RFP-DEM-26-27-009.pdf

The State of Florida Division of Emergency Management

Solicitation Type: Request for Proposal (RFP) Title: Logistics Services for Emergency Sheltering and Housing Program Solicitation No.: RFP-DEM-26-27-009

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest must be timely filed with the Division of Emergency Management’s Agency Clerk. Protests may be filed by courier, hand delivery, or regular mail at: Division of Emergency Management, Office of General Counsel, Attention: Agency Clerk, 2555 Shumard Oak Boulevard, Tallahassee, Florida 32399- 2100. Protests may also be filed by email at DEM-Legal@em.myflorida.com. The Procurement Officer should be copied on such filings.

Procurement Officer: Jenene Helms 2489 Shumard Oak Blvd.

Tallahassee, FL 32399-2100 Phone: 850-901-4818 Email: Jenene.Helms@em.myflorida.com mailto:DEM-Legal@em.myflorida.com mailto:Jenene.Helms@em.myflorida.com

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

1.2 Background Information

1.3 Timeline of Events

1.4 Who May Respond

1.5 Term

1.6 Definitions

1.7 Appendices

1.8 Special Accommodations

1.9 Contract Provisions

1.10 Procurement Officer

1.11 Order of Precedence for Solicitation

1.12 Purchases from Other Entities

1.13 Agency’s Right to Reject Proposals

SECTION 2. SOLICITIATION PROCESS

2.1 Question Submission

2.2 Addenda to the Solicitation

2.3 Public Opening

2.4 General Contract Conditions and Contract Formation

2.5 MyFloridaMarketPlace (MFMP) Registration

2.6 Florida Substitute Form W-9 Process

2.7 Division of Emergency Management Enterprise Solution (DEMES)

2.8 Registration with the Florida Department of State

2.9 Disclosure of Proposal Contents

2.10 Modification or Withdrawal of Proposals

2.11 Diversity

2.12 Proposal Disqualification

2.13 No Alternate Proposals

2.14 Convicted Vendor, Discriminatory, and Antitrust Violator Vendor Lists

2.15 Cooperation with the Inspector General

2.16 Florida Accountability Contract Tracking System (FACTS)

2.17 Additional Information

SECTION 3. RESPONDING TO THE SOLICITATION

3.1 How to Submit a Proposal

3.2 PUR 1001, General Instructions

3.3 Proposal Format

3.4 Administrative Proposal - Volume One Requirements

3.5 Technical Proposal - Volume Two Requirements

3.6 Price Proposal - Volume Three Requirements

3.7 Responsive Requirements

3.8 Subcontracting

3.9 Public Records & Respondent Confidential Information

3.10 Ability to Obtain a Performance Bond

SECTION 4. EVALUATION CRITERIA AND SCORING

4.1 Technical Proposal Evaluation

4.2 Technical Proposal Criteria

4.3 Price Proposal, Attachment B1 and B2

SECTION 5. BASIS OF AWARD

5.1 Scoring Calculation

5.2 Agency Decision

5.3 Preference to Florida Businesses

SECTION 6. ATTACHMENTS AND FORMS

6.1 Attachments

6.2 Forms

Remainder of Page Intentionally Left Blank

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

The Florida Division of Emergency Management (“FDEM” or “Agency”) is issuing a Request for Proposal (RFP) to establish contracts with multiple Contractors for missions associated with Logistical support as defined in the Scope of Work related to Non-Congregate Sheltering (NCS) and/or State-Managed Direct Housing (DH). This solicitation is for providing hoteling, feeding, staging area operations, travel trailers, manufactured housing units, haul and install, unit deactivation, and a 24/7 maintenance contact center. Contractors will work at the discretion of the Agency. Location of assistance could be requested statewide.

1.2 Background Information

Pursuant to Section 1211(a) of the Disaster Recovery Reform Act of 2018 (DRRA), FEMA has the authority to conduct a State-Administered Direct Housing Grant Program as a pilot initiative. While this pilot program was never fully implemented by FEMA, the State of Florida seeks to maintain a stand-by contract to support any future State-Managed Direct Housing missions that FEMA may authorize.

The Contractor will be responsible for providing qualified staff, program and operational support, a 24/7 contact center, and the logistical services necessary to support mission execution, including hoteling, feeding, Transportable Temporary Housing Unit (TTHU) procurement and management, site inspections, installation, maintenance, deactivation, reporting, and related activities as directed by the Agency.

1.3 Timeline of Events

The table below contains the Timeline of Events for this solicitation. Respondents shall become familiar with the Timeline of Events. The dates and times within the Timeline of Events may be subject to change. It is the Respondent’s responsibility to check for any changes. All changes to the Timeline of Events will be made through an addendum to the solicitation. Respondents are responsible for submitting all required documentation by the dates and times specified below (Tallahassee, Florida local time). The Agency will not consider late submittals.

Timeline of Events - Action/Location Event Time (Eastern Time) Event Date

RFP posted on the VIP. NA 9/9/2026

Deadline to submit questions to the Procurement Officer. 2:00 PM 9/16/2026

FDEM’s anticipated posting of answers to Respondent’s questions on the VIP. 5:00 PM 9/23/2026

Timeline of Events - Action/Location Event Time (Eastern Time) Event Date

Deadline to submit Reply and all required documents to the Procurement Officer.

5:00 PM 10/14/2026

Public Opening.

Procurement to open responses and read Respondents’ names aloud only.

To dial in via conference call:

Dial in Number: 1-888-585-9008 Conference Room: 527-059-248

To attend in person:

2489 Shumard Oak Blvd Tallahassee, FL 32399

9:00 AM 10/15/2026

Formal Evaluations Conducted. NA 10/20/2026- 11/12/2026

Evaluator Scores due to Procurement. 5:00 PM 11/12/2026

Anticipated Post Notice of Intent to Award on the VIP. 5:00 PM 12/18/2026

1.4 Who May Respond

Respondents must provide proof of the ability to meet the Responsive Requirements listed in the RFP in order to be considered for award.

1.5 Term

The initial term will begin on the execution date of the Contract and shall be for three years (3) years, unless terminated earlier in accordance with the Contract conditions. Upon mutual written agreement, the Parties may renew the Contract, in whole or in accordance with section 287.057(14), Florida Statutes.

Initial term pricing must remain identical from year one (1) through year three (3).

Renewal year pricing may increase but must remain identical from year four (4) through year six (6).

Contracts will be issued with no guaranteed quantity of requested materials, services, or contract renewal. The use of this contract is wholly dependent upon the needs of the Agency at the time of an emergency or disaster.

1.6 Definitions

Definitions contained in section 287.012, Florida Statutes, Rule 60A-1.001, Florida Administrative Code, the Scope of Work, FDEM PO Terms and Conditions, Form

PUR 1000 (as it may be updated), and Form PUR 1001 are incorporated by reference. Where in conflict, the definitions listed in this section supersede the incorporated definitions. All definitions apply in both their singular and plural sense.

A. Activation – Issuance of a purchase order or email authorization to proceed with a task.

B. Agency – The Division of Emergency Management.

C. Agency Term Contract – An indefinite quantity contract to furnish commodities or contractual services during a defined period.

D. Confidential Information – A redacted portion of a Respondent’s documents, data, or records disclosed relating to its Proposal that the Respondent claims is confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or any other authority.

E. Contract – Any binding agreement that results from this competitive procurement, if any, between the Agency and the Vendor.

F. Contractor - The Vendor or Vendors that enter into a Contract as a result of this solicitation.

G. Contract Line Item Number (CLIN) - Standardized method FEMA uses to organize, price, and manage work under a contract. Each CLIN represents a distinct deliverable, service, supply, or labor category with its own pricing and payment terms.

H. Commercial Park - A privately owned and operated campground or residential community designed to accommodate recreational vehicles or manufactured housing units. These parks are businesses that provide spaces, hookups, and facilities for TTHUs.

I. Communication, Maintaining Health, Independence, Support and Safety, and Transportation (CMIST) - A framework used in emergency management that helps identify and address the access and functional needs of individuals during and after emergencies, ensuring that everyone, including those with disabilities or other access needs, can be included in disaster recovery.

J. Customer – The Division of Emergency Management.

K. DEMES – The Division of Emergency Management Enterprise Solution.

The Agency’s electronic system utilized to request quotes, issue purchase orders during emergencies, and for processing all invoices.

L. Direct Housing (DH) - A temporary housing program designed to provide disaster survivors whose homes have been majorly damaged or destroyed with a safe, sanitary, and secure housing unit. Operates for longer than NCS, typically up to 18-months from the date of disaster declaration.

M. Disaster Case Work - A time-limited program-specific form of case work to address the recovery needs of displaced survivors. For the purposes of this contract, case work will be directly tied to the continued sheltering or housing need of eligible clients, and assisting them in identifying recovery resources to transition into longer-term housing solutions.

N. Duplication of Benefits (DOB) - Occurs when a disaster survivor receives the same type of assistance from multiple sources for the same purpose and the total assistance exceeds their actual need.

O. Emergency Operations Center - The Emergency Operations Center (EOC) serves as the central clearinghouse for disaster-related information, and requests for deployment of assistance.

P. Environmental and Historic Preservation (EHP) - A review process to ensure the protection and enhancement of environmental, historic, and cultural resources, as required by Federal environmental and historic preservation laws.

Q. FEMA Information Data and Analysis (FIDA) - A type of report provided by FEMA that contains information on households who have applied for FEMA, the results of their FEMA home inspection, and the types and amounts of assistance they have received from FEMA.

R. Group Site - A designated area to provide temporary sheltering or housing solutions in the form of TTHUs when all other placement options are exhausted after a disaster. These sites are typically developed when private or commercial sites are unable to accommodate the need for emergency sheltering or housing.

S. Hourly Rate - The maximum amount charged per hour of work performed, as submitted by Respondent on Attachment B1, Price Proposal.

T. Mission – A request generated by the internet-based State Emergency Response Team (SERT) Incident Management Application with a unique identifier number and information required to fulfil a request.

U. MyFloridaMarketPlace - MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system.

V. Non-Congregate Sheltering (NCS) - A short-term sheltering program eligible for reimbursement under Public Assistance Category B: Emergency Protective Measures. May provide non-congregate sheltering in hotels or motels for up to 6-months from the date of disaster declaration, subject to FEMA authorization and approval.

W. Non-Congregate Sheltering using Recreational Vehicles (NCS-RV) - A short-term sheltering program eligible for reimbursement under Public Assistance Category B: Emergency Protective Measures. May provide non-congregate sheltering in recreational vehicles or travel trailers for up to 6-months from the date of disaster declaration. Subject to FEMA authorization and approval prior to work beginning. Program operations are dictated by FEMA Disaster Specific Guidance.

X. Personally Identifiable Information (PII) - Any data that can be used to identify a specific individual. This includes information that, either on its own or when combined with other data, can reveal a person's identity. Examples include names, addresses, phone numbers, and other details.

Y. Proposal – The formal response/reply to an RFP.

Z. Purchase Order (PO) – A formal document outlining services requested. A

Task Order (TO) may also be used.

AA. Release of Information (ROI) - A form that a disaster survivor can sign authorizing a party to share, receive, and discuss PII related to their recovery.

BB. Respondent - A vendor who submits a Proposal to this solicitation.

CC. Site Inspection Report (SIR) - A detailed document summarizing the findings, observations, and recommendations from a site visit to a potential location on which a TTHU may be installed.

DD. State – The State of Florida.

EE. State Holiday - An observed and paid State holiday.

FF. State Term Contract – A Term contract that is competitively procured by the Department of Management Services pursuant to s. 287.057, F.S., and that is used by State agencies and Eligible Users pursuant to s.

287.056, F.S.

GG. Subcontractor – A Vendor that has executed an agreement with the Contractor, and has been approved by the Agency to supply Emergency Operation Center (EOC) Staff Augmentation services under the Contract.

HH. Transportable Temporary Housing Unit (TTHU) - Pre-fabricated dwellings such as travel trailers, recreational vehicles, or manufactured housing units that may be deployed to disaster-impacted areas.

i. RV: Recreational Vehicle

ii. TT: Travel Trailer

iii. MHU: Manufactured Housing Unit

II. Recreational Vehicle (RV) - A motor vehicle or towable trailer that includes living quarters designed for temporary accommodation. Standard amenities typically include sleeping areas, a kitchen, and a bathroom.

JJ. Reserve Rate – The ability for the Division to put personnel on reserve/standby without paying the regular work rate. Duration to be determined based upon mission needs.

KK. Vendor – As defined in Rule 60A-1.001, F.A.C., and that is capable and in the business of providing the commodities or service as those within the solicitation.

LL. Vendor Information Portal (VIP) – The State of Florida’s Vendor registration, supplier diversity, and bidding system developed in accordance with section 287.042(3), F.S. The Vendor Information Portal is accessible at https://vendor.myfloridamarketplace.com.

1.7 Appendices

The appendices included with this solicitation provide additional information and requirements related to the resulting contract. Certain appendices may be applicable only after award and are intended for use by the awarded Contractor(s) during contract execution and administration. Applicable appendices will be incorporated into and made part of the resulting contract, as appropriate.

1.8 Special Accommodations

Any person requiring special accommodation due to a disability should contact the Agency’s Procurement Officer in section 1.9. Requests for accommodation for meetings must be made at least five (5) working days prior to the meeting. A https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor.myfloridamarketplace.com%2F&data=05%7C01%7CNicole.Walker%40dms.fl.gov%7Cd38a3a6eff994d8181eb08db23fcb675%7Ced173fed38394a3ca952140e906fed8d%7C0%7C0%7C638143340533516786%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=bawWG1kiSF9B%2FuvjOVIaeISbWDXkUETlOGDnzvbL0RI%3D&reserved=0 person who is hearing or speech impaired can contact the American with Disabilities Act (ADA) Coordinator by using the Florida Relay Service at (800) 955-

8771 (TDD).

1.9 Contract Provisions

As required by section 287.057(25), Florida Statutes, the Agency highlights the following provision: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents.

Violation of this provision may be grounds for rejecting a response.

1.10 Procurement Officer

The Procurement Officer listed below is the sole point of contact for this RFP. All emails to the Procurement Officer should contain the solicitation name and number in the subject line of the email.

Jenene Helms, Purchasing Deputy Director Florida Division of Emergency Management 2489 Shumard Oak Boulevard Tallahassee, FL 32399 Phone: 850-901-4818 Email: Jenene.Helms@em.myflorida.com

1.11 Order of Precedence for Solicitation

In the event conflict exists among the documents comprising the RFP, the conflict will be resolved in the following order of priority (highest to lowest):

a) Addenda to RFP, if issued (in reverse order of issuance)

b) Attachment A, Scope of Work

c) Attachment B1 and B2, Price Proposal

d) Technical Proposal Instructions and Evaluation Criteria

e) Attachment E, FDEM Contractual Service Agreement

f) This RFP document

g) Other RFP attachments

1.12 Purchases from Other Entities

Pursuant to their own governing laws, and subject to the agreement of the Vendor, other state agencies as defined in Rule 60A-1.001(4)(b) and (c), Florida Administrative Code, and Eligible Users as defined per Rule 60A-1.001(4), Florida Administrative Code, may be permitted to make purchases at the terms and conditions contained herein upon written approval from the Agency (Executive Director or designee) prior to contracting and are also required to follow the provisions of section 287.042(15), Florida Statutes.

mailto:Jenene.Helms@em.myflorida.com

1.13 Agency’s Right to Reject Proposals

The Agency may reject any Proposal not submitted in the manner specified by this solicitation. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive. Respondents whose Proposals, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as not responsible. The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

The Agency is placing Vendors on notice of prohibitions. The Agency will not request documentation of, consider, or give preference based on a Respondent’s social, political, or ideological interests or preferences, pursuant to section

287.05701 F.S.

Although this solicitation uses terms such as “must”, “shall”, “will”, and “is required”, and may define certain items as requirements, the Agency reserves the right, in its discretion, to waive any minor irregularity, technicality, or omission if the Agency determines that it is in the best interest of the State to do so. However, failure to provide requested information may result in the rejection of a Proposal. There is no guarantee that the Agency will waive an omission or deviation, or that any Vendor with a Proposal containing a deviation or omission will be considered for award of this procurement. The Agency may reject any Proposal not submitted in the manner specified by this solicitation.

A deviation from a requirement or condition is material if, in the Agency’s discretion, it provides a substantial advantage to one Respondent over another or has a potentially significant effect on the quality of the Proposal or on the cost to the State.

SECTION 2. SOLICITIATION PROCESS

2.1 Question Submission

Respondents are strongly encouraged to ask questions regarding the RFP including attachments and the proposed Contract terms and conditions.

Questions must be submitted in writing via email to the Procurement Officer by the date and time reflected in the ‘Timeline of Events’ section. Questions and Answers will be posted via an Addendum to the MyFloridaMarketPlace Vendor Information Portal (VIP) by the date and time in the “Timeline of Events’ section.

The Agency is not obligated to revise the solicitation or attachments.

The Agency requests that questions contain the solicitation number in the subject line of the email. The Questions and Answers Addendum will become part of the solicitation. Questions will not constitute formal protest of the specifications of the solicitation.

Questions are requested to be submitted in the following format:

RFP Section or Attachment Name and Page Number Question

2.2 Addenda to the Solicitation

The Agency reserves the right to modify this solicitation by issuing addenda.

Addenda will be posted on the VIP. It is the responsibility of the Respondent to regularly check for addenda to the RFP. The Respondent is solely responsible for determining whether addenda to the RFP have been issued and for reviewing impact of addenda on the RFP.

2.3 Public Opening

Proposals will be opened, and the names of Respondents will be announced at a public meeting on the date and at the location indicated in the ‘Timeline of Events’ section. Respondents are not required to attend. In accordance with section 119.071(1)(b), F.S., the Agency will not provide other information regarding the received Proposals at the public opening. To attend the public opening, please use the information within the ‘Timeline of Events’.

2.4 General Contract Conditions and Contract Formation

In accordance with Rule 60A-1.002(7), Florida Administrative Code, Form PUR 1000, General Contract Conditions is included herein by reference. The PUR 1000 can be found at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_age ncy_resources/state_purchasing_pur_forms.

The following sections of the PUR 1000 are inapplicable:

• Section 5(n). Force Majeure, Notice of Delay, and No Damages for Delay;

• Section 7(d). Transaction Fee.

The Contract document will consist of the Attachment A, Scope of Work, the Contract document and Forms, Special Conditions, and the Attachment B1 and B2, Price Proposal submitted by the awarded Respondent upon which the award was based.

This solicitation and all terms, including Forms and Attachments are hereby incorporated into the awarded contract by reference. No additional documents submitted by a Respondent will be incorporated in the Contract. During the solicitation period, the Agency may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

When the awarded Vendor receives a State of Florida PO, services will be authorized to begin. The PO will be subject to all terms of this solicitation and the https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms

FDEM Purchase Order Terms & Conditions. In submitting a Proposal, the Respondent agrees to be legally bound by these terms and conditions.

2.5 MyFloridaMarketPlace (MFMP) Registration

Awarded vendor(s) must complete this process prior to Contract execution. For additional information, please visit: https://vendor.myfloridamarketplace.com/.

2.6 Florida Substitute Form W-9 Process

Awarded vendor(s) must register and complete an electronic Florida Substitute Form W-9 prior to Contract execution. The Internal Revenue Service (IRS) receives and validates the information vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

https://flvendor.myfloridacfo.com/.

2.7 Division of Emergency Management Enterprise Solution (DEMES)

The Agency has adopted an electronic platform for doing business (requesting quotes, issuing PO’s and reviewing/approving invoices) during emergencies.

Awarded Contractors are required to register for a DEMES account and utilize the platform. Please visit the DEMES home page for additional DEMES resources and registration information: https://www.fdemportal.com/vendors/s/login.

2.8 Registration with the Florida Department of State

If awarded a Contract, the Respondent shall provide a PDF file of their current and active registration with the Department of State prior to contract execution. NOTE:

Pursuant to section 607.1501, Florida Statutes, out-of-state corporations where required must obtain a Florida Certificate of Authorization pursuant to section 607.1503, Florida Statutes, from the Florida Department of State’s Division of Corporations to transact business in the State of Florida. Website:

www.sunbiz.org.

2.9 Disclosure of Proposal Contents

All documentation produced as part of any RFP will become the exclusive property of the Agency and will not be returned to the Respondent unless withdrawn prior to the RFP opening in accordance with the Modification or Withdrawal of Proposal section.

2.10 Modification or Withdrawal of Proposals

Respondents may modify the Proposal at any time prior to the RFP due date by sending the modified Proposal to the Procurement Officer. A Proposal may be withdrawn by notifying the Procurement Officer in writing before the RFP opening.

2.11 Diversity

The Agency is dedicated to fostering the continued development and economic growth of minority, veteran, and women owned businesses. Participation of a diverse group of Respondents doing business with the State of Florida is central https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/ https://www.fdemportal.com/vendors/s/login http://www.sunbiz.org/ to the Agency’s effort. To this end, minority, veteran, and women owned businesses are encouraged to participate in the State’s competitive procurement process as both Contractors and subcontractors.

2.12 Proposal Disqualification

Each Respondent must meet the requirements and possess the experience and personnel resources to provide the products and/or services described in this RFP to be eligible for award. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

Any one or more of the following causes may be considered as sufficient for the disqualification of a vendor and the rejection of its Proposal or Proposals:

a) More than one Proposal for the same contract from an individual, firm, or corporation under the same or different names.

b) Evidence of collusion among vendors.

c) Any suspension or debarment of the parent company, subsidiary, or individual involved with the vendor by federal or any state jurisdiction within the last five

(5) years.

d) If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.

e) If there are any unauthorized additions, interlineations, conditional or alternate bids, or irregularities of any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous as to its meaning.

The Agency reserves the right to request additional information pertaining to the Respondent’s ability and qualifications to provide the products/services described in this RFP, as deemed necessary during the RFP or after contract award, if any.

The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

2.13 No Alternate Proposals

Only one Proposal may be submitted by each Respondent. Respondents that wholly or partially own one or more subsidiaries or affiliates, each with its own Brand, may submit only one Proposal on behalf of one Brand regardless of the number of Brands, subsidiaries, or affiliates owned or controlled by the Respondent.

2.14 Convicted Vendor, Discriminatory, and Antitrust Violator Vendor Lists

a) Convicted Vendor List.

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;

and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, F.S. for CATEGORY TWO for a period of 36 months following the date of being placed on the Convicted Vendor List.

b) Discriminatory Vendor List.

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

c) Antitrust Violator Vendor List.

Pursuant to section 287.137, F.S., a person or an affiliate who has been placed on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

2.15 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, the Vendor, and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

2.16 Florida Accountability Contract Tracking System (FACTS)

On March 1, 2012, the Department of Financial Services (DFS) implemented a centralized web-based contract reporting system to increase transparency and accountability in government contracting in Florida. The system, known as Florida Accountability Contract Tracking System or FACTS, displays grant and contract procurement information, expenditure data, audit information, and contract document images as required per section 215.985, Florida Statute. The link to the DFS FACTS public website is: https://facts.fldfs.com.

2.17 Additional Information

By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in this solicitation. The Agency may request, and the https://facts.fldfs.com/

Respondent shall provide, supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the Proposal being deemed non-responsive.

SECTION 3. RESPONDING TO THE SOLICITATION

3.1 How to Submit a Proposal

The instructions for this solicitation have been designed to help ensure that Proposals are reviewed and evaluated in a consistent manner, as well as to minimize costs and response time. Any and all information submitted in variance with these instructions is subject to not being reviewed or evaluated.

The Respondent is responsible for ensuring the Agency receives their Proposal no later than the date and time provided in the ‘Timeline of Events’ section of this RFP (or as revised by addenda). Proposals may be sent by courier or hand delivered.

Proposals that are emailed will not be accepted.

All methods of delivery or transmittal to the Procurement Officer are exclusively the responsibility of Respondent and the risk of non-receipt or delayed receipt shall be borne exclusively by the Respondent.

Each response package should be sealed and addressed to the Procurement Officer and display the following information:

Responding Vendor Name Solicitation Number Solicitation Title

Paper documents sent via postal service or courier shall be addressed as follows:

Attention: Jenene Helms

Florida Division of Emergency Management 2489 Shumard Oak Blvd.

Tallahassee, FL 32399 Responding Vendor Name Solicitation Number: RFP-DEM-26-27-009 Title: Logistics Services for Emergency Sheltering and Housing Program

3.2 PUR 1001, General Instructions

The PUR 1001, General Instructions to Respondents, are incorporated by reference and can be found at:

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf.

The following sections of the PUR 1001 (General Instructions) are inapplicable:

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

• Section 3. Electronic Submission of Proposals: Proposals shall be submitted in accordance with the instructions in this solicitation.

• Section 4. Terms and Conditions: Terms herein will supersede.

• Section 5. Questions: Questions shall be submitted in accordance with the

Questions and Answers section of this solicitation.

3.3 Proposal Format

Proposals should be formatted as follows:

A. Volume One and Volume Two

One (1) unredacted and bound paper copy of the Proposal that contains the two (2) Volumes as outlined below. Volumes must be clearly labeled and tabbed. Utilize 8.5” x 11” paper 11x17 can be used for organization chart and/or diagrams). Volume One and Volume Two may be in the same binder/folder.

Volume One, Administrative Qualifications:

Tab 1, Required Forms, Tab 2, Proof of the ability to obtain a Performance Bond, and Tab 3, Certifications.

Volume Two, Technical Evaluation Criteria:

Tab 1, Proposal Cover Letter, Tab 2, Company Background, Tab 3, Organization Chart, Tab 4, Experience and Qualifications, Tab 5, Hotel and Feeding, Tab 6, Hauling, Unit Installation, and Demobilization, Tab 7, Procurement, Staging, Maintenance and support Services, and Tab 8, Resumes.

B. Volume Three (Attachment B1 and B2, Price Proposal) One (1) unredacted and bound paper copy of the Price Proposal as outlined below:

Volume Three, Price Proposal:

Tab 1, Attachment B1 and B2, Price Proposal.

C. Electronic File

One (1) electronic file of the entire Proposal (Technical and Price) on a USB “thumb drive.” The electronic file should be labeled with the Respondent’s name and formatted as follows:

• Volume One - 1 PDF copy of entire volume (does not need to be tab separated).

• Volume Two - 1 PDF copy of entire volume (does not need to be tab separated)

• Volume Three Price Proposal - 1 copy of entire volume in Microsoft Excel.

• Scanned redacted copy - 1 scanned redacted copy of applicable volumes (See 3.9 Public Records & Respondent Confidential Information).

The electronic file must be non-restricted, meaning they can be saved and shared for retention and evaluation purposes. If an electronic copy is restricted, and therefore unable to be saved, shared, or distributed to committee members, the response shall be deemed non-responsive. All electronic documents must be fully searchable.

The Respondent is responsible for ensuring that all metadata contained in the electronic, redacted copy is removed from it.

If mathematical error(s) in a Respondent’s Price Proposal calculations are identified by the Agency, unit prices submitted by the Respondent may be used to determine the total price for that Respondent. Price(s) will be finalized based on a confirmed attempt to clarify by the Agency to the vendor and, if applicable, corrected Price Proposal.

Vendors pricing shall be all inclusive including: airfare, meals, lodging, rental vehicles, fuel, parking, tolls, and other directly related costs. Both initial and renewal terms must have all pricing filled out on all cells for all position titles. A value of 0 may be entered in the cell to indicate completion. A value of 0 signifies that the position/item will be provided at no cost to the State.

Failure by the Vendor to provide pricing as described shall result in the Proposal being deemed non-responsive and therefore, the Proposal shall be rejected.

Footnotes, notations, additions, and exceptions made in reference to or on the Attachment B1 and B2, Price Proposal will not be considered.

Proposals that fail to submit all required information may be deemed non-responsive. Proposals should be prepared simply and economically, providing a straightforward, concise delineation of the Respondent’s capabilities to satisfy the requirements of this solicitation. The emphasis of each Proposal shall be on completeness and clarity of content.

Additional details of Volume requirements are outlined below in sections 3.4, 3.5, and 3.6.

3.4 Administrative Proposal - Volume One Requirements

Vendors should utilize the individual section tabs in their proposal as outlined below:

3.5 Technical Proposal - Volume Two Requirements

Vendors should utilize the individual section tabs in their proposal as outlined below:

Volume Two - Technical Proposal Layout

Tab

Proposal Cover Letter The Respondent should provide a cover letter on the Respondent’s letterhead with the following information:

Company name, physical address, primary point of contact information, name and contact information of the State Emergency Operations Center (SEOC) representative (continuous liaison), and the name of the person with delegated signature authority for this RFP.

Volume One - Administrative Qualification Documents Layout

Tab 1

Complete and submit the Required Forms, below:

1. Form 1 – Vendor Acknowledgement

2. Form 2 – Vendor Certification Form (PUR7801)

3. Form 3 – Foreign Countries of Concern Attestation (PUR1355)

4. Form 4 – Use of Coercion Forced Labor (PUR2024)

5. Form 5 – Provision of Commodities Produced by Forced Labor

(PUR2023)

6. Form 6 – Subcontracting (use one per each subcontractor)

7. Form 7 – Addenda Acknowledgement (if applicable)

*Do not utilize your own forms or alter these forms in any way. *

Tab 2 Proof of Ability to Obtain a Performance Bond Provide proof of the ability to obtain a Performance Bond on letterhead from a bonding agency. See Section 3.10.

Tab 3

Certifications If the following documents do not apply to your company, the Respondent may leave this tab blank. Otherwise, provide the following documentation, if applicable:

1. Certification of Women and Minority Business.

2. Certification of Wartime or Service-Disabled Veteran.

3. Evidence of MyFloridaMarketPlace registration.

https://vendor.myfloridamarketplace.com/

4. Evidence of completion of an electronic Substitute Form W-9.

https://flvendor.myfloridacfo.com/

5. Evidence of a current and active registration with the Department of

State or a Florida Certificate of Authorization pursuant to section 607.1503, Florida Statutes.

https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/

Tab

Company Background Include a brief narrative on the background of the Respondent that outlines the details of the firm’s size, date established, ownership, total number of employees, and total number of personnel engaged in activities relevant to this RFP.

Tab

Organization Chart Submit an organization chart displaying lines of authorities and assigned responsibilities within the Respondent’s organization relative to the performance and administration of the requested services and resources. The organization chart must include names, position/job titles, contact information, and a description of each member’s responsibilities.

Awarded Respondents are responsible for notifying the Contract Manager immediately by email if the organization chart changes.

Tab

Experience and Qualifications Due to the specialized nature of the services requested in this solicitation, please detail the Respondents’ experience in providing sheltering or housing logistics services following disaster events, highlighting the expertise of both the company and its key personnel.

Respondents shall demonstrate their experience, organizational capability, and readiness to successfully perform services of similar size, scope, and complexity.

At a minimum, respondents shall provide two (2) examples of projects performed within the past fifteen (15) years, excluding responder lodging services. The examples should demonstrate experience providing disaster housing, logistics, emergency management, or comparable disaster recovery services.

Each example shall include, at a minimum:

• Entity name

• Contract value or total expenditure

• Incident type

• Period of performance

• Scope of services performed

• Number of hotel rooms booked and/or Temporary Transportable Housing

Units (TTHUs) deployed

• Number of households assisted

• Reimbursement or grant award outcomes, if applicable

• Audit results, if applicable

• Demonstrated program outcomes or survivor outcomes

In addition to the required project examples, respondents shall address the following:

1. Organizational experience managing disaster housing, logistics, emergency management, or disaster recovery operations of similar size, scope, and complexity.

2. Organizational capacity, including the total number of personnel currently employed, available staffing resources, surge staffing capabilities, geographic coverage, and the ability to rapidly expand operations to support disaster recovery missions.

3. Operational readiness, including the ability to mobilize personnel and resources for no-notice or short-notice events while sustaining long-term recovery operations.

4. Experience supporting State Emergency Operations Centers (EOCs), disaster recovery operations, FEMA programs, or other federal, state, or local emergency management missions.

5. Qualifications and relevant experience of proposed key personnel responsible for contract oversight, project management, and day-to-day operations.

6. Experience coordinating subcontractors, vendors, and partner organizations to successfully deliver disaster housing and related support services.

Evaluation Criteria Points

Non-Responsive – Fails to provide the required project examples or sufficient information to evaluate the respondent's experience, qualifications, or organizational capability.

Poor – Demonstrates minimal relevant experience or organizational capability and provides little confidence in the respondent's ability to successfully perform the required services.

Marginal – Demonstrates some relevant experience but provides limited evidence of successfully managing projects of similar size, scope, or complexity. Organizational capacity, staffing, disaster readiness, emergency management experience, or key personnel qualifications are only partially demonstrated, reducing confidence in the respondent's ability to perform the required services.

Good – Demonstrates relevant experience performing similar projects with qualified personnel and sufficient organizational capability. Project examples demonstrate successful performance, and the response provides a clear approach to staffing, mobilization, and contract performance. Minor weaknesses or limited supporting detail do not significantly reduce confidence in the respondent's ability to perform the required services.

Excellent – Demonstrates extensive, highly relevant experience performing projects of similar size, scope, and complexity. Project examples clearly demonstrate successful disaster housing or recovery operations with measurable outcomes. The response demonstrates exceptional organizational capacity, experienced key personnel, strong surge staffing capabilities, readiness for no-notice and long-term disaster operations, and extensive experience supporting emergency management and disaster recovery missions.

Tab

Hoteling and Feeding Respondents shall describe their approach to providing hoteling and feeding services for eligible program clients. Responses should demonstrate an understanding of the Agency's requirements and address the following:

1. Hoteling Operations – Describe the process for procuring, reserving, and managing short-term and long-term lodging accommodations, including coordination with lodging providers and client placement.

2. Partnerships and Provider Networks – Identify any existing partnerships, agreements, provider networks, or third-party booking services that enhance room availability, expedite placement, improve service continuity, and support customer service.

3. Cost Controls and Financial Oversight – Describe the approach to controlling lodging and feeding costs, monitoring expenditures, maintaining financial oversight, and ensuring cost-effective service delivery throughout the program.

4. Feeding Operations – Describe the process for procuring, preparing, and delivering meals, including meal delivery methods, food safety compliance, quality assurance procedures, and the ability to accommodate dietary restrictions, cultural preferences, and special dietary requirements.

5. Customer Service and Client Support – Describe how the respondent will maintain communication with lodging providers and clients to ensure timely issue resolution, quality customer service, and continuity of services throughout the program.

6. Surge and Continuity of Operations – Describe how hoteling and feeding services will be maintained during disaster surge operations, severe weather events, or supply chain disruptions while minimizing impacts to eligible clients.

7. Scalability and Demobilization – Describe the approach for scaling hoteling and feeding operations as program demands increase or decrease, including staffing, resource management, program ramp-down, and demobilization.

8. Timeliness of Service Delivery – Describe the respondent's ability to rapidly secure lodging, initiate feeding operations, and adapt services to meet changing operational needs throughout the disaster recovery lifecycle.

Non-Responsive – Fails to address the requested information or provides insufficient information for evaluation. 0

Poor – Provides minimal information, addresses few requested components, or demonstrates a limited understanding of the required services.

Marginal – Addresses some requested components but lacks sufficient detail, contains notable gaps, or provides limited explanation of how the services will be performed.

Good – Addresses most requested components with sufficient detail and demonstrates a clear understanding of the required services. Minor weaknesses or omissions do not significantly reduce confidence in the proposed approach.

Excellent – Provides a comprehensive, well-organized response that clearly addresses all requested components with detailed, practical, and effective approaches demonstrating a thorough understanding of the Agency's requirements.

Hauling, Unit Installation, and Demobilization Respondents shall describe their approach to the procurement, transportation, installation, maintenance, and demobilization of temporary housing units, including travel trailers, recreational vehicles (RVs), Manufactured Housing Units (MHUs), Temporary Housing Units (THUs), and other applicable temporary housing solutions. Responses shall demonstrate the respondent's ability to support large-scale disaster housing operations and address the following:

1. Unit Procurement and Compliance – Describe the methodology for sourcing and procuring temporary housing units, including existing manufacturer, supplier, and vendor relationships; anticipated lead times;

unit availability; and processes for ensuring compliance with FEMA, HUD, RV Industry Association (RVIA), and other applicable federal, state, and local standards.

2. Inventory Management and Deployment Tracking – Describe systems and processes used to track unit inventory, availability, location, deployment status, maintenance history, and asset accountability throughout the lifecycle of the program.

3. Transportation, Hauling, and Staging Operations – Describe procedures for transporting, hauling, staging, and deploying units, including the ability to rapidly mobilize transportation resources, support multiple geographic locations, and perform concurrent deployments during emergency activation periods.

4. Site Development, Inspections, and Regulatory Compliance – Describe processes for conducting Site Inspection Reports (SIRs), supporting Environmental and Historic Preservation (EHP) reviews, and ensuring compliance with the National Flood Insurance Program (NFIP), Base Flood Elevation (BFE) requirements, HUD standards, National Electrical Code, permitting requirements, local building codes, and utility provider requirements.

5. Installation and Utility Connections – Describe installation methodologies, including site preparation, anchoring, strapping, blocking, leveling, inspections, and connection of electrical, water, sewer, and other required utilities. Responses should address coordination with local governments, permitting authorities, inspectors, and utility providers throughout installation and occupancy.

6. Maintenance and Field Support Operations – Describe maintenance operations, including preventive maintenance and inspection schedules, emergency repair response, repair prioritization, approval and escalation processes, qualified field staffing, technician deployment, and ongoing unit support.

7. Demobilization and Site Restoration – Describe procedures for unit removal, transportation,…