Emergency Shelter Staffing

Hillsborough County Fire Rescue's Office of Emergency Management is issuing Invitation to Bid (ITB-26-00131) to procure emergency shelter staffing support services for a three-year contract period. The solicitation seeks an experienced contractor to provide trained and certified personnel for rapid deployment to operate both congregate and non-congregated shelter settings during emergency activations and declared disasters within Hillsborough County, serving residents and pets. Services encompass shelter management, registration, dormitory operations, feeding operations, logistics, and case management with full compliance to ADA and PETS Act requirements. The contractor must maintain minimum capacity to simultaneously staff three separate shelter sites, each requiring 46 general shelter staff members (22 per shift), 2 shelter managers (1 per shift), and 8 pet shelter staff (4 per shift). All contractor personnel must successfully complete FEMA independent study programs (ICS 100, 200, 700, and 800), maintain a Level II background check, possess a valid Florida driver's license, and demonstrate fluency in English, with bilingual capability in Spanish and Creole required for designated positions. Pricing must be submitted as fixed hourly labor rates for three positions (Shelter Manager, General Shelter Staff, and Pet Shelter Staff) covering all inclusive costs including transportation, equipment, training, fuel, lodging, personal protective equipment, food, supplies, overhead, and administrative expenses with no additional charges permitted throughout the contract duration. A non-mandatory pre-bid conference is scheduled for March 3, 2026 at 1:00 P.M. Eastern Time at the Public Safety Operations Center in Tampa, Florida, with bids due March 27, 2026 at 2:00 P.M. Eastern Time through the County's electronic bidding system (Euna Procurement).

No set-aside designations or restrictions on organization types are specified in the solicitation documents, and no incumbent vendors or existing contractors are identified. All contractors must comply with Florida Statute 287.087 drug-free workplace requirements, obtain and maintain comprehensive insurance coverage including Commercial General Liability ($500,000 to $2,000,000), Automobile Liability ($300,000 to $1,000,000), Workers' Compensation, Professional Liability ($1,000,000 per claim), Cyber Liability ($1,000,000 per claim), Pollution Liability ($1,000,000), and Physical Abuse and Molestation Insurance ($1,000,000 per occurrence), with all policies issued by A.M. Best rated companies and naming Hillsborough County as an Additional Insured. Contractors must provide Certificates of Insurance prior to service commencement and submit standard documentation including a Substitute W-9 Form for tax identification purposes and authorization for direct deposit payments through the County's ACH system. The estimated contract value is $374,610.00 for the three-year term, which extends through the last day of the calendar year to incorporate the hurricane season. The County reserves the right to award by line item or overall total price and may reject any or all bids.