Shelter Staffing RFR for Posting.docx

Executive Office of Public Safety and Securities Massachusetts Emergency Management Agency 400 Worcester Road, Framingham, MA 01702

BD-21-1013-PPN00-PLN01-53906

Mass Care Sheltering Services Contracts

Procurement Contact: Tina Urato Telephone #: 508-820-1423 Email: mema.procurement@mass.gov Contract Manager: David Mahr Telephone #: 508-820-2017

Table of Contents

1. Description or Goal of the Procurement

2. Acquisition Method

3. Request for Single or Multiple Contractors

4. Use of a procurement by a single or multiple departments

5. Anticipated duration of the contract, including renewal options

6. Anticipated Budget and Compensation Structure

7. Performance and Contract Specifications

8. Instructions for Submission of Responses

9. Evaluation Criteria

10. Procurement Calendar

All vendors are required to only use Commbuys as a means of communication.

Section 1- Description or Goal of the Procurement The Massachusetts Emergency Management Agency (MEMA) is the state agency tasked with the responsibility for ensuring the Commonwealth’s resilience to disasters. Through its staff of professional planners, communications specialists, operations managers, and support personnel, and its relationships with public and private stakeholders MEMA coordinates the state’s response to disasters and other types of emergencies and otherwise ensures the Commonwealth's ability to rapidly recover from large and small disasters by assessing and mitigating hazards, enhancing preparedness, and building the capacity to recover.

Before, during, and after emergencies MEMA may operate State-Initiated Regional Shelters, recovery centers, or support local and regional sheltering operations to house individuals displaced by a disaster event. These operations will require staffing by individuals vetted and trained to provide services directly to the public for these particular mass care operations. Services required may be complete, turnkey staffing solutions or may include provision of only a few components that are not already provided by the site or another state partner. MEMA’s requirement encompass all the above and will be referred to as “Service Needs” throughout this document. Service needs may be required in any geographic area of the Commonwealth and MEMA may have multiple Service Needs at multiple shelter and recovery center sites simultaneously.

MEMA is soliciting proposals for one or more qualified vendor(s) to provide Service Needs. A qualified vendor is a vendor with prior experience, training, and expertise in mass care operations, in particular sheltering operations, and recovery centers and the ability to provide adequate trained, experienced, and properly vetted staff to ensure effective mass care and recovery center operations. MEMA is seeking to contract with vendors who have the capacity to provide all or some of the services detailed in this RFR. Services provided would be for moderate to large scale sheltering or recovery center operations so responses should include unit prices with this consideration. The individual services and their scopes are discussed in Section 8 of this RFR.

MEMA will contract with one or more vendor(s) deemed to be qualified through this procurement process to provide Service Needs detailed in this RFR. Scale of staffing service need will be identified by MEMA at the time of need and activated when MEMA issues Purchase Orders (POs) with a contracted vendor and the PO is signed by both MEMA and the vendor. Prior to signing a PO, MEMA will hold a meeting or conference call to discuss and agree on the scale of service details and requirements.

All services and equipment provided by the vendor must comply with all local, state, and federal laws and regulations including all non-discrimination laws and regulations. It is the responsibility of the vendor to obtain and maintain all required permits and approvals for all contracted facilities, equipment, and services.

Services may be provided by the vendor or by sub-contractors. Use of sub-contractors does not relieve the vendor of its obligation to ensure compliance with local, state, and federal laws and regulations.

SECTION 2 – APPLICABLE PROCUREMENT LAW

This Bid is issued under MGL c. 7, § 22; c. 30, § 51, § 52; and 801 CMR 21.00 (Goods and Services)

SECTION 3 - ACQUISITION METHOD TO BE USED FOR THIS PROCUREMENT

This will be an open enrollment contract to allow for multiple vendors to apply. The acquisition method of this contract will be ‘Fee for Service’ based on the services, performance, and contract specifications below. Services shall include the provision of labor; materials, consumables, and equipment the vendor deems necessary to provide staffing services; and other service requirements.

SECTION 4 – REQUEST FOR SINGLE OR MULTIPLE VENDORS

Contracts resulting from this procurement may be awarded to multiple vendors. MEMA reserves the right to seek quotes or offers for future services from any and all vendors awarded contracts under this RFR. In emergency or exigent circumstances, MEMA reserves the right to contract immediately with a single vendor that can best meet immediate needs as determined by MEMA. If a vendor is not able to provide all of the services listed in this RFR, MEMA encourages vendors to submit bids for the services they can provide. Vendors may include the use of sub-contractors and MEMA will execute contracts only with a single, prime vendor.

SECTION 5 – USE OF THIS PROCUREMENT BY SINGLE OR MULTIPLE DEPARTMENTS

After this contract is executed, contracted services associated with awards from this procurement may only be used by MEMA.

SECTION 6 – ANTICIPATED DURATION OF CONTRACT, INCLUDING RENEWAL OPTIONS

The initial duration of the contract resulting from this procurement will be two (2) years. This contract may be extended in two-year increments upon agreement between MEMA and the awarded party(s) for no more than three (3) times for a total of eight (8) years inclusive of contract extensions. Vendor pricing will be set for the for the first two years. Pricing may be negotiated at time of renewals.

SECTION 7 – TOTAL ANTICIPATED EXPENDITURES AND COMPENSATION STRUCTURES

MEMA will award a rate contract(s) based on the services and unit costs submitted by the vendor(s) and approved by MEMA. If services under the contract are required, MEMA will issue a separate Purchase Order detailing the specific services, accepted costs, and timeframe. Compensation will be made only for items identified in the Purchase Order or adjusted through a fully executed amendment(s). MEMA is not responsible for contractor costs incurred in excess of approved costs or outside of approved start and end dates.

Compensation will be made upon receipt and approval of costs incurred and documented by the vendor through invoices and accompanying documentation. MEMA reserves the right to withhold final payment until final inspection to ensure shelter and recovery center sites have been restored to their pre-event condition. MEMA makes no guarantee that services under awarded contracts will be required.

In addition to all Commonwealth of Massachusetts contract requirements included as attachments to this RFR, vendors are also subject to Federal requirements as attached.

SECTION 8 –SERVICES, PERFORMANCE AND CONTRACT SPECIFICATIONS

1. Shelter Management The vendor(s) should have the ability to fully operate and manage the shelter(s) with little to no direct assistance from Commonwealth staff. Shelter management policies and procedures will be reviewed and approved by MEMA Planning Unit in advance of an activation or the vendor may choose to utilize MEMA’s existing shelter management policies and procedures.

Selected vendors will be given an opportunity to review MEMA’s existing shelter and RRC plans Vendor(s) will have opportunities and be required to participate in planning sessions with MEMA throughout this contract as reasonably requested to ensure cohesive management of shelters and RRC’s if/when needed.

2. Shelter Staffing The vendor(s) must be able to provide adequate staffing to ensure the effective operation of the shelter(s) for the duration of the disaster event including recovery. The vendor(s) may provide their own staffing organization charts and staffing patterns for MEMA’s Planning Unit to review and approve or may choose to utilize MEMA’s existing staffing plans for state-operated shelters. All staff must have clear background checks, including registered sex offender and child abuse registry, and be appropriately vetted for performing direct mass care duties.

3. Recovery Center Staffing In the wake of a disaster, MEMA stands up one or more RRCs. An RRC collocates state agencies, PNPs, and other NGOs in one place to allow survivors to access recovery resources in one place. RRCs are similar to MARCs and are coordinated in Mass by MEMA, SA, and ARC. In the event of a Federal Disaster Dec, RRCs may be in close proximity to Mass Care sites and may transition into FEMA DRCs. MEMA seeks vendor staffing services to maintain readiness to activate and staff and one or more large scale RRCs for extended periods of time. Positions include:

· General Staffing – Flexible “utility” staff including includes watching the floor, answering basic “where do I go” questions, watching doors, assisting with set up and breakdown, directing foot traffic flow within the RRC, communicating safety, security, health, or other concerns to RRC leadership.

· RRC Intake and Registration – Customer service positions. Logs survivors in as they arrive, screen for eligibility (i.e. do they live in the designated area) and directs them to services.

· Bilingual staff

4. Staff overtime, travel, lodging, and MI&E Vendors must provide adequate staffing numbers to avoid overtime shifts. If unavoidable, all overtime hours must be approved in advance by MEMA in writing or only regular time rates will be reimbursed to the vendor. Vendor(s) should include in their rates staff travel, lodging and MI&E. MEMA will not pay additional foreseeable costs over the proposed and accepted hourly rates. MEMA will not reserve, book, or otherwise facilitate lodging; that is the exclusive duty of the vendor(s).

5. Compliance with non-discrimination laws, regulations, and Presidential Executive Orders All vendors must comply with 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 E.O. 13166. If there are questions regarding what this might include related to mass care and recovery center operations, please submit a question.

6. Medical sheltering State-operated shelters typically do not include medical sheltering; however, if a vendor is able to provide medical sheltering, that is encouraged. If a vendor is able to, it should provide in its response the staffing, resources, and level of care that could be provided as well as costs.

7. Tracking and reporting Vendor(s) will track participants in recovery centers and clients at shelters, provide regular reports as directed by the SEOC, and participate in conference calls and coordination meetings throughout the operations. Specifics of tracking, reporting, and the call and meeting battle rhythm will be established for the specific incident.

8. Pre and Post Operation Inspections Vendor(s) will participate in a walk-through inspection of any facility to be operated or supported by the vendor to ensure thorough documentation of existing damage, overall condition, accessibility and temporary modification needs, etc. When a site is demobilizing, the vendor(s) will participate in a second walk-through inspection to document damages and the condition of the facilities.

SECTION 9 –SUBMISSION REQUIREMENTS

Vendors responding to this RFR must provide the following:

1) Proposal narrative – describe vendor understanding of the project (goals, assumptions, limitations, variability) connecting to how vendor is positioned to provide services required. Narrative should include service delivery model, client supports, communication tools, quality reviews, and other elements that will give MEMA a clear picture of the overall service and experience the vendor will provide.

2) Qualifications of firm

a. Emergency Staffing history, experience and results

b. Staff qualifications and experience

c. Contact information for three (3) references that can speak to vendor’s past experience with similar projects

3) Staffing Rates

a. Rates for each proposed position assigned to project

b. Vendor policies or procedures specific to staffing within the vendors service delivery model

4) Supplier Diversity This procurement is valued over $150,000 and is therefore subject to Commonwealth Supplier Diversity Program (SDP) requirements. Vendors must submit Form 1 and 2. Vendors not providing information may be awarded the bid however, MEMA may not issue a contract to such a vendor until all Supplier Diversity Requirements have been met.

SECTION 10 – EVALUATION CRITERIA

MEMA intends to move all responsive proposals to contracting. To be considered responsive proposals must meet the following minimum standards:

1. Proposal Narrative – Must demonstrate a clear understanding of MEMA’s needs and establish the vendor’s capabilities to meet MEMA’s needs

2. Qualifications of firm –Proposed staff, experience, and references match and exemplify the qualities required to meet MEMA’s needs

3. Rates – Rates must be reasonable for the positions and delivery model proposed

Section 11 – PROCUREMENT CALENDAR

Bid Available Date August 10, 2020 Submission of Questions Ongoing Answers to be Posted Ongoing Bid Opening Date August 9, 2028 at 2:00 PM