Temp Support Facility RFP 23_0176_2.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 23-0176-2

ANNUAL CONTRACT TO PROVIDE A TEMPORARY

SUPPORT FACILITY FOR DISASTER OPERATIONS

PRE-PROPOSAL CONFERENCE (AUDIO ONLY): 10:30 A.M.,

DECEMBER 5, 2023

PROPOSALS RECEIVED BY: 5:00 P.M., DECEMBER 19, 2023

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: October 31, 2023 RFP NO.: 23-0176-2

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., December 19, 2023. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the County may extend the response schedule. An addendum will be issued setting forth the new date and time.

An audio pre-proposal conference has been scheduled for December 5, 2023 at 10:30 A.M., to discuss the specifications and resolve any questions and/or misunderstanding that may arise.

Participants are asked to mute phones when not speaking, in consideration of others. You are encouraged to attend. You can call in (Audio Only) by dialing 1-888-585-9008 and then enter the conference room number: 743-636-882 #.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms

"disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

https://chathamcountyga.bonfirehub.com/portal

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Contractor agrees to follow the local preference guidelines as specified in the contract documents, which state “The CONTRACTOR hereby agrees, as part of the consideration to Chatham County for making this Contract, that the CONTRACTOR in the carrying out of this contract will give the citizens of

Chatham County preference for employment to perform all labor required by this contract.

that the rate of wages to be paid shall not be less than legally required; and that in the purchase of materials to be used in the Work of the Project, preference shall be given to sources from within Chatham County to the maximum extent possible. The

CONTRACTOR will cause the forgoing provisions to be inserted in all subcontracts so that provisions will be binding upon each subcontractor.”.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible

Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractor. The cost of such insurance shall be included in the Bid.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or

Tenant. This policy coverage includes: premises and operations, use of independent contractor, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five (5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For additional information concerning Chatham County’s MBE/WBE Coordinator, please contact Connell Heyward, at (912) 652-7860 or cheyward@chathamcounty.org.

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County Board of Commissioners is soliciting proposals from qualified vendors to provide a temporary support facility for disaster operations (a turn-key support facility). The County presents this “Request for

Proposals” to describe its needs and those criteria which will be used to determine selection of services.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview mailto:cheyward@chathamcounty.org with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Ms. Sabrina Tippett, Procurement

Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Vendor Discussion section. Include the

RFP number, page, and paragraph number as a reference to each question. DEADLINE

FOR ALL QUESTIONS IS ten (10) days after the pre-proposal conference prior to due date.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractor and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER (SECTION A): You should provide no more than a two (2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this

Request for Proposal and the contract requirements, and how the Proposer intends to meet the requirements of this Request for Proposal.

4.5.2 EXPERIENCE & QUALIFICATIONS - TOTAL POSSIBLE POINTS: 25

A. Provide a summary of your firm’s organization including size, location of the corporate office, years in business, number of employees, and experience and qualifications to perform the requested services.

B. Provide a brief summary of the qualifications and experience of those key individuals who will serve with the County’s project team and state what role each team member will play. Describe their knowledge and understanding of the types of service to be performed. Describe their disaster response experience and duration. Describe previous experience in similar or related work, local codes, laws, and regulations governing the work, especially any business relationships with FEMA representatives, past or present.

C. Provide a list of a minimum of five (5) references of similar projects performed in the last five (5) years with a brief narrative of each project, the services provided, and the contact’s name, title, telephone number, and email information of the person(s) at the client organization who is most knowledgeable about the work performed.

D. Provide a general description of the firm’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Proposer’s ability to complete the requested services.

E. State if your firm has operated under a different name within the past ten (10) years and provide the name your firm previously operated under.

F. Describe or list any metrics your firm has from your clients about their satisfaction on the date of completion or year-to-year retention.

G. Identify subcontractors by company name, address, contact person, telephone number, email, and project function, and state whether your company employs all company employees physically in the United States.

4.5.3 PROJECT UNDERSTANDING & APPROACH – TOTAL POSSIBLE

POINTS: 35

A. Proposal demonstrates that the Proposer fully understands and meets the needs of the County, which are specified in the Scope of Service Section V of this

Request for Proposal.

B. The Project Understanding focuses on the Proposer’s operational capacity to meet the requirements to provide emergency disaster assistance. The Proposer should understand how these services effect the County and understand the importance of working with County officials, other Municipalities, and the community throughout disaster operations. The Proposer shall possess the willingness to design the best response plan to meet the County’s needs in the event of a disaster.

C. The Approach should include a detailed summary of all the services the firm is able to provide and briefly outline the services to be accomplished. The proposer shall demonstrate their ability to manage tasks simultaneously and expeditiously.

Proposer shall also detail their approach to any problems that may arise, task resolution and teamwork.

D. The proposer shall provide an operations plan with their proposal that includes the following:

Readiness Plan – The contractor shall provide a written narrative to detail equipment and personnel readiness to include CEMA notification of the need of service and time requirements for mobilization and construction of the turnkey setup.

Mobilization Plan – The contractor will provide a written narrative, phase plan and Gantt charts demonstrating their mobilization plan. All ablution equipment and ancillary support to ensure a total turnkey base camp will be mobilized. A list of equipment for a typical base camp will be provided. If upon arrival, CEMA and the contractor deem any ablution equipment or ancillary support as unnecessary (i.e., certificated potable water, sewer, etc.), that ablution equipment or ancillary support may be redirected to another base camp facility or demobilized.

Operations Plan (Camp Management Plan) – The contractor shall provide a written narrative to demonstrate the management plan of all major components outlined in Schedules A – G to include daily reports to be submitted to CEMA.

a. Camp Site Map (Area Required) – Provide an ideal situation schematic of the base camp setup including area requirements. This is subject to change depending on the nature of the disaster and location.

b. Quality Assurance Plan – The contractor will issue their Quality

Assurance Plan (QAP) in accordance with Section V Schedules A – G.

Key Personnel Staffing – The contractor will provide an organizational chart of personnel that will hold key roles at the base camp. The contractor has fully identified key positions and the personnel by name that will fill them. The contractor has demonstrated that the proposed key personnel have an understanding of the program scope and objectives, as well as successful previous experience in the delivery of similar services. The contractor has included its rationale for the positions designated as key. The contractor has demonstrated an understanding of the importance of assigning experienced, key personnel in the completion of the project. The contractor has provided resumes for all proposed key personnel. Resumes have been limited to one (1) page each.

Demobilization Plan – The contractor will provide a written narrative, phase plan and Gantt charts demonstrating their demobilization plan.

Reclamation Plan – The contractor will provide a written narrative demonstrating their reclamation plan and pricing.

4.5.4 COST PROPOSAL - TOTAL POSSIBLE POINTS: 20

Proposers shall use the cost proposal form provided with detail of unit pricing broken out as an attachment. The proposer shall provide a complete, all-inclusive cost for all services to be provided as outlined in this solicitation.

The County reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process.

4.5.5 LOCAL MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of local MBE/WBE business/firms, subcontractors, contractors, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.5.6 REFERENCES: TOTAL POSSIBLE POINTS: 5: Please provide a minimum of three (3) references, current or past government clients from who you furnish(ed) temporary support facilities for disaster operations. Please be sure that these references can attest to the company’s knowledge, quality of work, timeliness, diligence, working relationships and flexibility. Please provide the client’s name, address, phone number and the name of a contact. Chatham County is interested in the type of service(s) provided and how long that reference has been your client.

4.5.7 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.7 CONTRACT AWARD:

A. Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the

B. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

ANNUAL CONTRACT TO PROVIDE A TEMPROARY SUPPORT FACILITY FOR

DISASTER OPERATIONS

5.1 PURPOSE AND BACKGROUND:

The Chatham Emergency Management Agency (CEMA) is seeking to secure services to provide an emergency standby contract for base camps during emergencies and/or large-scale events. The award resulting from this Request for Proposal will be for an annual contract for a one (1) year term with the option to renew for four (4) additional one (1) year terms.

A significant event in Chatham County, regardless of cause (natural, man-made or technological) will require a large response to mitigate the effects on lives and property, to assist the affected population, and to ensure essential necessities of life are delivered in a timely and effective manner with a guaranteed response within seventy-two (72) hours.

5.2 MINIMUM SPECIFICATIONS:

The scope of services calls for a contractor to be selected as the primary source for

CEMA to establish specified emergency crisis base camps providing total turn-key base camp support service inclusive of camp and subcontractor mobilization, camp site preparation, installation, camp management and operation and camp demobilization as set forth herein.

The contractor shall provide all authorized camp occupants with temporary billeting structures, pole tents or frame tents, and other facilities with air conditioning and/or heating, leveled hard floors, and providing for bedding and linens, kitchens/meal services, shower units, laundries/service, restrooms (toilets), hand wash units, “certificated” potable (drinking) water, on-site removal of black/gray water and associated on-site sanitation systems, and power generation and camp lighting. .

The contractor will be responsible for all requisite equipment and commodity reordering necessary to support the camp including, but not limited to; kitchen/food services, showers, laundries, and restrooms. The contractor will be responsible for providing single standalone items that may be required for use at locations other than base camps including, but not limited to; kitchen/food services, showers, laundries, and restrooms.

The contractor shall provide services in compliance with the American with Disabilities Act.

If the services are requested during a public health emergency due to a viral epidemic or pandemic, such as COVID-19, the contractor will be required to ensure its personnel take all appropriate safety precautions, as required, or recommended by the local, state, or federal public health officials, including furnishing all supplies such as hand sanitizer, disinfectant, masks, and other personal protective equipment. Failure to do so will be grounds for contract termination.

CEMA reserves the right to estimate base camp populations at the time of release order award and throughout the duration of the release order for billing purposes scaled on a daily average basis as follows:

Type I Support: 2001+ persons Type II Support: 1501 – 2000 persons Type III Support: 1001 – 1500 persons Type IV Support: 751 – 1000 persons Type V Support: 501 – 750 persons Type VI Support: 251 – 500 persons Type VII Support: 101 – 250 persons Type VIII Support: 0 – 100 persons

5.3 SCHEDULE A – FACILITIES:

5.3.1 SITE LAYOUT: The contractor shall provide campsite layout in accordance with spacing and implement erosion controls in accordance with local, state, and national regulations, protocols, policies, directives, and guidelines (such as EPA Protocol 883-91-100). The contractor shall perform all necessary site excavation to establish positive drainage and make site ready for placement of contractor provided equipment and assets. The contract shall maintain campgrounds on a periodic basis to include brush clearing, grass and brush cutting.

5.3.2 FACILITIES OVERVIEW: The contractor providing billeting shall be provided in commercially available climate-controlled facilities which include floors, doors, lights, sleeping cots and fire extinguishers in accordance with local, state, and national regulations, protocols, policies, directives, and guidelines (such as ANSI Z.4.4, NFPA 102, CH 7, 8 and 9 and NFPA 101). Such billeting shall be fully installed and ready for occupancy within seventy-two (72) hours after release order. Changes to accommodate increases or decreases in camp population shall be completed within twenty-four (24) hours after notice.

Tents provided shall typically be one (1) or two (2) type pole tents or frame tents.

Alternate structures, which meet or exceed these specifications, may be substituted with approval of CEMA. All billet facilities shall be installed in accordance with referenced codes and manufacturers approved engineering data.

All structure engineering data shall be maintained on file in the project site office.

Air movement within structures shall be in accordance with local, state and national regulations, protocols, policies, directives, and guidelines (such as ANSI Z. 4.1.4). Pole tents shall be supported with large center poles and side poles. Pole tents shall be anchored via double ropes and pins. The pins shall be driven into the earth 48” and the 5/8” diameter ropes have a tensile strength of 5,000 pounds. The double anchor points shall be spaced 7’6” on center around the perimeter of the tent. Pole tents shall comply with Georgia Fire Codes and the NFPA for Flame Retardancy and NFPA 701 Flame Retarding Fabric requirements. Frame tents shall be membrane structures engineered by the manufacturer providing a clear and open span from side to side. These tents shall be supported via aluminum frame members and shall be anchored to the ground with 48” stakes or with ¾” x 8” wedge bolts for concrete pavement locations. The contractor shall issue a certificate of compliance with the proposal to demonstrate that frame tents shall be rated for a minimum Class C wind loads (seventy (70) mph) in accordance with local, state, and national regulations, protocols, policies, directives, and guidelines (such as ANSI/ASCE 7-93). Structures shall be in compliance with the following building code standards in the US: Uniform Building Code (UBC), Building Officials and Cod Administrators (BOCA), Southern Building Code Congress International: Standard Building Code (SBCCI-SBC), and applicable Georgia Building Codes. Frame tents shall meet or exceed Georgia Code for Flame Retardancy and NFPA 701 requirements. For privacy and to accommodate 24/7 work schedules, windows are not to be required for membrane structures.

Flooring shall be comprised of ¾” plywood or equivalent placed transversely on

4” x 6” stringers laid flat on the ground. Plywood shall be anchored via screws to prevent trip hazards. Alternate structures, which meet or exceed these specifications, may be substituted with approval of CEMA. Flooring shall be placed within all interior portions of the tents to provide a firm level working or living area. Prior to placing floors on the ground, an entomology service shall be utilized to eliminate potential bug or insect hazards. Periodic screenings and repeat applications shall be provided as needed to ensure inactivity.

Tent lighting shall be provided at a rate of twenty (20) foot candles and will be placed on timers for blackout times to accommodate sleep schedules. All lights shall be NEC and UL listed for outdoor and wet conditions. Cell phone charging areas shall be provided throughout the tents.

Fire extinguishers shall be provided for each individual structure (tent) and sized appropriately for its occupancy and rated for Type ABC fires. Special areas such as kitchens may require other rated type extinguishers appropriate for the specific location. All applicable Georgia and NFPA codes and regulations will be strictly enforced throughout the base camp.

Sleeping cots shall be constructed of nylon and aluminum or equivalent and have a minimum 300 lb. capacity. Pillow, blanket, sheets, and pillowcases shall be provided with each cot. Cots shall be placed so each occupant has approximately

40 sq. ft. of personal space within the tent. This accommodates areas to store personal belongings. Steel bunk beds with mattresses may be provided at higher occupancy sites that have a limited amount of floor space. Storage boxes, lockers or shelving for personnel effects will be provided to ensure a neat, orderly environment.

5.3.3 ENVIRONMENTAL CONTROL UNITS (ECU): The contractor shall insure that all HVAC shall be provided for all structures in sufficient capacities to cool tented areas to approximately seventy-two (72) degrees Fahrenheit from ambient temperatures of ninety-five (95) degrees and heat to approximately seventy-two

(72) degrees Fahrenheit from ambient temperatures of forty (40) degrees. All mobile HVAC units shall be operated on a digital thermostat control.

5.3.4 CAMP LIGHTING: The contractor shall provide sufficient night lighting in the most commonly used base camp areas and around dining, showers and restroom areas to permit safe movement of personnel.

5.3.5 HAZARDOUS MATERIALS: The contractor shall handle all hazardous substances and dispose of hazardous substances in accordance to governing laws and conditions. Trained and licensed personnel will handle all hazardous materials. Copies of all documents and manifests supporting such actions must be supplied to CEMA.

5.3.6 CODE ADHERENCE: The contractor is responsible for adherence to applicable local, state, and federal building regulations and laws. The contractor shall be responsible for acquiring all permits and approvals for construction and installation services provided. The contractor shall be responsible for meeting manufacturer recommended installation specifications. The contractor shall perform a local code review of the jurisdictional area where the camp is located and implemented any requirements determined to be more stringent than the

National Codes indicated in this statement of work. A written compliance report shall be provided to the government upon completion of this code review within fifteen (15) days of release order.

5.3.7 SAFETY STANDARDS: The base camps shall be kept in compliance with applicable OSHA rules to include CFR 29, Part 1926, and all other local, state, and federal regulatory standards and conditions.

5.3.8 DAILY LOGS: The contractor shall maintain daily logs with mapping and addresses of all base camps it is operating under the contract. Copies of the logs shall be provided to CEMA and the Logistics Command Base Camp

Coordinator.

5.3.9 BADGE SYSTEM: The contractor should furnish photo identification badges for all camp occupants and contractor employees requiring entry into the camp.

Occupant identification will be used to access lodging, camp facilities and meals. These identification cards shall be displayed on the outer clothing at all times the occupants are within the camp.

5.3.10 BILLETING PERSONNEL ACCOUNTABILITY: The contractor provides a method for determining personnel sleep locations within the base camp. The contractor shall provide appropriate billeting for the personnel assigned to the camp including, but not limited to, beds or cots to accommodate number of personnel assigned to camp, separate areas for male/female and day/night shifts, and HVAC provided in all structures.