March 3rd the time is 1 p.m this is the pre pre-bidden okay hold on having some technical issues here well we're going to move forward so the date is March 3rd the time is 1 p.m this is
the non-mandatory pre-bid for project ITB-26-00131 the title of the project is emergency shelter staffing okay I'm going to cover pages 1 and 2 of the RF for the ITB document and then after that I'll hand it over to staff so they can cover the aspects of the project so the solicitation title is emergency shelter staffing the Hillsborough County Fire Rescue Office of Emergency Management seeks an experienced and well qualified contractor with proven and documented track record of being able to provide shelter staffing support during emergency activations and declared disasters within Hillsborough County for residents and pets the contract resulting from the solicitation will be in effect for a three-year period the estimated project amount is 374 thousand six hundred and ten dollars and point one the county will only accept bids submitted through its electronic bidding system unit procurement so if you try emailing me uh I will not accept it I'll just say you have to use unit if you try walking your bid into us at county center we will not accept it has to be through you know okay um questions all so if you're submitting your bid and you have any issues related to your submission if you're having technical issues on page one they have here that questions regarding and I've already posted this to public messages uh questions regarding technical difficulties or errors encountered while submitting proposals through una must be directed to unit support at 1-844-226-3862 or bonfire dot or I'm sorry support dot bonfire at unisolutions.com okay questions regarding specific specifications and solicitation documents must be directed to the county using messages through unit okay now here's a point on the next page to be given consideration such requests oh we have a signing sheet okay we just started so to be given consideration your questions such requests must be received no later than 14 calendar days after the date of solicitation issuance and unit procurement now it was this we were issued on february 17th but let me finish or or from the site visit or pre-bid conference with whichever is later so the last day for questions is march 17th alrighty and you would put that as a public message or basically what happens is you're going to submit it it goes into a profile from you not to everybody and that's where you know i'll download it review it and send that up to the project manager and then they'll respond to me if it creates an addendum i'll create the addendum and then i'll have staff above me review it i'll have staff here review it and then if everyone's in agreement we'll publish it already if there's a potential that we're knocking on the door of march 27th which is the current close date then we'll extend the project out okay cone of silence now when the cone of silence the veil is reduced is when we have a meeting right here because we're in the public and in this conversation i let staff here know that it was the direction of eoc to do an in-person pre-bid there is no virtual pre-bid but by the basis of this being non-mandatory uh anybody not being here they still have the ability to read the document question the document and in bid if this was mandatory anybody that did not attend they would not be able to bid on this project so that's good okay so cone of silence is in effect cone of silence for this procurement therefore no bid or interested party uh or and or their principals officers attorneys or agents shall communicate with county employees so you can't communicate directly with the people here at the eoc you have to use the portal and this project under messages already now do me a huge favor when you put a message in please identify the paragraph and the page number because sometimes people will say what do you mean by shelter areas you know and it's like looking hunting through a needle in a haystack because you know it's like saying purple fire hydrants i don't know so if you can identify the paragraph uh and what your detailed question is it's kind of like like i gave an example of questions that we did receive we received 13 from one vendor uh where it says is the contractor allowed to use a staffing agency now that's going to be of concern but it should be addressed within the document i haven't pinpointed in here that question a real easy one um is transportation a requirement well your transportation here is a requirement so okay just a few examples let me also go a little bit further um pre-bid conference a non-mandatory pre-bid conference is being held today on the third at 1 p.m at this location all interested parties are strongly encouraged to attend and the purpose of the pre-bid conference is to allow potential bidders an opportunity to present questions to staff obtain clarification of the requirements contained in the solicitation also understand that we can you can have a question county can respond but the only thing that matters in the eyes of the law is what's written in here so that's why we want you to follow up with a written question even though you may get an answer here today follow up with written cross from because if it has reason to change the document your written question allows us to precipitate an addendum okay so don't say well when i was at the pre-bid i asked this question county said this it has to be in writing and the addendums what helps articulate the rewriting but insurance is required on this project do not buy your insurance now you're going to find that there's attachments in your in una that has a copy of this document it's going to have a copy of our insurance certificate it's also going to have a copy of an attachment which is called insurance requirements attachment what you want to do is take that attachment to your insurance agent and say look these are the requirements for hillsborough county please provide me with a free quote this is a contract for a three year period right now i'm going to cut over real quickly to the three-year pricing you're going to see it has years one years two and year three for year one you're going to have a shelter manager you're going to have a general shelter general shelter staff and pet shelter staff you're going to see within the document is going to identify the number of people per staff so in this you're going to identify an hourly rate that's going to include those costs for your insurance for transportation and and i'll let staff cover that full eventually okay so be mindful that's what all your thoughts are going to be associated so year one you're going to identify what your hourly rate will be just since there's no cpi on this project year two you're going to have to anticipate what your cost factors are for a year or two you've got transportation cost of fuel goes up what is your insurance going to go up for year two year three so those are questions you need to ask your insurance agent ready so you're going to have fixed labor rates for years one two and three okay uh let's see surety and bonds there are no surety bonds for this project okay uh so and then the last and then i'll turn it over the department of homeland security image program and e-verify apply to this procurement please see general terms and conditions for the complete details and requirements that's stated there are any questions up to this point okay so on page three i'm going to go ahead and turn over the scope the ins and outs of the project to the eoc staff so good afternoon everyone happy tuesday
my name is sarah patrone i am our procurement coordinator slash project manager slash contract manager probably like to refer it um this is katia miller she's our operation section chief she will be predominantly overseeing the ins and outs of this contract because those individuals will fall under her section and then of course we have my section chief who is our logistics chief michael lackey so pretty much what we're here to do is find a vendor that can bridge a gap that we have here in hillsborough county so we have a deficit for shelter staffing because as you know hillsborough county is quite a large county so we want to make sure that our citizens always have somewhere to go and we always have the appropriate amount of staffing for our citizens so with this contract we essentially hope to have a vendor that can bridge that in the sense of providing staffing for general staffing and for our pet shelters so with that we have an am and a pm staffing the scope is the scope and numbers are based off of our largest shelters which currently is 44 so it would be 22 am 22 pm with one shelter manager in the morning and one at night now those numbers differ a little bit when we have uh pet shelters in consideration katia can talk a little bit more of the nitty-gritty of those numbers and so our hope is that we have we have your teams they'll come in and they'll manage those shelters directly so you'll you'll be greeting the citizens that come in you'll be checking them in and you'll make sure that they have everything that they need in order to bunker down for the storm do i miss anything
talk to you no i think a lot of the positions and scope um and roles and responsibilities are laid out in the contract itself um you'll see in their different positions and their descriptions such as um you know dormitory monitors uh you know breeders uh shelter managers themselves and then there's the civics of course on the pet side as well so um all of that you know if you have questions on those you can talk
about that today but all of it's laid out of track and let me interrupt real quick so you might want to write down page four paragraph 1.3 point minimum requirements that's so important because it goes you have paragraph paragraph 1.3.1 through 1.3.4 and then there's sub paragraphs to 1.3.4 that shows you know all contractors personnel must pass the femas in so the biggest thing is is that's like the line in the sand so be very cognizant of your minimum requirements because let's say we get nine bids in what they're going to do is they're going to look to see if you meet those minimum requirements if you don't you're going to get that nice little letter that says unfortunately you do not meet those
requirements okay that's that's key okay thank you and i know one thing with those minimum requirements we do have in there thank you those ics requirements the 100 200 700 and 800 and the reason we ensured that that was in the solicitation is because you will be public facing so it's different when you're dealing predominantly with county staff you know we we deal with contractors all the time from the government perspective but our citizens and our the people of our community don't always deal with contractors so it's important for us that your teams understand what it's like the how the structure is broken out and what these people could kind of be dealing with so that's why those are important certificates for your teams to have and why they're being required it's requirement for
yes correct so definitely review paragraph 123 okay do you have anything else that was well uh good touch on yes i'm sorry no no no i burst your bubble there could i could i cover a few things yes of course okay so another another area that you want to look at and make a notation is paragraph 1.5 that actually identifies the shelter roles and the responsibilities and as sarah mentioned each shelter will have two shelter managers one per shift okay so look at those paragraphs that's on page
five i'm stealing your thunder no go ahead you you thunder away okay now the one thing too is if you uh
i'll mention look at paragraph 1.4.2 that's where it talks about uh shelter and the hours it's very detailed in the hours okay so 1.4.2 it shows that the contractor must demonstrate the ability to fully staff three separate shelters and it covers that 1.5 the shelter roles that identifies that you there requires two shelter managers one per shelter one one per shift per shelter tongue tied there okay um another is page six paragraph 1.5.2 this is for your general shelter staff all right that talks about how uh each shelter will be assigned 44 general shelter staff 22 per shift and then it goes into the details also on page six paragraph 1.5.3 and that talks on your pet pet shelter staff and that's that that's the crux of what we're doing here the three type shelters okay you know so you got your shelter managers general shelter staff and the pet shelter staff um now i'll give it back to you so on page seven so that's kind of like the bulk of the actual hands-on so now page seven paragraph 1.5.4 these are the contractors responsibilities you know i guess sarah if you want to touch on them or if you just if has any everyone here read the the document yet i know it's lengthy so do you have any questions
on the responsibilities not this time oh okay okay good okay good because i don't want to
force you to have to say things okay but i just want to make sure everybody here is informed because i want to make sure that you know in your minds you know you want to do this or you don't you know and you want you to be as informed as possible okay so um page eight paragraph 1.6 pricing okay so here's the the big crusp of it the county aims to establish an hourly labor rate for each position shelter manager general shelter staff and pet shelter staff okay all with all-inclusive direct and indirect costs such as transportation equipment training fuel lodging ppe food supplies overhead and administrative expenses as well as other materials necessary for personnel to operate okay so it it it it delves digs into like rates shall be quoted in dollars per hour and shall be computed to the nearest one quarter hour i mean we we already identify that we're looking at x number of hours
do you how how are those hours derived just two shifts are split off from the 12-hour shifts correct and that was based off of an average of course we'll put you have seasons like last season where hopefully it's like a repeat this year where we didn't have any storms but on i don't want to say worst case scenario because unfortunately it could always get worse but like for instance one of the more difficult seasons we had which was the 2024 season we had three activations and that was particularly difficult for us so i took that one and i took an average of about three activations per year and then i did that calculation based off of shelters being open for i think i averaged it um seven days it should not ever occur but again worst case scenario if something astronomical happened and then averaged that on the high end so that's kind of how those numbers came came to be okay and be aware
that on the pricing sheet for year one for shelter manager general shelter staff and pet shelter staff each line is 1512 hours but when you get into year two there's an adjustment on those hours okay so for year two shelter manager 30 hours general shelter staff 660 hours pet shelter staff 120 hours i guess we're not going to have hurricanes right so then when you go into year three the shelter manager 30 hours general shelter staff 660 hours and pet shelter staff 120 hours so is there a reason that those
hours were reduced like that sure because i printed that out this morning they should have reduced they should have all been 1512 correct and then okay i'm glad that caught my eye yes you can have
those so um make a note of it or here's a pen so that way you know note that i'm going to get with jim okay so now and it says additional turn additional charges should not be applied so once you set up your hourly rate you can't say oh well i forgot about this and that's like i was saying with your insurance agent okay so it's not official yet but the hours that you're seeing for year one we're going to do an addendum that will revise what will have to happen because of union i'm going to have to delete that pricing and create a new spreadsheet so the thing is is don't submit in a bit just yet because
you'd have to withdraw it okay okay cool all right are there any questions yeah so i don't know where we want to start on questions um do you want to start a pricing since we're already right there okay sure so one of my questions was kind of that numbers which we just talked about um and that that kind of maps down if you had a shelter open for three days especially for a few staff which is almost a 44 staff shelter yeah what is the process for the complexity and the you know the adjusted needed if you had to have a longer shelter in operation or simultaneous shelters based on the the current
process what would be in there so with our current shelter we already have uh county shelter staffing so we this will just be in addition to exactly if if we need be that like i said that like 44 number is based off of our largest shelter in the county so we can assign staffing to a shelter that doesn't have the capacity for that much so it could be that we only need 20 overall 10 per shift it really just depends on which area we feel like we'll need it the most and we'll go off of that this was these were worst case scenario numbers so that way it kind of avoided us having to go and get an addendum later
on to the contract okay and so it's not completely replacing county staff correct it's just adding
yeah augmenting and adding to it's correct yeah it could be serving as like a rotation as well so if we are getting into prolonged shelter operations where he may be started with county staff but now we have to rotate them out um that's that we would then have the staffing contract to augment that staffing um so that's where you could see you know overall our shelter operation may have been going longer but as far as the when and how long we're utilizing the shelter staffing would be yeah and if
there were like a significant year and the staffing numbers would come up to the threshold of the the 15 60 hours is i didn't see a mechanism in there for adjusting that is that something that would be done within the same contract or adjust in time procurement as needed during you know
hurricane response or something a number of staff do you have like if you were to say so you had
three back-to-back hurricanes and you've expired all your hours uh and then more still needed i didn't
see a mechanism to increase that within the existing contract what it will end up having is staff here at the eoc well like last year was a fluke that was so wonderful you see it coming in it went away so so what staff will do is they'll have to keep an eye on that because as they're using we call it capacity as a user's capacity they're going to have to modify the contract okay yeah that's increasing i don't know if it was a modification to this existing or a new procurement just in time no they would they would have to modify because if we're going to do a three-year contract you know we're going to want to modify this we don't have time to go back out and do another contract okay so uh i noticed like on page seven paragraph one point five point four point six uh the contracts were his reconcontractor responsible for scaling staffing personnel needed up or down depending upon the size and complexity of the incident just like sarah was saying if we have shelters that that we need more here so you're going to be best friends with the eoc project manager okay any
other questions all right hold on i'm sorry i i'm reading a long question don't have oh anyone else have any i don't want to come out of the question so got them just a couple um our staff allowed to
shelter in place when they're off-shift or is it required that they are off-site so um during what we call
like the hunker down period where it would be unsafe for the staff to um you know transition somewhere else they would be expected to stay in place during their respite time and then allow for that shift change to occur so they there are shelter um staffing respite areas that are set up um when
we when we set up a shelter so once the storm passes and it's been determined that the shelter still needs to stay open it's safe the roads are cleared are they still allowed to shelter in place or are you
requiring them to be off-site they can shelter in place yes first and that would be for the term of
their let's say for the term of their let's say if they have a 12-hour shift and all of a sudden it's all clear and they've been there nine hours they probably still have to stay for the 12 or that's a
judgment call no as long as the shelter is still operating um then it would still remain at that 12-hour shift now if we decided that we would close the shelter within that shift then it could be that their shift obviously the short right but then at that point we're closing falter so i would just expect
that the two 12s what's the average number of residents in each shelter that varies but depends
on the shelter location so we have some shelters that are maybe in the you know 200s 500s we have some shelters that are over 4 000 it just depends on the location now the shelters that we're using they're like high schools right they're a mixture they would be high schools middle schools or elementary
schools okay do you see a situation where storm passes everybody wants the schools back open the commissioners want the schools open the school board wants the schools open so then kids can go back and if people can return to work that you would still then have a separate kind of short-term shelter for those folks that haven't been able to figure out their housing would that still be at a school or to be moved to like a parks and rec facility or so those would be if we're getting into our
transitional sheltering operations and um historically that's been more like you said at a parks and rec location um in 2024 we utilized uh les miller all people's um location if you guys are familiar with that here in um hillsborough um but it really is incident specific um if we have a situation that is bad enough um or catastrophic enough it could be that we're in the schools for a longer period um it really just depends but you know we would be looking at that flexibility of course um but as far as the shelter setup and and concepts they're very similar in picture uh even with the with the parks and rec facilities we're looking at an either or um you know breakout room and and or gymnasium type
setup same thing that uc looks to assuming this is just for the positions that you listed the county will be responsible for providing security providing meals all the other incidentals it's just those positions that are listed yes and that's part of that my last question that you know you're knocking one out of mine um for all the courses that you mentioned you know 100 207 is that for all staff or is that just shelter managers all that okay and do they currently have to have those certifications or by the time an activation they would have to have them all done preferably by the time you submit your
of course is um and then also award as well so if we get to that stage where we're recommending you for award and you haven't had those then we'll have to move on to the to the next better so by
contracting you have to have all faster correct because again our our goal here is that if we have something happen we can pick up the bone and you guys would be able to show up with trained personnel and do this right it's not a this is not a situation where we would have time to to backtrack and get
people trimmed up no substitution for the courses those are the ones those are the yeah the standard
and all of those are in independent study courses so they're available on thank you but they're independent study courses they are they're available online via the fema website they're free of charge and can be taken at self-paced okay so they're always available other than there's a government shutdown uh yeah state of florida currently is allowing folks to take those trainings during government shutdowns through louisiana's training program so um you know if that were to become a situation we would be able to provide that information but usually they're going to be available via the female
website and now kind of like when i was talking about paragraph 1.3 minimum requirements paragraph 1.3.4 licensing and certification requirements at the time of the bid submission and throughout the term of the contract the contractor shall maintain all licenses certifications and insurance necessary to perform emergency shelter operations and so right there at the time of bid submission you know it would require that your personnel are certified you're licensed okay to answer your question and for everybody here um let's say if we were to increase the hours on page 36 paragraph 5.2 that is changes in the work change orders modifications so that's what we would rely upon and they would already make that assessment in advance knowing that the uh allowance of hours is being utilized quicker than what they anticipated you know next year may make up for last year you know hope not jesus yeah
but i won't be here so since you're on that paragraph let me just ask you you made a comment earlier about insurance don't go out and buy the insurance now right but at the time of your bid submission it says here you should have that insurance so i just want to make sure you know what i'm going to mark that
because if we're going to change the the line to increase the hours we're going to take that out we're just or may augment it to say that you know just remove the insurance because the other insurance paragraphs state that you know you're not going to provide your insurance now but if you are the award right let's say we send the we we close the project look at all the bids and then there's a recommendation for award from the eoc to procurement we'll put out there what they call is a notice of intent to award once we issue that notice of intent to award that's when staff will reach out to you and say the notice is for you intent to award for you for you having you know equal opportunity uh then you'll go and get your insurance okay thank you cool so page four three objective uh independent study is
offline right now so just to track it so if it doesn't for some reason wouldn't be up before like window of timing i'm guessing here before the 25th if some staff can't get their transcripts or they can't take courses or anything um i guess i'm i guess i'm trying to figure out what that looks like if all of those need to be submitted with the proposal or if those are follow-up um i guess documents to be
i'm told if that if it weren't to come back up by the time that the submission date came across and we get with procurement and find an alternative method for you guys to submit the um documentation
i thought you talked about now those classes aren't through you they're through fema would that be correct correct okay all right so we're looking at new pricing pages for years two and three uh page four paragraph one point three point four uh modification regarding insurance and i'll look at the other paragraphs just to make sure that there isn't any other cross-reference that may have an ambiguity there okay um let's see let's see at least it provides a format for you for on page nine paragraph 1.7.4.4 what your invoice should look like okay that works great i'll cover a paragraph in a little bit that talks about when you submit your invoice the number of days we have to review it and the number of days that finance has to pay you right they call it the what is it the quick payment plan by the the government but it's not quick it's quicker if you're in good communications with your project manager to process your invoice okay so uh contractors training post award is on paragraph 1.8 page 10 and it goes into uh the shelter manager training general shelter staff training and pet shelter training so we're looking at five hours uh for each category are there any questions or do
you have any more that you want to identify in your scope we have a question and just for clarity uh is this a pure stocking contract where the selected contractor is solely responsible for for providing the qualified staff and managing the recruitment and staffing deliverables um in which case the services are listed under section 1.1.2 are meant to illustrate the job duties of staff provided or is the awarded contractor responsible for managing the deliverables
of performance of the emergency shelter so is the staff responsible for managing the performance
the deliverables of the performance of the emergency shelter okay so there's your 1.1.2 you want to read
it out loud or you want me to do that yeah i can read it so what she's referring to is 1.1.2 services provided under this contract include shelter management registration dormitory operations feeding operations logistics and case management all personnel must operate in coordination with the county and or florida state shelter operations in compliance with america with disabilities act and pets evacuation and transportation standards that has a mouthful that's required so if i'm not sure if i
understand the question fully but i'll just in reference to that so what that's saying again is based off of the roles and responsibilities that are listed out from those positions listed in that section the staff would be expected to perform to those standards of and roles and responsibilities right so they in in completing those roles they are running the shelter to the expectations of the county and in coordination with the county okay does that make sense yes okay um but is there another layer of which if there's something that's going wrong um not working out what kind of level of involvement is it just on our staff solely or i guess um you know the deliverables of the shelter are being that for the community is there some you know people are doing their job the right way obviously it's happening smoothly but anything were to happen is it the staffing you know agency that's providing the personnel that you know would be responsible for a shelter not working out or the operation is not running correctly so um there would be direct coordination with the county eoc and what we call our esf6 mass care team who manage the entirety and operations of shelter operation so those shelter managers and this would go into those roles responsibilities this would be included in the training that he just pointed out in the contract of of what they would be going through and what they're learning all of that is included in the training how are they communicating with county um what's expected of them as far as you know um delivering reports to the county all those touch points where we can ensure that the shelter is running smoothly and things are are going the way they're supposed to right so um again things like security right all that stuff is being is being provided by the county um if we're talking in a school setting situation food is being um provided by the school district but each of these staff positions have pieces that they do in coordination with those services right so um this staff obviously is going to need like basic um conflict resolution type abilities right um doesn't mean that if something criminal in nature is coming about that we were expecting that staff to handle that they would then be you know expected to report that to the proper individuals and involve security or or law enforcement present right so it's it's things like that but they would receive those specifics in the training um but of course if we're having folks there that are not um they're not performing to the expectations listed out in the roles and responsibilities then that's a different story right okay yeah i understand thank you yeah but it's not going to be a just you float or sink and um and you know everything's expected on you yeah there's a lot of pieces and agent please and coordination that's
involved in in shelter operations okay section that was just referenced and mentioned his management at the end of it um there's no case management positions yeah what is the expectation
with this man the biggest step yeah so again it'll go into that in specifics with training but they're in in the shelter uh intake process upon registration there um are there's a lot of information that's collected about the individuals um depending on the phase of operation that we're in there may be some level of case management that we have to do uh we obviously get get a mixed bag of population in our general population shelters so you may have individuals that have um you know specific accommodation requirements you may have um unhoused residents you may have people that require a certain transportation assistance uh or any of communication with them upon um you know transition consolidation or demobilization of the shelter there's a lot of those specifics that come into play so the staff um depending on their role would be assisting with those types of things right having those conversations with shelter clients um making sure that we're connecting them with resources but again none of this would be expected upon necessarily that the staff member to know all the details right they would be coordinating again with the county perfect because i think at the shelters
they came up with a new program of registration where you can scan your phone and then and the um people coming in would then put their information in and then the person at the desk receiving would
then assign a room yeah so we've digitized our shelter registration process yeah right what do you guys
currently do and what would the expectations be for registered sex offenders so currently um they are not
allowed in our general population shelters another reason that we have school security and law enforcement there um again we're not doing any type of live checkup or background check on shelter clients so it's more so uh if you know the the sheriff's office will be provided a list themselves of registered sex offenders there's a lot of pre um incident coordination and communication that's sent out to those individuals and they're told of expectations um so it doesn't happen often but we have had instances where one may show up um if they self-present and say that they are a registered sex offender again that that shelter manager is i'm going to coordinate with local law enforcement and they'll be told um you know where they need to go but they are not um allowed in our general population shelters and in addition to that because our shelters are in schools they are also not allowed in schools so
that might not be a question you asked you both self-report self-report or your coordination with
the on-scene security and law enforcement would um would potentially identify that um it could be an instance i think we've again very rare that this happens but um there could be an instance where they find out maybe after the fact hey this person is in here and they will then work with shelter staff to go in there find the individual and remove them from the shelter location has the
county had any conversations about potential ice involvement coming up at shelters and what the
expectation is so um not directly but we know that that is something that could happen um again our standpoint is life safety we do not um we are not checking for citizenship we are not asking for driver's license identification upon registration these are life safety shelters um and folks can give us as much information as they look like to registration none of it is required other than we need to you know know how many you are and and we're providing you a space so ice comes in and says i'm going to see your list of all registrations we would have to work with local law enforcement
in that situation yeah and even though by definition you've got a shelter manager whether in most situations would there always be a county shelter manager liaison that person would be working
with um that would be our intent yes um yeah even in our in some of our other shelters where we have mutual aid agreements with some of the municipalities we have a county um manager leading that because of again that coordination on the county side um but at a minimum you guys would be all equipped with the contacts directly to the eoc just like any other shelter staff and team would is there i know you've
got all the positions listed with some similar to the question he asked about case managers are there allowances that if a provider wants to bring in mental health clinician or a mental health counselor to help de-escalate are there allowances in the rfp that if we wanted to add staff for particular reasons that
we have the ability to do that the only way you can do that because we the parameters are there in the pricing yeah so if that could be a a future conversation with the eoc let's say you're awarded the contract and you say here's a suggestion you know uh they would have the latitude to say you know what we're going to add another position okay and go through a modification process now we do we have
in the past um had other cism teams come in where we will send them directly to the shelters because of those types of situations um especially if we're getting reports and word from the shelter staff that they're that may be more prominent in that location um we also have teams from our community and homeless services department um and strike teams that will go out to assist with communication case management and transition with unhoused populations because that is a very you know specific kind of niche sometimes um when we're going through phases so again this is this goes back to the multi kind of agency coordination um that the shelter staff will be dealing with and working with okay cool anything
else i just have one on the requirements for so valve forwarded driver's license and that seems like it applies across all staff um is there any waiverable process if say there's or does you know hit heavily across statewide and local staffing pools they dwindle they need to bring staff from other states over they more like they're not going to have a florida license but i wasn't sure what that looked like
so the the goal with this itb is to have staffing more localized so that way we can deploy within a short period of time because depending on storms are very unpredictable and can unfortunately come within we sometimes we operate on 120 hour timeline and sometimes you don't even get that much to prepare so the goal is to have them localized so that way they can deploy as quickly as possible now of course for some astronomical reason if that's needed we can go back and we can modify the requirements but the goal is that they would be residing in florida so that way we can have that
quick response time yeah i'll also add um that i would i would shy away from solely focusing on hurricanes when we talk about shelters we are in all hazards department so there could be instances where we have some type of localized event that would require a very no notice type of ramp up for shelter operations where you know maybe the entire county is not even impacted but because it's in this weird limbo phase it also will oftentimes impact our ability to use county staff to the same caliber that we are during a hurricane um activation uh when pretty much you know the whole county shut down and we get kind of everybody focused on that so that could potentially be another reason why we would need to utilize the staffing contract because we just don't have enough county staff to pull from um so again another reason why we would want more of a local staffing capability for those types of of instances uh or anything else
as far as covering the scope i think the last question i don't know there was so honestly it's not covering special needs sheltering but what's the process look like if somebody were to arrive
the shelter with special needs uh in that medical support yes so there may be folks that show up that require some type of accommodation all shelters are required to provide ada accommodation um now if the it is felt that that individual um is eligible for a special needs shelter then again that would be coordination back to the eoc with our esfa team um our uh special needs shelters in the county are managed and run by the department of health um so that team here would then follow a triage process they would communicate with that individual and determine whether or not they would actually be eligible for a special needs shelter um depending on the time frame that we're dealing with upon the arrival of that client um we would coordinate some type of transportation if they could go to that location um if they exceed the care of a special needs shelter they may we may coordinate transportation to a hospital for an acute hospital placement so again a lot of that's happening at the at the eoc side and then communicated back to the shelter um if not and we're dealing with the storm is upon us and they've shown up um that situation is going to be we're just going to do the best we can and keep them out of you know out of harm's way as best we can um there is also medical staff that is located at these shelters especially at the height of a storm when 911 um respond may not be available so they are there for those you know serious medical type of things that may happen um sometimes we have that happen right you might have someone that goes into cardiac arrest we've had a woman go into labor once before in our shelters right um you can never uh guess all the things that could happen during a shelter operation but we have a lot of things in place to try to help and mitigate that the medical staff are provided through different they are from our local um uh fire rescue departments okay yeah law enforcement is the same it's a combination between um county or municipal um police
as well as um school resource officers okay i'm going to move forward so for your insurance page 17 paragraph 2.3 it goes through everything you need to know about the insurance side on page 18 of the document paragraph 2.6 that's today's meeting okay page 19 paragraph 2.8 contract performance period this
this will be for a three-year period you're ready i'll get to some important things here okay page 28
paragraph 4.7 bidder proposal request for interpretation of solicitation document so it says to be given consideration such requests must be received no later than 14 calendar days at the after the date of the solicitation insurance site visit or the pre-bid so we do know today that i'm going to work on page 4 paragraph 1.3.4 regarding the insurance adjustment there we're going to update the price lines so if there's anything else that you want to ask please use the um una public messages and the last day to ask questions would be march 17 okay page 30 um paragraph 4.15 cone of silence it goes into a a more of an aggressive not aggressive but a explanation of the tone of silence okay here's a big one page 31 paragraph 4.16 deviations okay now there's an attachment in una that and it's your business plan so so we've had people put in there that there's two columns one column a person put in there that i have no deviations then in the description column they said if we are award if we are the intended party to for a contract award we are going to change indemnification we're going to change this we're going to change that we're going to change this we'll be kicked out if you and if your business plan is is that in the deviations you put you have no deviations then you will move through the process for evaluation review the low bidder that's one thing you're going to look at okay so be very careful because whatever you put there that doesn't say no deviation they'll look at it to see if it's material if it's
material then it's you know they kicked out and is that just kind of discretionary whether your
deviation is material to get kicked out well what we do is we'll do that evaluation internally with staff here so if if your deviation has any reasonable belief to change like let's say if you want to put different indemnifications because you have an attorney attorneys always like to change them you know then that's material anything that changes the scope of the project so you're telling us what you're going to do versus what you want you to do okay so be very careful um i'll touch on three more okay on page 42 paragraph 5.13 that's indemnification we always have contractors that have attorneys and the attorneys tell them to submit the question we want to change indemnification or will you change indemnification from this to that the answer is no okay page 46 and i'm just skipping over a lot of stuff um page 46 paragraph 5.23 payment and completion so it says here the project manager within 15 days of the receipt of an invoice can review your invoice so there's 15 days burned right there and then let's say the project manager says oh kicks the invoice back to you then when you send it back to the project manager they have another 15 days it's not you've had her for five days and kicked it back so that's why i say this communication is very important so she could get or he could get the your invoice and everything's great and then get it to finance finance has 30 days from receipt of that in from project manager so that's 45 days but if you you have that good communication with the project manager she sees it or he sees it and approves it and gets it to finance finance uh wants to pay quickly okay so a lot of times people ask about that page 48 paragraph 5.29 severability so there's going to be a lot of things in this document that don't apply to the work that we're seeking right so a lot of times people say as a deviation i want you to delete this paragraph and delete that because it has nothing to do with this project they may be right but they're stating a deviation whereas this paragraph right here you know if it doesn't apply this paragraph affirms that it doesn't apply okay so that's all i have at this point are there any questions just to get a little
bit deeper in the board and driver's license uh is it the goal or is it the requirement to have
so per the solicitation it is a reward and i'll get you that exact paragraph is i just had it it here it is it's on page four paragraph one point three point four point three says valid florida driver's license and that's under the paragraph one point three the minimum requirements that's why i say make sure you review that and that's on page four seven locations here because we do a 50 chance
that fema's website will knock you up for the kind of quiz it uh it isn't defined in one of the sections exactly here at the requirements are should be a holder of those certificates okay so i don't i
will have to look i don't know if it specifies as far as who's the holder of the certificate um again it right now it states that they should be certified upon your submission to bid uh but again if the website is not up we'll address that um when it comes time the the state of florida currently has a process in play that they partnered with louisiana to allow for folks to get their certificates um within the state of florida in the insurance that it's there so we should be able to provide a
solution if that indicates but please submit those questions that question right there already and then if you have the question about the florida driver's license so that way we officially have an idea and have that conversation and making some notes so that way i'll send it to sarah so that way i can say sarah these are some of the notes because i had a technical difficulty with my uh to record something for a replay so i'll send her kind of like an overview of some of the the concerns and then if the participants here can send me a through public messages question all
right i mean louisiana is also a self-study um one last question um so if the okay so upon the award
and prior to any development all personnel assigned under this contract shall complete the required county training modules appropriate to their roles so whether that's virtual classroom or on-site depending on the operational need so the question is will the county agree to pay for these training hours or is that something that we need to include in our upfront pricing so according to the contract
it's already included yes so it should be and that's why i was sitting here pondering is i'm pretty sure essentially what happened and why these weren't correct is we had a section that accounted for training hours versus activation pay rate so i think that's what happened here so we we will pay for any training hours that you do in classroom or um online or wherever that is with the county we'll we'll we will pay for that outside of the um emergency activation they will just be at a lower rate because you're just right training but yes that is accountable all right thank you great question thank you and i
i think you highlighted that section jim perhaps that talked about well the one thing i'm looking
at here is when we were talking about uh at bid submission through the term of the contract the contractor shall maintain all licenses so in paragraph 1.3 it says in the last sentences um so let me read the whole paragraph 1.3.1 of page four the contractor shall demonstrate recent experience in providing shelter staffing support services during emergency activations and declared disasters this includes experience supporting congregate and or non-congregate shelters in coordination with federal state local government agencies and the last sentence says experience shall reflect the contractor's ability to provide sheltered trained and certified personnel capable of operating in a dynamic high demand environment so from that it's as if you already have trained staff to provide the services upon ward versus awarding it to you and then getting everyone trained you know what i mean so the the
verbiage there is more so referring to is we're looking for you to already have previous experience in this field we don't want you know hillsborough county uh emergency management to be your um your experiment to see if your staff can handle it that's kind of where that's referring to so even though there might not be any official documentation outside of the ics courses that show like hey we've taken this course and you know conflict resolution and and whatnot it's more so just showing hey these are the instances where our team has been used here and this is how um this is how we did this is our references our experience more so in that aspect rather than like documented like certificates outside of the ics so that's predominantly like what we're looking for is we we don't want to we don't want to be your first one to
be honest with you yeah and but of course there are county specific things which is what you would be
provided in that in that training that's right there's a whole section for that too it's 1.8 contractors training post award and details out the hours for each type of training for each type of
staff correct one thing too to point out is on page four paragraph 1.3.2 so it talks about a responsibility references so what will happen is let's say your uh the low low bid you meet the minimum requirements the account is going to reach out to you and send you a form and it's called responsibility references they may have five references in there and that's where you're going to fill out who you provided those services for the length of time and who the entity was and the amount of the award i believe and then when you send that back that's just part of that evaluation process so paragraph one three two a form will be sent to the uh just so i understand you say if
we're the low bid then that that's going to happen well if you're the low bidder that's right
because this is in an rfp where you're submitting a proposal based upon your strengths let's say so since this invitation to bid what they do is they're going to look at your low bid if you're the lowest bidder you're going to be looked at first they're going to then look at okay here's the lowest bidder company xyz okay let's look at look through the low bid let's look at what they're if they have any deviations okay then they're going to look at to see if you have any other submissions i think there might be in the requested information uh do you possess the licenses and certifications so they'll look at that and then what they'll do is once it does close so this is going to close on march 27th at 2 p.m then after that they're going to provide a uh uh invitation to be a preliminary bid tabulation and and it'll be published to unit as a document and it'll show who bid and what the costs work okay but really you know take these questions that you brought forth you know and and and think of them and resubmit them to me through through the messages i'm already going to be looking at uh sending sarah for paragraph 1.3.4 regarding the insurance i'm going to send her request that you know year one does not match years two and three so that'll get updated so those are two and then um one three four you know it says at the time of bid submission and throughout the term of the contract the contractor shall maintain all licenses so that right there tells me that you're the manager of your staff ensuring that they're registered and certified for is 100 200 700 and 800. okay now there are any
other questions any questions on the pet side i'm surprised that we didn't get any of those i didn't
have one it was pretty much just what is the expectation of resourcing the pet shelter um it seemed like it's mostly just staff but just to make sure there's no you know visual or anything in fact because it did say i think the line that was a little bit more different but it does have the other one doesn't have any time when you shelter happens but the pet did just say you're responsible for feeding watering uh voice management and uh so i'm not sure what the depth of that is well so you won't be
expected to provide any of the equipment that would be there for you um but we do bring those extra things in the event that the owners don't bring that with them but they are asked to bring that with them um but again it is pretty much what you just laid out there um most shelters will the staff will coordinate with the pet owners such the pets if they are not service animals are located in a separate location of the shelter they're not housed with the general population um but the owners are still expected to follow a set schedule that the staff will make with them um upon registration and they're expected to show up and care for their animal um but you could have situations where the owner doesn't show up um or we're just in some situation where the owner is not able to care for that pet or it could be during a hunker down situation where we can't have shelter clients moving about um so then the staff would need to pick up that that care for the for the end is each of the three shelters pet friendly um it's potentially so we have uh we have over 50 um general population shelters and i believe off the top of my head 16 of them are friendly so it would depend on which locations we activate those that are left the pets that are left by the owners do you coordinate with like local shelter pet shelters after that does anybody show up and tend to leave their pets at the shelters the vendor brings them off yes it's a tiger is the owners are required to leave uh you know certain information um with them upon dropping the pet off um they're also provided um matching and associated wristbands to identify them with their pets um and the and the crate or kennel that the pet is in um but the uh the lead department for our pet shelters and coordination is our pet resources department who also runs our shelter and that would be under esf 17 here in the efc so it would be another point of connection and coordination that you guys would have cool is there a specific guidance
or policy document for this for hillsborough county regarding what is considered a household pet that
they would bring to the shelter we get a whole slew of them we've had birds snakes uh bunnies all kinds of stuff so um primarily you know we focus in and and get cats and dogs but um we have had a lot of exotic pets show up and there's always at least one bird i don't know why but there's
always a bird so and is that pet shelter the hybrid shelter usually where they're staying but with their animal too and they're there or is it uh purely sheltering while they're maybe in a general shelter
so it'll be on the same campus but they're in separate locations yes they're not able to stay with their pet unless it's a service animal which of course service animals are as specific as far as breed it's either a dog or it's a miniature pony so oh didn't know if you guys need that but miniature
ponies can be service animals all right i appreciate it okay just remember submit your questions you know we've already covered a few things that we're already going to take a look at all righty cool and good luck that'll conclude today's meeting for this project and then at three o'clock we have the main location here that we're going to do the pre-bit and cover and is that next one at three
is it here again or maybe it should be right here it should be in there so if i'm not going to stay for that one try to stay out here do i need to leave and come back in i mean you can hang on if
you want i mean i don't know where to go yeah it's only about a half hour yeah well it's 210 up there i keep
freaking out it shows january 26 february 25th can i see the
just have a question let me go ahead and and for the imc okay