Project_Documents.pdf

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 10/11/23 Page 1 of 6

RFP #: 242596MN

RFP TITLE: GENERAL SUPPORT STAFFING SERVICES FOR DISASTER SHELTER

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting qualified Proposers to provide general staff support services to manage and operate disaster shelters and evacuation centers. General support staff shall deploy as a complete unit (Shelter Team). Licensure and certification requirements are detailed in the Scope of Services. Proposers are required to comply with Part II, Scope of Services, and Attachment A – Disaster Related Contract Provisions.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience providing general staffing services during a declared disaster or state of emergency.

3.2 Preferred Qualifications

3.2.1. Proposer has provided functional teams in a disaster response or recovery environment.

3.2.2. Proposer has provided shelter management services.

3.2.3. Proposer has provided shelter services in accordance with FEMA, American Red Cross, and/or State of Florida standards.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline. Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

https://procurement.opengov.com/portal/scgov

RFP Template Revised 10/11/23 Page 2 of 6

6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

6.2.1. This project includes Disaster Related Contract Provisions. All applicable grant documents will be included in OpenGov. Grant documents that require Proposer’s signature will be available in the Vendor Questionnaire section.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Required and preferred Licenses and Certifications.

7.1.3. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.2.2. Customer List - Provide a list of customers who have been provided services similar to the services described in this RFP in the last 5 years. Customer list should include contact information for a minimum of 1 and a maximum of 10 customers. At a minimum, include customer name, a brief description of services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information. When possible, include the dollar value of the contract. If unable to provide detailed information regarding private sector customers due to confidentiality concerns, provide as much information as possible for those customers.

RFP Template Revised 10/11/23 Page 3 of 6

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the requested services.

Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided.

7.3.2. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and deliverables.

7.3.3. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services.

7.4 Compensation

Provide a description of the total costs for one (1) Shelter Team for a fifteen day deployment, providing the requested Scope of Services. Describe any other proposed costs or fees. Compensation methods shall include hourly rates and detail all direct expense costs for all anticipated services.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

RFP Template Revised 10/11/23 Page 4 of 6

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation.

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award up to three (3) contracts to the Proposer(s) who, in the sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

RFP Template Revised 10/11/23 Page 5 of 6

9.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements.

9.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Consultant Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer shall not be allowed to https://www.scgov.net/government/procurement/contract-templates

RFP Template Revised 10/11/23 Page 6 of 6 substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

(End of Part I)

PART II

SCOPE OF SERVICES

Revised 10/07/20 Prepared by Emergency Services Part II - Page 1 of 4

1. PURPOSE

A. The selected Proposer shall provide general staffing services (Shelter Team) to manage and operate assigned Sarasota County shelters in accordance with Federal Emergency Management Agency (FEMA), American Red Cross, and State of Florida standards.

i. References

a. FEMA Shelter Field Guide, P-785 https://www.nationalmasscarestrategy.org/wp-content/uploads/2015/10/Shelter-Field-Guide-508_f3.pdf

b. Florida Statewide Emergency Shelter Plan, current version https://www.floridadisaster.org/dem/response/infrastructure/st atewide-emergency-shelter-plan/

2. STAFFING

A. Required Licenses and Certifications held by individuals on the Shelter Team:

i. License(s):

a. At least one (1) Shelter Team member shall be a Florida licensed Clinical Social Worker or Mental Health Counselor.

ii. Certification(s):

a. Shelter Manager shall hold training certificates for American Red Cross Shelter Operations or FEMA L/K 0419.

iii. Licensure and Certification(s) will be verified at time of deployment.

B. A Type-2 Shelter Manager as defined by FEMA National Qualification System standards is preferred.

C. Shelter Manager must be able to communicate effectively in English with County staff and public. Spanish language capability within the team would be advantageous but is not required.

D. Each Shelter Team shall consist of the following 18 personnel in accordance with the American Red Cross Shelter Staffing Template for 200 clients or less, two (2) shift model (1 shift = 12 hours):

i. Shelter Manager 1 (day shift only)

ii. Shift Supervisor 2 (1 day shift / 1 night shift)

iii. Administrative Support 1 (day shift only)

iv. Registration 4 (2 day shift / 2 night shift)

v. Dormitory Support 4 (2 day shift / 2 night shift)

vi. Feeding Support 2 (1 day shift / 1 night shift)

vii. Information Desk 1 (day shift only)

viii. Caseworker 2 (day shift only)

ix. Disaster Mental Health Counselor 1 (day shift only)

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E. While on-duty Shelter Team staff shall wear Contractor issued clothing to easily identify team members. Attire is professional and appropriate. For safety, close-toed shoes are required.

3. SERVICES

A. All employees and sub-contractors of the Contractor shall be considered to be, at all times, the sole employees of the Contractor, under the Contractor’s sole direction. Use of subcontractors must be pre-approved by the County.

B. Contractor shall provide all personnel and equipment necessary to perform the services described herein.

i. Each Shelter Team shall operate and manage one (1) disaster shelter.

Shelter Teams will be activated in any quantity from one (1) to seven (7). Each shelter will be operated and staffed independently of any other shelter(s).

ii. Shelter Team shall integrate and collaborate as necessary with any medical support team.

iii. Shelter operations shall be conducted in accordance with FEMA P-785, including (but not limited to):

a. dormitory management and services,

b. food services coordination,

c. client accountability, and

d. client support services coordination.

iv. Shelter Team shall be prepared to operate in an austere post-disaster environment:

a. Contractor shall deploy with appropriate materials to house staff on-site including bedding, cots, etc., unless otherwise directed by the County.

b. Contractor and Shelter Team shall deploy with seventy-two (72) hours of meals and water for its staff.

c. Contractor and Shelter Team shall deploy with computing and printing capability not dependent on internet services.

v. Contractor shall communicate and coordinate directly with the Sarasota County Human Services Branch.

vi. Shelter Manager and caseworkers shall work closely with local non-government entities, including American Red Cross and designated disaster support and recovery groups, as coordinated through the Sarasota County Human Services Branch.

vii. Disaster Mental Health Counselor shall provide on-site services and support and shall provide long term case referrals where appropriate.

Revised 10/07/20 Prepared by Emergency Services Part II - Page 3 of 4

viii. Shelter Teams shall operate for a minimum of fifteen (15) consecutive days on initial deployment. Rotations and breaks for longer deployments will be coordinated with the Sarasota County Human Services Branch.

ix. Contractor shall maintain client population accountability: report current population and changes at the end of each shift to the Sarasota County Human Services Branch.

x. Contractor shall provide Activity Log (FEMA ICS Form 214 or approved equivalent) for each shelter facility at the end of each shift to the Sarasota County Human Services Branch.

xi. Shelter Team shall ensure that conditions of the shelter(s) always reflect good housekeeping and safety practices.

4. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call or email, and a work order number will be issued. Contractor shall verbally respond to each request for service within eight (8) hours of initial notification.

B. Work order number must be referenced on all correspondence, including invoicing.

C. Requests for Shelter Teams will be assigned to the Contractor best able to meet the need and timeline, in the sole opinion of the County.

5. ACTIVATION AND DEPLOYMENT

A. Shelter Team shall arrive and check-in at designated location(s) within seventy-two (72) hours of notification.

B. Shelter Team will check-in as a complete unit. Contractor is responsible to coordinate mobilization and arrival. Individual check-in for contracted Shelter Team members will not be accepted.

C. Shelter Team shall assume management and operation of their assigned shelter within twenty-four (24) hours of Shelter Team check-in.

D. The County may request additional Shelter Teams from any vendor if the need arises.

6. LODGING AND TRANSPORTATION

A. Off-site lodging for Contractor personnel is allowable if available.

B. Lodging and rental cars shall be the responsibility of the Contractor.

C. Shelter Team shall arrange for transportation to and from the shelter.

7. ALLOWABLE COSTS AND INVOICING

A. Mobilization / Demobilization

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i. Mobilization / Demobilization should be a part of proposed rates and not a separate line item

B. Personnel

C. Vehicles / Local Transportation

D. Up to two (2) meals per day per person

E. Local lodging during activation (does not include mobilization and demobilization)

F. Invoicing

i. Contractor shall provide documentation and a breakdown of costs on every invoice.

G. Travel Reimbursement

i. As applicable, travel shall be reimbursed in accordance with Section

112.061, Florida Statutes, and Sarasota County Resolution No.

2016-170.

8. OTHER

A. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

B. Sarasota County shall provide facility shelter services.

C. Sarasota County shall contract separately for medical staffing at designated shelters for medically dependent individuals.

D. Sarasota County shall identify location for reporting and check-in upon contract activation, initial check-in location may not be the assigned shelter.

E. Refusal to accept emergency activation may be cause for termination of the contract.

F. Sarasota County may provide devices (radios, etc.) for communication with emergency management staff.

G. Mobile phones will not be provided.

[END OF PART II]

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $500,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. EMPLOYEE DISHONESTY/FIDELITY & CRIME: Contractor agrees to maintain Employee Dishonesty coverage including Third Party Fidelity Bond and, when applicable, Inside/Outside Money & Securities coverage in an amount not less than $50,000.00.

(End of Part III)