, or alternatively, Contractor may request to use County’s existing staffing plans for County-operated shelters, subject to County approval.

D. Contractor shall ensure that all shelter staff and volunteers provided by Contractor have successfully completed background checks, including checks against registered sex offender and child abuse registries, and have been appropriately vetted prior to performing direct mass care duties.

E. In the wake of a disaster, the County, the American Red Cross, and other local jurisdictions may operate one or more shelters during a disaster. Some shelters may collocate government agencies, private non-profits, and other non-governmental organizations to provide recovery resources in one location. In the event of a Federal

Disaster Declaration, some shelters may transition to FEMA Disaster Recovery Centers.

Contractor shall provide shelter staffing services to maintain readiness to activate and staff one or more large-scale shelters for extended periods of time, in coordination with the County and its partners. Contractor shall demonstrate the ability to provide or secure staff trained in behavioral health response, including SUD awareness, crisis intervention techniques, and trauma-informed practices.

F. Staffing roles required by County may include, but are not limited to, the following:

G. Shelter Worker – Assists with shelter operations (reception, registration, feeding, dormitory, client assistance and support)

H. Shelter Supervisor – Leads and supports daily activities and supervises shelter workers.

I. General Staffing – Flexible staff providing general support (e.g., monitoring common areas, answering basic directional questions, assisting with setup and breakdown, directing traffic flow within the shelter, and communicating safety, security, or health concerns to shelter leadership).

J. Shelter Intake and Registration – Customer service staff who log survivors upon arrival, screen for eligibility (e.g., residency in the designated area), and direct individuals to services.

K. Bilingual Staff – Staff able to provide services in languages identified by the County as necessary for effective communication.

L. Behavioral Health Support Staff (Non-clinical) – Personnel trained in behavioral health awareness, trauma-informed care, and de-escalation techniques who assist individuals experiencing mental illness, behavioral health needs, or SUD symptoms and coordinate with County resources.

M. Staff Overtime, Travel, Lodging, and MI&E

N. Contractor shall provide sufficient staffing to minimize reliance on overtime shifts.

O. Contractor shall obtain prior written approval from the County Project Manager for all overtime hours. Overtime that is not pre-approved in writing shall be reimbursed at no more than the applicable regular-time rate.

P. Contractor’s approved hourly rates shall be fully burdened and shall include staff travel, lodging, and MI&E, unless otherwise expressly provided in Attachment B. The County shall not pay additional foreseeable costs over the approved and accepted hourly rates.

Q. Contractor shall be solely responsible for reserving, booking, and managing lodging and related travel arrangements for its staff.

R. Compliance with Non-Discrimination Laws and Regulations

Contractor shall comply with all applicable Federal, State, and local non-discrimination laws, regulations, and Presidential Executive Orders, including, but not limited to, the Americans with

Disabilities Act, Section 504 of the Rehabilitation Act of 1973, as amended, the Civil Rights Act, Department of Justice Title II regulations, and Executive Order 13166. Contractor’s obligations under this section explicitly include nondiscrimination based on disability, mental illness, behavioral health condition, substance use disorder, or perceived substance use history.

A. Medical Sheltering (Optional Service)

B. County-operated shelters typically do not include medical sheltering. If Contractor offers medical sheltering services, Contractor shall, upon County’s request, provide a written description of the staffing, resources, level of care, and any licensing or certification requirements associated with Contractor’s medical sheltering capabilities.

C. The County may, at its sole discretion, activate medical sheltering services under this

Contract by written notice specifying the location(s), scope of medical services, and applicable unit rates in Attachment B.

D. Contractor shall not provide medical sheltering services unless expressly authorized in writing by the County.

E. Medical shelter operations, staffing should include licensed clinical personnel based on client acuity and census.

F. Staffing levels for medical shelters shall be scalable and adjusted based on the number of clients served, level of medical complexity, duration of activation, and evolving incident conditions. Contractor shall demonstrate the ability to augment clinical staffing during surge conditions or prolonged operations (subject to County approval).

G. Tracking and Reporting

H. Contractor shall track participants at recovery centers and clients at shelters using a tracking system approved by the County Project Manager. At a minimum, Contractor shall maintain daily records of:

I. Services delivered;

J. Client demographics and contact information, as authorized by the County and applicable laws;

K. Operational statistics, including shelter occupancy and throughput;

L. Incident timelines and significant events;

M. Staffing logs by role and shift; and

N. Corrective actions and recommendations.

O. Contractor shall provide situation reports and statistical summaries to the County Project

Manager at the frequency specified in each activation or task order (e.g., twice daily, daily, or as otherwise directed in writing).

P. Contractor shall provide the County with shelter resident contact information upon request, in the format and level of detail specified by the County, subject to applicable privacy and confidentiality requirements.

Q. The County may conduct audits or evaluations of performance under this Contract.

Contractor shall cooperate with such audits and evaluations and shall provide all documentation reasonably requested by the County, State, or Federal representatives.

R. Pre- and Post-Operation Inspections

S. Prior to occupancy, Contractor shall participate in a joint pre-operation inspection of each facility to be operated or supported by Contractor. The inspection shall document existing damage, overall condition, accessibility, and any temporary modification needs.

T. Upon demobilization, Contractor shall participate in a joint post-operation inspection to document any damages and the final condition of the facilities.

U. County Risk Management and/or County Public Works shall participate in facility inspections and shall have final approval and acceptance authority for facility condition and documentation.

V. Contractor shall promptly notify the County Project Manager in writing of any observed facility damage or unsafe condition and shall not perform repairs unless expressly authorized in writing by the County.

W. Contractor shall work in collaboration with the County to identify and recommend suitable locations throughout Orange County for the deployment of temporary mobilization shelters. The County shall be responsible for negotiating Site Agreements and conducting and documenting all County-required facility inspections, including pre-and post-occupancy inspections.

X. Contractor shall ensure that all services are delivered in alignment with County regulations, disaster response protocols, and community needs, prioritizing the safety, well-being, and dignity of all individuals served.

Y. Regulatory and Funding Compliance:

A. CEQA/NEPA

The specific actions and projects undertaken under this Contract may be exempt from CEQA pursuant to California Public Resources Code Section 21172 and Title 14 of the California Code of Regulations, Chapter 3, Article 18, Section 15269, and may be exempt from NEPA.

Contractor shall work collaboratively with the County to determine whether specific actions and projects are exempt from CEQA and NEPA and to obtain concurrence from the County Planning

Department regarding the applicability of CEQA and NEPA to such actions and projects. If specific actions are not exempt, Contractor shall comply with all applicable CEQA and NEPA requirements as directed by the County.

B. FEMA and State Emergency Funding Compliance

Contractor acknowledges that the County may seek reimbursement for eligible costs under

FEMA Public Assistance programs and applicable State disaster recovery programs. Contractor shall comply with all documentation, timekeeping, and cost-tracking requirements specified by the County to support such reimbursement, including, but not limited to:

A. Daily timesheets with labor categories and hours worked;

B. Equipment usage logs;

C. Material and supply usage records; and

D. Copies of subcontracts and invoices supporting costs billed to the County.

Contractor shall retain all records related to services provided under this Contract for the record-retention period specified in the Contract and shall make such records available to the County, State, and Federal representatives upon request.

A. ACTIVATION, RESPONSE, LOGISTICS, TIMELINE, AND COMPONENTS

B. Response time Requirements:

C. The Contractor shall respond to requests for emergency displacement disaster services within 8 to 24 hours after receiving notification from the County. The Contractor shall work closely with the County to assess ongoing needs, adjust service delivery as necessary, and ensure compliance with all applicable emergency response guidelines and protocols.

D. The Contractor shall mobilize necessary resources, personnel, and equipment to designated locations as directed by the County to ensure the timely provision of essential services, including but not limited to:

E. An on-site Contractor liaison is present at the designated location within eight (8) hours of activation, unless otherwise specified in the activation notice; and

F. Deployment and setup of temporary shelters at approved locations.

G. Provision of food, water, and hygiene supplies to displaced individuals.

H. Establishment of accessible facilities, which include ADA showers and restrooms, to accommodate individuals with disabilities and functional needs.

I. Coordination of medical and mental health services for affected populations.

J. Implementation of safety and security measures at shelter sites.

K. Logistical support for transportation and evacuation as required.

L. Initial shelter operations, including registration, basic sleeping arrangements, and food and water distribution, are operational within twenty-four (24) hours of activation, unless otherwise specified in the activation notice.

M. Contractor shall work closely with the County to assess ongoing needs, adjust service delivery as necessary, and ensure compliance with applicable emergency response guidelines and protocols.

N. Implementation & Logistics

Contractor shall:

A. Deploy resources in coordination with local emergency response teams and the County

EOC

B. Prioritize support for high-risk and vulnerable populations, including individuals…