State Coordinated Shelter Staffing Support

STATE OF NORTH CAROLINA DEPARTMENT OF PUBLIC SAFETY Request for Proposal #: 19-RFP-739324898-WAX State Coordinated Shelter Staffing Support Date of Issue: June 30, 2023 Proposal Opening Date: July 20, 2023 At 2:00 PM ET Direct all inquiries concerning this RFP to: Angela Wainright Contract Specialist Email: angela.wainright1@ncdps.gov Phone: 919-324-6476 Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 2 of 35 STATE OF NORTH CAROLINA Request for Proposal # 19-RFP-739324898-WAX ______________________________________________________ For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made

available for public inspection. This page shall be filled out and returned with your proposal. Failure to do so may subject your proposal to rejection. ___________________________________________________ Vendor Name ______________________________ Vendor eVP# Note: For your proposal to be considered, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 3 of 35 Refer ALL Inquiries regarding this RFP to: Angela Wainright All correspondence with Vendors shall be through the Ariba Sourcing Tool. Questions will be received in the Ariba Sourcing Tool (Only) based on the schedule in Section 2.4 Request for Proposal #: 19-RFP-739324898-WAX Proposals will be publicly opened: July 20, 2023 at 2:00 PM ET Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 264 280 098 72 Passcode: BdJakT Download Teams | Join on the web Join with a video conferencing device ncgov@m.webex.com Video Conference ID: 115 171 717 0 Alternate VTC instructions Or call in (audio only) +1 984-204-1487,,699839014# United States, Raleigh Phone Conference ID: 699 839 014# Find a local number | Reset PIN Using Agency: Emergency Management Commodity No. and Description: 801016 Requisition No.: PR12621504 EXECUTION In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein. By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:  this proposal is submitted competitively and without collusion (G.S. 143-54),  none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and  it is not an ineligible Vendor as set forth in G.S. 143-59.1. Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:  it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E- Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization. By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS. These documents can be accessed from the Ariba Sourcing Tool. STATE OF NORTH CAROLINA Division of Purchasing and Logistics Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 4 of 35 Failure to execute/sign proposal prior to submittal shall render proposal invalid and it WILL BE REJECTED. Late proposals shall not be accepted. COMPLETE/FORMAL NAME OF VENDOR: STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO: PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21): PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER: VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL: VALIDITY PERIOD Offer shall be valid for at least 120 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP. ACCEPTANCE OF PROPOSAL If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed. FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on The attached certification, by ____________________________________________________________________. (Authorized Representative of Department of Public Safety) Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 5 of 35 Contents 1.0 PURPOSE AND BACKGROUND ............................................................................................. 8 1.1 CONTRACT TERM ................................................................................................................. 8 2.0 GENERAL INFORMATION ...................................................................................................... 8 2.1 REQUEST FOR PROPOSAL DOCUMENT............................................................................. 8 2.2 E-PROCUREMENT FEE ......................................................................................................... 8 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 8 2.4 RFP SCHEDULE ..................................................................................................................... 9 2.5 PROPOSAL QUESTIONS ....................................................................................................... 9 2.6 PROPOSAL SUBMITTAL ..................................................................................................... 10 2.7 PROPOSAL CONTENTS ...................................................................................................... 10 2.8 ALTERNATE PROPOSALS .................................................................................................. 11 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ......................................................... 11 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS .................................... 12 3.1 METHOD OF AWARD .......................................................................................................... 12 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ...... 12 3.3 PROPOSAL EVALUATION PROCESS ................................................................................ 12 3.4 EVALUATION CRITERIA ...................................................................................................... 13 3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 13 3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................. 14 4.0 REQUIREMENTS ................................................................................................................... 14 4.1 PRICING ............................................................................................................................... 14 4.2 INVOICES ............................................................................................................................. 14 4.3 SUPPORT QUESTIONAIRE AND EMERGENCY CONTACT ............................................... 15 4.4 FINANCIAL STABILITY ........................................................................................................ 15 4.5 HUB PARTICIPATION .......................................................................................................... 15 4.6 VENDOR EXPERIENCE ....................................................................................................... 16 4.7 REFERENCES ...................................................................................................................... 16 4.8 BACKGROUND CHECKS .................................................................................................... 16 4.9 PERSONNEL ........................................................................................................................ 16 4.10 VENDOR’S REPRESENTATIONS ........................................................................................ 16 4.11 QUESTIONS TO VENDORS ................................................................................................. 17 4.12 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 17 Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 6 of 35 4.13 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................... 17 5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 17 5.1 GENERAL ............................................................................................................................. 17 5.2 SPECIFICATIONS OF POSITIONS ...................................................................................... 18 5.3 TASKS/DELIVERABLES ...................................................................................................... 22 5.4 PROJECT ORGANIZATION ................................................................................................. 24 5.5 TECHNICAL APPROACH ..................................................................................................... 24 6.0 CONTRACT ADMINISTRATION ............................................................................................ 24 6.1 CONTRACT ADMINISTRATORS ......................................................................................... 24 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS ......................................................... 24 6.3 CONTINUOUS IMPROVEMENT ........................................................................................... 24 6.4 PERIODIC STATUS REPORTS ............................................................................................ 24 The Vendor shall be required to provide Management Reports to the designated Contract Administrator on an a as needed basis during employment operations. This report shall include but not limited to, information concerning occupancy, work accomplished during the reporting period; work to be accomplished during the subsequent reporting period; problems, real or anticipated, and notification of any significant deviation from previously agreed upon work plans and schedules. These reports shall be well organized and easy to read. The Vendor shall submit these reports electronically using Microsoft Excel and, as needed, either Microsoft PowerPoint or Microsoft Word. The Vendor shall submit the reports in a timely manner and on a regular schedule as agreed by the parties. ............................................................................................................................................. 24 6.5 ACCEPTANCE OF WORK .................................................................................................... 25 6.6 FAITHFUL PERFORMANCE ................................................................................................ 25 6.7 TRANSITION ASSISTANCE ................................................................................................. 25 If a Contract results from this solicitation, and the contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall be required to agree to provide transition assistance to the State, at the option of the State, up to two months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be deemed to be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. ............................................................................................. 25 6.8 DISPUTE RESOLUTION ....................................................................................................... 25 6.9 CONTRACT CHANGES ........................................................................................................ 26 6.10 DPS ADDITIONAL TERMS ................................................................................................... 26 6.11 ATTACHMENTS ................................................................................................................... 27 ATTACHMENT A: PRICING FORM ................................................................................................. 28 Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 7 of 35 ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ............................................. 29 ATTACHMENT E: CUSTOMER REFERENCE TEMPLATE .............................................................. 31 ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 32 ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................. 33 ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE AGREEMENTS ....................................................................................................................... 34 ATTACHMENT I: ALCOHOL/DRUG-FREE WORKPLACE POLICY ................................................ 35 Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 8 of 35 1.0 PURPOSE AND BACKGROUND The North Carolina Department of Public Safety, Division of Emergency Management (NCEM) is charged with preparing North Carolina for all hazards events and with coordinating effective response and recovery operations to support local communities across the State. North Carolina Emergency Management works to enhance the state's resiliency by actively collaborating, communicating, and coordinating to prevent, mitigate, respond, and recover from disasters. NCEM is soliciting proposals to acquire the services of qualified Vendors to provide trained shelter management, licensed/certified medical staff, and general shelter support staff to support the State-Coordinated Shelter Plan for Catastrophic Events and the State Coordinated Medical Support Plan. Shelter management and general support staff shall aid in all areas of shelter management as required to include but not limited to Incident Command and Management, Logistics and Supply, Planning and Situation Reporting, and Operations. The Shelter Staff may be required to perform their assignments at the State Emergency Operations Center (SEOC), in State-Coordinated Congregate and Non-Congregate Shelters, or in other areas as assigned. This solicitation is for qualified vendors located anywhere in the United States, to include North Carolina. No minimums or maximums are guaranteed. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. The intent of this solicitation is to award an Agency Specific Contract. 1.1 CONTRACT TERM The Contract shall have an initial term of three (3) years, beginning on the date of contract award (the “Effective Date”). The Vendor shall begin work under the Contract within 48 hours of contract activation. Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto. 2.0 GENERAL INFORMATION 2.1 REQUEST FOR PROPOSAL DOCUMENT This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award. All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference. 2.2 E-PROCUREMENT FEE ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions. General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/. What is the Ariba Network? The Ariba Network is a web-based platform that serves as a connection point for buyers and vendors. Vendors can log in to the Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate with buyers on contract documents. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: http://eprocurement.nc.gov/training/vendor-training. 2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 9 of 35 and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP. If Vendors have questions, issues, or exceptions regarding any term, condition, or other component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period. Other than through this Q and A process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above). By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive. The State may exercise its discretion to consider Vendor proposed modifications. 2.4 RFP SCHEDULE The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule. Event Responsibility Date and Time Issue RFP State June 30, 2023 Submit Written Questions Vendor July 10, 2023 by 2:00 PM ET Provide Response to Questions State July 13, 2023 Submit Proposals Vendor July 20, 2023 at 2:00 PM ET Contract Award State TBD Contract Effective Date State TBD 2.5 PROPOSAL QUESTIONS Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum. Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the RFP SCHEDULE Section of this RFP. Vendors will enter “RFP # 19-RFP-739324898-WAX – Questions” as the subject of the message. Question submittals should include a reference to the applicable RFP section. This is the only manner in which questions will be received. Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET. Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 10 of 35 2.6 PROPOSAL SUBMITTAL IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. Failure to submit a proposal in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s proposal(s). Solicitation responses are subject to Sealed Bidding requirements. Vendor’s proposals for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST. Tips for Using the Sourcing Tool 1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk. 2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response. 3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted. 4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted. 2.7 PROPOSAL CONTENTS Vendors shall provide responses to all questions and complete all attachments for this RFP that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion. Vendor shall include the following items and attachments in the Sourcing Tool: a) Cover Letter, must include a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP. b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number. c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP. d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned. e) Vendor’s Proposal addressing all Specifications of this RFP. f) Completed version of ATTACHMENT A: PRICING g) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION h) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 11 of 35 i) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION k) Completed and signed version of ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and OMB STANDARD FORM LLL l) ATTACHMENT I: ALCOHOL/DRUG-FREE WORKPLACE POLICY 2.8 ALTERNATE PROPOSALS Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Each proposal must be for a specific set of Goods and Services and must include specific pricing. Each proposal must be complete and independent of other proposals offered. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Proposals in the Sourcing Tool. 2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS 1. CONGREGATE SHELTER: Facilities with large open spaces such as Schools or community centers. 2. CONTRACT ADMINISTRATOR: Representative of the Department of Public Safety responsible for providing daily technical oversight of the contract and making sure the Vendor performs according to the technical requirements of the contract. 3. CONTRACT OFFICER: Representative of the Department of Public Safety who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the State and who will administer the contract for the State. 4. DPS: Department of Public Safety 5. MAY: Denotes that which is permissible, not mandatory. 6. NCEM: North Carolina Emergency Management 7. NON-CONGREGATE SHELTER: Sheltering that affords privacy, such as separate dormitory, hotel, or motel rooms for evacuees from different households. Used when necessary to reduce risk of viral exposure or transmission among evacuees. 8. OPENING DATE: Responses will only be accepted up until the specified time and date listed in the bid and then publicly opened. NO responses will be opened after that time and date. 9. PREA: Prison Rape Elimination Act: The Prison Rape Elimination Act of 2003 was enacted by Congress to address the problem of sexual abuse and sexual harassment of persons in the custody of U.S. correctional agencies. The Act applies to all public and private institutions that house inmates, juveniles, and is also relevant to community-based agencies. 10. QUALIFIED PROPOSAL: The proposal’s compliance with mandatory submission requirements such as the correct number of copies, authorized signatures, and proof of insurability, as required in the RFP. 11. REDACTED: edited copy of the Vendors proposal response with Proprietary and/or Confidential information excluded/removed 12. SEOC: State Emergency Operations Center 13. SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to Fulfill the requirements and specifications of this solicitation. 14. SHALL or MUST: Denotes that which is a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of the proposal. 15. SHOULD: Denotes that which is recommended, not mandatory. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 12 of 35 16. UN-REDACTED: copy of the Vendors proposal response unedited including all confidential and/or proprietary information Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool, which are incorporated herein by this reference. 3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS 3.1 METHOD OF AWARD North Carolina G.S. 143-52 provides a list of criteria the State shall use to award contracts. The goods or services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below. While the intent of this RFP is to award a Contract(s) to multiple Vendors, the State reserves the right to make separate awards to different Vendors for one or more-line items, to not award one or more-line items or to cancel this RFP in its entirety without awarding a Contract if it is considered to be most advantageous to the State to do so. The State reserves the right to waive any minor informality or technicality in proposals received. 3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled Communications By Vendors. 3.3 PROPOSAL EVALUATION PROCESS Only responsive submissions will be evaluated. The State will conduct a One-Step evaluation of Proposals: Proposals will be received according to the method stated in the Proposal Submittal Section above. All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State. At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and the name of the Vendor and total cost offered may be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position. If negotiation is anticipated under 01 NCAC 05B.0503, pricing may not be public until award. At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 13 of 35 Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State. The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State. 3.4 EVALUATION CRITERIA In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the State: BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h). The award decision is made based on multiple factors, including: total cost of ownership, meaning the cost of acquiring, operating, maintaining, and supporting a product or service over its projected lifetime; the evaluated technical merit of the Vendor's offer; the Vendor's past performance; and the evaluated probability of performing the specifications stated in the solicitation on time, with high quality, and in a manner that accomplishes the stated business objectives and maintains industry standards compliance. The intent of "Best Value" procurement is to enable Vendors to offer and the Agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement. A ranking method of source selection will be utilized in this procurement using evaluation criteria listed in order of importance in the Evaluation Criteria section below to allow the State to award this RFP to the Vendor(s) providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors. EVALUTION METHOD: Narrative and by consensus of the evaluating committee, explaining the strengths and weaknesses of each proposal and why the recommended awardee(s) provide the best value to the State. All qualified proposals will be evaluated, and award made based on considering the following criteria listed in order of importance, to result in an award most advantageous to the State: 1. Understanding and Approach (Cover Letter, Proposal, 1.0 Purpose & Background) 2. Qualifications/Capacity (Proposal, Attachment E Customer Reference Form) 3. Project Team Qualifications and Resumes (Resumes, 4.4 Vendor Experiences) 4. Past Projects (Proposal, 4.4 Vendor Experiences) 5. Cost (Attachment A) 3.5 PERFORMANCE OUTSIDE THE UNITED STATES Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFP, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State: a) Total cost to the State b) Level of quality provided by the Vendor c) Process and performance capability across multiple jurisdictions Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 14 of 35 d) Protection of the State’s information and intellectual property e) Availability of pertinent skills f) Ability to understand the State’s business requirements and internal operational culture g) Particular risk factors such as the security of the State’s information technology h) Relations with citizens and employees i) Contract enforcement jurisdictional issues 3.6 INTERPRETATION OF TERMS AND PHRASES This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety. 4.0 REQUIREMENTS This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5. 4.1 PRICING Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in your bid response that is uploaded in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract. 4.2 INVOICES The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work was performed. Invoices must be submitted to the following address: Electronically: em.purchasing@ncdps.gov NCEMAccountsPayable@ncdps.gov Mailed: North Carolina Department of Public Safety ATTN: Accounts Payable 4236 Mail Service Center Raleigh, NC 27699-4326 Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant: Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 15 of 35 Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure. INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED. 4.3 SUPPORT QUESTIONAIRE AND EMERGENCY CONTACT North Carolina Emergency Management is charged with responding to any emergency, man-made or natural, 24 hours a day seven days a week. This requires that Vendors shall have personnel and the capability to respond to order requests after hours, weekends and during holidays. ADDITIONAL AGENCY QUESTIONS VENDOR RESPONSE Projected Response time - Initial Projected Response time for additional support personnel 24 Hour Emergency and Contract Administration Contact Information Provide at least one 24/7 emergency contact by which orders can be placed Name Main Phone Number Office Phone Number Mobile Phone Number Email Address Provide the contact for the vendor contract administrator Name Main Phone Number Office Phone Number Mobile Phone Number Email Address 4.4 FINANCIAL STABILITY As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction. Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability. 4.5 HUB PARTICIPATION Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this RFP will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 16 of 35 Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION. 4.6 VENDOR EXPERIENCE In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. 4.7 REFERENCES Vendor shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Proposal. 4.8 BACKGROUND CHECKS Any personnel or agent of Vendor performing Services under any Contract arising from this RFP shall be required to undergo a background check at the expense of the Vendor. They must be provided to the State at the time the individual is activated under this Contract. 4.9 PERSONNEL Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s). Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel. 4.10 VENDOR’S REPRESENTATIONS If Vendor’s Proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 17 of 35 4.11 QUESTIONS TO VENDORS Vendor shall respond to each of the following questions. Vendors are requested to keep responses concise and relevant and not include generic marketing materials. Responses will be reviewed as part of the evaluation process. 1. What is the maximum number of each position, as specified in the Scope of Work (Section 5.0), you could send upon activation? 2. 4.12 AGENCY INSURANCE REQUIREMENTS MODIFICATION A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation: ☒ Small Purchases ☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00 ☒ Contract value in excess of $1,000,000.00 Due to the variable and scalable nature of this contract, please provide Proof of Insurance for each of the above requirements. 4.13 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify:  that they abide by the above restriction;  that they disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for; and  that such certification requirements will also be included in any subawards meeting the applicable thresholds. Vendors must complete and submit with response the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the OMB STANDARD FORM LLL when responding to this solicitation. 5.0 SPECIFICATIONS AND SCOPE OF WORK North Carolina Emergency Management is a government organization that administers state and federal emergency management programs enabled by the Federal Stafford Act and Chapter 166A of the North Carolina General statutes to assist State, local governments, and certain Private Non-profit entities with the response to and recovery from disasters. With this in mind, NCEM establishes pre-positioned contracts with qualified vendors for use during an emergency. This contract can be used during any event or situation that the services represented are required. It is the intent of the State to award multiple vendors due to the number of unknown variables that may affect the population of North Carolina. This contract can be used as an all-encompassing staffing unit to support a variety of shelters or can be used to augment shelter staffing by activating staffing positions by line item given in the Pricing Form. 5.1 GENERAL The vendor shall provide requested staffing to any requested North Carolina location within 72 hours of contract activation. Personnel may be required to respond on weekends and/or holidays. The Vendor shall provide a well-trained and supervised staff of personnel to work in shelter teams or other work units as required at State-coordinated shelters or other locations as specified throughout the State of North Carolina. The following is an overview of the services being requested: Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 18 of 35  Conduct the necessary planning, training, recruitment activities to be prepared to respond to an activation notification from NCEM for emergency shelter support.  Provide trained and qualified staff to support emergency shelter operations including, but not limited to, the following functions: o Shelter Facility Management o Client Registration o Dormitory Management o Feeding/Meal Service o Pet/Companion Animal Sheltering  Provide management teams to coordinate vendor shelter activities from the State Emergency Operations Center and/or at regional and State field locations.  Provide medical support staff for both general and State Coordinated Medical Support shelters. 5.2 SPECIFICATIONS OF POSITIONS These position specifications are based on North Carolina’s State-coordinated Regional Sheltering Concept of Operations. Specific numbers are not outlined, as team breakdown and required staffing numbers will vary by event and Vendor’s team composition. Vendors shall compile their teams based on meeting each of these functional needs within the designated shelter size. All positions must be able to:  Able to follow procedures and job tools including reporting requirements.  Able to interact with community members in a clear, compassionate manner, respectful of diversity and unique needs.  Able to involve appropriate others in managing problems and conflict.  Able to acquire, evaluate, and report information accurately.  Able to lift / carry 20 lbs. multiple times/shifts.  Able to stand and or sit for two-hour periods.  Able to bend or stoop multiple times.  Able to step up/down 18 inches and climb two or more flights of stairs.  Able to speak clearly on phone and in person. Able to drive in daytime and at night."  Able to work outdoors in inclement weather, extreme heat and/or humidity and/or extreme cold.  Able to function in a dynamic and stressful environment with little or no supervision, adapting to change, negotiating compromise, and tolerating ambiguity.  Able to participate and contribute in regular meetings.  Good organizational skills, responsible and punctual.  Active listening skills and Able to work well with others. 1. Incident Commander • Provide overall management of the State-coordinated Shelter. • Ensure on-site safety at State-coordinated Shelter. • Set priorities and determine incident objectives and strategies to be followed. • Establish the ICS organization needed to manage the shelter, including assigning staff as required to support incident command functions and approving additional staffing requests as needed. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 19 of 35 • Approve and implement the Incident Action Plan. • Approve resource requests and the release of resources in collaboration with the SCS Coordinator and with guidance from the SCRS Operations Section Chief and SCRS Logistics Section Chief. • Integrate command functions with supporting organizations in a Unified Command. • Ensure after-action reports are completed. • Authorize information release to the media. • Order demobilization as needed. 2. Public Information Officer Responsibilities • Determine, according to direction from the SCRS IC, SCRS Operations Section Chief, and NCEOC JIC, any limits on information release. • Develop accurate, accessible, and timely information for use in press/media briefings. • Obtain IC’s approval of media briefings. • Conduct periodic media briefings. • Arrange for tours and other interviews or briefings that may be required including unannounced media/elected official visits to the shelter. • Participate in planning meetings. 3. Safety Officer Responsibilities • Identify and mitigate hazardous situations at State-coordinate Regional Shelter site. • Ensure safety messages and briefings are made. • Exercise emergency authority to stop and prevent unsafe acts. • Review the Incident Action Plan for safety implications. • Initiate preliminary investigation of accidents within the shelter. • Participate in planning meetings. 4. Liaison Officer Responsibilities • Act as a point of contact for shelter teams. • Maintain a list of assisting and cooperating vendors, sub-vendors and vendor representatives. • Monitor incident operations to identify current or potential interorganizational problems. • Participate in planning meetings, providing current resource status, including limitations and capabilities of shelter staffing and resources. • Provide shelter-specific demobilization information and requirements. 4. Operations Section Chief Responsibilities • Manage and oversee all tactical operations at the State-coordinated Regional Shelter (including, but not limited to shelter operations, pet shelter operations, medical/triage, mental health, feeding, etc.) • Assure safety of shelter operations. • Develop and implement objectives for State-coordinated Regional Shelter operations. • Develop and supervise the execution the operations portion of the IAP. • Request additional resources to support shelter operations. • Organize, assign, and supervise all resources assigned to the shelter. • Coordinate and communicate with incident command staff and organizations managing the SCRS. 5. Planning Section Chief Responsibilities Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 20 of 35 • Provide planning services for the State-Coordinated Regional Shelter. • Collect, evaluate, and process situation and resource status information for use in developing action plans. • Manage the gathering, analysis, and packaging of SCRS data and information. • Prepare required reports including IAPs and SITREPS • Provide SITREPS to the SEOC • Serve as the Resources Unit Leader for SCRS staffing. • Conduct and facilitate planning meetings. • Lead shift change briefings. • Establish information requirements and reporting schedules. • Report significant changes in incident status. • Oversee preparation of the Demobilization Plan. 6. Logistics Section Chief Responsibilities • Manage shelter logistics through coordination with the SCRS Incident Command Staff and SEOC. • Provide required reports and Logistics input for the IAP. • Identify anticipated and known shelter services and support requirements and request additional resources as needed. • Oversee shelter staging areas and additional deployed resources (i.e. shower trailers). • Ensure and oversee the development of on-site Traffic Plan, as required. • Oversee demobilization of the Logistics Section and associated resources. 7. Resources Unit Leader • Track the delivery of SCRS resources and supplies, to include tracking personnel assigned to the shelter. • Coordinate with other units to care for and maintain arriving, staged, and employed resources. 8. Ground Support Unit Leader • Manage all activities in the staging area, ensuring resources are organized and safely unloaded and stored. 9. Shelter Managers • Serve as a Sheltering Lead at a shelter facility. • Supervise workers in assigned location including setting schedules, days off, and daily job assignment. • Ensure that all personnel follow current sheltering standards, procedures, and job tools while performing all tasks. • Ensure that sheltering services are appropriate for all clients. • Participate in strategic planning for service delivery. • Communicating and collaborating effectively with individuals at all levels of the operation. • Ensure accurate reporting from all workers and complete and submit accurate daily reports. 10. Shelter General Workers • Serve as a shelter worker. Roles may include work in reception, registration, feeding, dormitory, information, or other areas within a shelter. • Meet disaster-caused sheltering needs of individuals, families, and communities. • Provide services that are accessible and equitable to all clients. • Maintain clear communication and collaboration with supervisor and peers. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 21 of 35 • Provide accurate reporting of sheltering activity as assigned 10. Shelter General Workers • Serve as a shelter worker. Roles may include work in reception, registration, feeding, dormitory, information, or other areas within a shelter. • Meet disaster-caused sheltering needs of individuals, families, and communities. • Provide services that are accessible and equitable to all clients. • Maintain clear communication and collaboration with supervisor and peers. • Provide accurate reporting of sheltering activity as assigned 10. Shelter General Workers • Serve as a shelter worker. Roles may include work in reception, registration, feeding, dormitory, information, or other areas within a shelter. • Meet disaster-caused sheltering needs of individuals, families, and communities. • Provide services that are accessible and equitable to all clients. • Maintain clear communication and collaboration with supervisor and peers. • Provide accurate reporting of sheltering activity as assigned 11. Medical Services Supervisor • Responsible, for overseeing all medical services operations including assignments of staff and communication with Shelter Manager and larger Incident Management Team about supply needs and medical support needs. • Required credentials: Paramedic or higher • Acting as Pre-Deployment Lead to assist NCEM with shelter site selection and conduct hazard vulnerability assessments of selected sites • Conducting medical needs assessments of shelter sites • Communicating medical support and logistics needs to the ESF-8 Lead • Selecting and directing the setup of medical treatment areas • Coordinating information exchange between the Shelter IMT and the Medical Branch • Coordinating the identification of medical logistics needs and acquisitions to fill identified needs between the SCRS Logistics Chief and the Medical Logistics Specialist • Directing the activity of the assigned Ambulance Strike Team (AST) and their personnel assigned to coordinate medical services and provide medical support 12. Medical Services Coordinator (Telemedicine) • Responsible for coordinating the delivery of telemedicine services to sheltered individuals within the SCRS. • Required credentials: Paramedic or higher • Coordinating with designated telemedicine providers to provide services • Assisting sheltered individuals with scheduling and use of the services available • Making appointments for sheltered individuals to utilize telemedicine, if necessary • Taking vital signs and reporting that information to a Telemedicine Doctor • Reporting to Medical Lead on the daily usage of the service 13. Medical Services Coordinator (Pharmaceutical & Dialysis Coordinator) • Responsible for assisting sheltered individuals with coordination of pharmaceutical and dialysis services outside the SCRS. • Required credentials: Paramedic or higher • Assisting with the replacement and delivery of prescription medications • Scheduling and tracking of dialysis appointments Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 22 of 35 • Coordinating with the Telemedicine Coordinator to obtain patient prescription needs • Coordinating with the Medical Lead on the daily dialysis needs • Coordinating with the Medical Support & Transportation unit on medical transportation for scheduled services 14. Medical Services Worker (Support & Transportation Specialist) • Required credentials: EMT or higher • Performing health checks to sheltered individuals at registration and periodically after that in coordination with the SCRS Medical Lead • Identifying and assisting sheltered individuals with personal care needs if necessary, and including the administration of medications or operation of medical equipment • Assisting sheltered individuals with transportation to healthcare facilities to cover non-emergent healthcare needs where local non-medical transportation services are not in service or otherwise unavailable • Setting up and maintaining medical treatment areas for sheltered individuals and staff as directed by the SCRS Medical Lead 15. Medical Services Worker (Logistics Specialist) • Responsible for providing a limited inventory of medical supplies including durable medical equipment (DME) for the purpose of meeting the needs of sheltered individuals. • Required credentials: EMT or higher • Assisting the SCRS Medical Lead with shelter site assessments and development of initial medical needs • Coordinating the setup of designated medical treatment areas with the SCRS Medical Lead and Medical Support Specialists • Providing and maintaining medical supplies and Durable Medical Equipment (DME) for designated medical treatment areas • Coordinating with the SCRS Medical Lead and the SCRS Logistics Section Chief to facilitate the ordering and delivery of needed medical supplies and equipment following established procedures State Coordinated Medical Shelter Staffing Requirements Shelter Type Position # Day Shift # Night Shift 500 Medical Services Supervisor 1 1 Medical Services Coordinator 3 1 Medical Services Worker 2 2 1000 Medical Services Supervisor 1 1 Medical Services Coordinator 3 1 Medical Services Worker 8 6 2000 Medical Services Supervisor 1 1 Medical Services Coordinator 3 1 Medical Services Worker 12 9 5.3 TASKS/DELIVERABLES The North Carolina Department of Public Safety, Division of Emergency Management (NCEM) is soliciting proposals to acquire the services of a qualified Vendor(s) to provide trained shelter management and general shelter support staff. Shelter management and general support staff will provide assistance in all areas of shelter management as required to include but not limited to Incident Command and Management, Logistics and Supply, Planning and Situation Reporting, and Operations. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 23 of 35 The Shelter Staff may be required to perform their assignments at the State Emergency Operations Center (SEOC), in State-Coordinated Regional Shelters, or in other areas as assigned. Staff may be required to set-up and disassemble cots, tables, chairs, wheelchairs, and various other items and equipment. Staff may be required to lift a minimum of 50lbs without assistance and 100lbs with assistance. Additionally, some staff members should be able to operate dollies, hand carts, and pallet jacks. Shelter staff may be asked to utilize MS Office and/or various other Web interface programs. When services are required and notification completed, awarded Vendor (s) shall: 1. Provide requested personnel to any requested North Carolina shelter or site within 48 hours of contract activation. Personnel may be required to respond on weekends and/or holidays. a. Provide scalable response personnel i. Multiple shelter teams to support general population shelters with capacities of up to 2000+ people for up to 5+ shelters across the State. 2. Provide a 24-hour point of contact throughout the activation of the contract 3. Provide staffing adequate for two 12-hour operational periods per day. 4. Provide a staffing coordinator/liaison to the SEOC. Responsible to the Human Services Branch and/or the State- coordinated Regional Shelter Coordinator. 5. The Vendor shall provide staffing for an initial period of 7 days, with the option to extend weekly until the completion of the shelter event or other staffing resources are secured. 6. Chargeable fees for personnel, equipment and associated supplies cannot exceed the FEMA per item fee guidelines. 7. Participation by the Vendor in telephone conference calls to coordinate with NCEM project manager as needed. 8. Training and Documentation a. All provided personnel must have completed training appropriate for their position to include: i. Shelter Incident Command Staff and Section Chief positions: IS 100, 200, 300, 700, 800. ICS course 400 is preferred however not required. ii. Shelter Manager position: Shelter Manager and Shelter Fundamentals (provided by the American Red Cross) iii. Shelter General Worker position: Shelter Fundamentals (provided by the American Red Cross) b. Proof of training must be readily available and provided upon request and/or required prior to or upon arrival of event deployment 9. Vendor shall develop an Initial Presentation and Post Evaluation report as follows: a. Onset of contract initiation i. An overview briefing and demonstration to NCEM executive managers to include the Director, Dep. Director, Operations, Logistics, Plans, Finance, and other staff deemed necessary. b. Post event evaluation i. An overview briefing and draft documentation of any finding or suggested area for improvement with formal report submitted no later than 30 days of evaluation/augmentation NOTE: The Vendor shall provide electronic and hard copies of the presentations to NCEM including all handouts. NCEM reserves the right to remove from duty or reassign any Vendor personnel under this contract with 24-hour notice to the Vendor. Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 24 of 35 10. All services and deliverables needed to complete the assigned project shall be delivered to the following address, unless otherwise specified: a. State Emergency Operations Center (SEOC) b. Other locations as required 5.4 PROJECT ORGANIZATION Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work. 5.5 TECHNICAL APPROACH Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included. 6.0 CONTRACT ADMINISTRATION All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes. 6.1 CONTRACT ADMINISTRATORS Angela Wainright, Contract Specialist, NC Department of Public Safety, Purchasing & Logistics Office, 3030 Hammond Business Place, Raleigh, NC 27603, is designated as the Contract Officer for the Department. The Vendor shall be required to designate and make available to the State a project manager. The project manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service. 6.2 POST AWARD MANAGEMENT REVIEW MEETINGS The Vendor, at the request of the State, shall be required to meet periodically with the State for Project Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and State performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics. 6.3 CONTINUOUS IMPROVEMENT The State encourages the Vendor to identify opportunities to reduce the total cost the State. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses. 6.4 PERIODIC STATUS REPORTS The Vendor shall be required to provide Management Reports to the designated Contract Administrator on an a as needed basis during employment operations. This report shall include but not limited to, information concerning occupancy, work accomplished during the reporting period; work to be accomplished during the subsequent reporting period; problems, real or anticipated, and notification of any significant deviation from previously agreed upon work Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 25 of 35 plans and schedules. These reports shall be well organized and easy to read. The Vendor shall submit these reports electronically using Microsoft Excel and, as needed, either Microsoft PowerPoint or Microsoft Word. The Vendor shall submit the reports in a timely manner and on a regular schedule as agreed by the parties. 6.5 ACCEPTANCE OF WORK Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Administrator. The State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina. 6.6 FAITHFUL PERFORMANCE Any Contract may include terms ensuring a vendor’s performance such as: (1) a bond, or similar assurance; (2) liquidated damages; (3) a percentage of the Contract value held as a retainage; (4) withholding final payment contingent on acceptance of the final deliverable; and (5) any other provision that assures performance of the Vendor. The parties agree that the Vendor shall be subject to the following faithful performance requirements: 6.7 TRANSITION ASSISTANCE If a Contract results from this solicitation, and the contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall be required to agree to provide transition assistance to the State, at the option of the State, up to two months to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the State or its designees. If the State exercises this option, the Parties agree that such transition assistance shall be deemed to be governed by the terms and conditions of the Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The State shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized. 6.8 DISPUTE RESOLUTION During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 26 of 35 During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute. 6.9 CONTRACT CHANGES Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. 6.10 DPS ADDITIONAL TERMS 1. ALCOHOL/DRUG FREE WORKPLACE POLICY: A copy of the Department’s Alcohol/Drug Free Work Place Policy is attached to this solicitation. The contractor shall use reasonable and good faith efforts to ensure that employees/staff are aware of the Department’s policy. The contractor understands that its employees/staff are required to abide by these standards. The contractor further understands that possession, use, manufacture, or distribution of illegal drugs or alcohol in violation of this policy, by employees/staff participating in the performance of this contract, may result in immediate termination of this contract for cause. 2. PREA: The NC Department of Public Safety is committed to a standard of zero-tolerance pertaining to unduly familiar or sexually abusive behavior either by another juvenile or by staff, volunteer, vendor, contractor or party. Staff, volunteers, vendors, contractors or parties are strictly prohibited from engaging in personal dealings or any conduct of a sexual nature with any inmate or juvenile. Conversation and conduct with any inmate or juvenile must be professional at all times. Sexual acts between a juvenile or inmate and staff, volunteer, vendor, contractor or party may violate North Carolina law. Additionally, sexual acts between a juvenile or inmate and staff member will contradict the standards of the federal Prison Rape Elimination Act of 2003 (PREA). Such acts also may be punishable, at a minimum, as a Class E felony in North Carolina. Under North Carolina, consent of the inmate or juvenile may not available as a defense for an individual who is charged criminally based on sexual conduct with the inmate or juvenile. Also, pursuant to PREA standards, no juvenile or inmate can consent to engage in sexual activity with staff, volunteers, vendors, contractors or parties. Any contractual facility will comply with the national standards to prevent, detect, and respond to PREA (115.12, 212, 312) and permit the Department to monitor this aspect of the contract to ensure compliance with the PREA standards. As a valued partner with DPS, it is important to remember that if you become aware of a report of any incidents of unduly familiar or sexually abusive behavior or sexual harassment, you have a duty to report this information immediately to your contact person with the Agency, by email to prea@ncdps.gov, or the DPS Communications office at (800) 368-1985. Additionally, it may violate North Carolina law to sell or give an inmate or juvenile any alcoholic beverages, barbiturate or stimulant drug, or any narcotic, poison or poisonous substance, except upon the prescription of a physician; and it may violate North Carolina law to give an inmate or juvenile any tobacco or tobacco products, alcohol, or cell phones. It may also violate NCDPS policy to convey to or take from any juvenile or inmate any letters, or verbal messages; to convey any weapon or instrument by which to effect an escape, or that will aid in an assault or insurrection; to trade with any inmate for clothing or stolen goods or to sell any inmate any article forbidden by NCDPS policy. By signing this document, you acknowledge that you understand and will abide by this policy as outlined above. 3. ESCALATION CLAUSE: Prices offered herein shall be firm for a period of one (1) year from the date of initial contract performance. If the contract provides for an option year(s) and the Department exercises that option(s), the contractor may request a price increase for that year but it must not exceed the change in Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 27 of 35 points during the previous twelve (12) month period in the *Consumer Price Index-All Items (All Urban Consumers) or 5%, whichever is less. If the requested increase is in compliance with these specified limitations, the new price will be effective thirty (30) days from the date the request is received by the Department. Consumer Price Index: U. S. Department of Labor, Bureau of Labor Statistics; www.bls.gov 6.11 ATTACHMENTS All attachments to this RFP are incorporated herein and shall be submitted by responding in the Sourcing Tool. These attachments can be found at the following Vendor Forms link for reference purposes only: https://ncadmin.nc.gov/documents/vendor-forms Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 28 of 35 ATTACHMENT A: PRICING FORM Offeror shall offer a firm fixed price, all inclusive of labor, materials, transportation, general and administrative overhead, and profit. Item # Description Cost Hourly Rate Daily Weekly Augmented Staffing costs (including hourly rates and total hours) 1 Incident Commander 2 Public Information Officer 3 Safety Officer 4 Liaison Officer 5 Operations Section Chief 6 Planning Section Chief 7 Logistics Section Chief 8 Resources Unit Leader 9 Ground Support Unit Leader 10 Shelter Managers 11 Shelter General Workers 12 Medical Services Supervisor 13 Medical Services Coordinator 14 Medical Services Worker Complete Shelter Staffing (specify positions and quantity in proposal) 15 Standard Shelter of 200 16 Standard Shelter of 500 17 Standard Shelter of 1000 18 Medical Shelter of 500 (see required staffing matrix 5.1) 19 Medical Shelter of 1000 (see required staffing matrix 5.1) 20 Medical Shelter of 2000 (see required staffing matrix 5.1) Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 29 of 35 ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION Solicitation #: Vendor Name: Historically Underutilized Businesses (HUBs) consist of minority, women, and disabled business firms that are at least fifty-one percent owned and operated by an individual(s) from one of these categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled. Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the State invites and encourages participation in this procurement process by businesses owned by minorities, women, the disable, disabled business enterprises, and non-profit work centers for the blind and severely disabled. This includes utilizing individual(s) from these categories as subcontractors to perform the functions required in this Solicitation. The Vendor shall respond to questions below, as applicable. PART I: HUB CERTIFICATION Is Vendor a NC-certified HUB entity? Yes No If yes, provide Vendor #: _ _ If no, does Vendor qualify for certification as HUB? Yes No Vendors that check “yes” will be referred to the HUB Office for assistance in acquiring certification. PART II: PROCUREMENT OF GOODS - SUPPLIERS For Goods procurements, are you using Tier 2 suppliers? Yes No If yes, then provide the following information: Company Name Company Address Website Address Contact Name Contact Email Contact Phone NC HUB certified? Percent of total bid price Proposal Number: 19-RFP-739324898-WAX Vendor: __________________________________________ Ver:11/2021 Page 30 of 35 PART III: PROCUREMENT OF SERVICES - SUBCONTRACTORS For Services procurements, are you using Subcontractors to perform any of the services being procured under this solicitation? Yes No If yes, then provide the following information: Company Name Company Address Website Address Contact Name Contact Email Contact Phone NC HUB certified? Percent of total bid price Need more information? Questions concerning the completion of this form should be presented during the Q&A period through the process defined in the Solicitation document. Questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at 984-236-0130 or huboffice.doa@doa.nc.gov Proposal Number: [Add RFP #] Vendor: __________________________________________ Ver:11/2021 Page 31 of 35 ATTACHMENT E: CUSTOMER REFERENCE TEMPLATE Solicitation #: ____________________________ Vendor Name: Instructions: Vendor shall use this template to submit three (3) customer references with its offer. Name of Customer Organization: Customer Reference Name: Customer Reference Address: Customer Reference Email: Start Date: End Date: Explanation of contract, service agreement, or type of products and quantity provided to the organization: Name of Customer Organization: Customer Reference Name: Customer Reference Address: Customer Reference Email: Start Date: End Date: Explanation of contract, service agreement, or type of products and quantity provided to the organization: Name of Customer Organization: Customer Reference Name: Customer Reference Address: Customer Reference Email: Start Date: End Date: Explanation of contract, service agreement, or type of products and quantity provided to the organization: Proposal Number: [Add RFP #] Vendor: __________________________________________ Ver:11/2021 Page 32 of 35 ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR Solicitation #: Vendor Name: In accordance with NC General Statute G.S. 143-59.4, Vendor shall detail the location(s) at which performance will occur, as well as the manner in which it intends to utilize resources or workers outside of the United States in the performance of The Contract. Vendor shall complete items 1 and 2 below. 1. Will any work under this Contract be performed outside of the United States? YES NO If “YES”: a) List the location(s) outside of the United States where work under the Contract will be performed by the Vendor, any subcontractors, employees, or any other persons performing work under the Contract. b) Specify the manner in which the resources or workers will be utilized: 2. Where within the United States will work be performed? NOTES: 1. The State will evaluate the additional risks, costs, and other factors associated with the utilization of workers outside of the United States prior to making an award. 2. Vendor shall provide notice in writing to the State of the relocation of the Vendor, employees of the Vendor, subcontractors of the Vendor, or other persons performing services under the Contract to a location outside of the United States. 3. All Vendor or subcontractor personnel providing call or contact center services to the State of North Carolina under the Contract shall disclose to inbound callers the location from which the call or contact center services are being provided. Proposal Number: [Add RFP #] Vendor: __________________________________________ Ver:11/2021 Page 33 of 35 ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION Solicitation #: ______________________________________ Name of Vendor: ____________________________________ The undersigned hereby certifies that: [check all applicable boxes] The Vendor is in sound financial condition and, if applicable, has received an unqualified audit opinion for the latest audit of its financial statements. Date of latest audit: ______________________ (If no audit within past 18 months, explain reason below) The Vendor has no outstanding liabilities, including tax and judgment liens, to the Internal Revenue Service or any other government entity. The Vendor is current on all amounts due for payments of federal and state taxes and required employment- related contributions and withholdings. The Vendor is not the subject of any current litigation or findings of noncompliance under federal or state law. The Vendor has not been the subject of any past or current litigation, findings in any past litigation, or findings of noncompliance under federal or state law that may impact in any way its ability to fulfill the requirements of The Contract. He or she is authorized to make the foregoing statements on behalf of the Vendor. Note: This shall constitute a continuing certification and Vendor shall notify the Contract Lead within 30 days of any material change to any of the representations made herein. — If any one or more of the foregoing boxes is NOT checked, Vendor shall explain the reason(s) in the space below. Failure to include an explanation may result in Vendor being deemed non-responsive and its submission rejected in its entirety. ______________________________________________________________________________ Signature Date ______________________________________________________________________________ Printed Name Title [This Certification must be signed by an individual authorized to speak for the Vendor] Proposal Number: [Add RFP #] Vendor: __________________________________________ Ver:11/2021 Page 34 of 35 ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal Contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal Contract, grant, loan, or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal Contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LL L, “Disclosure Form to Report Lobbying,” in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subContracts, subgrants, and Contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The Vendor, , certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Vendor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any. Signature of Vendor’s Authorized Official Name and Title of Vendor’s Authorized Official Date Proposal Number: [Add RFP #] Vendor: __________________________________________ Ver:11/2021 Page 35 of 35 ATTACHMENT I: ALCOHOL/DRUG-FREE WORKPLACE POLICY POLICY It is the policy of the Department of Public Safety to provide a work environment free of alcohol and drugs in order to ensure the safety and well-being of employees, correctional clientele, and the general public. All employees of the Department of Public Safety, including permanent full-time, trainee, and permanent part-time, permanent hourly, probationary, and temporary shall abide by this policy. PURPOSE This document is intended to advise managers and employees of the guidelines of an alcohol/drug free workplace, and to set out the penalties for violation(s) of the guidelines. PROCEDURES/OPERATIONAL GUIDELINES All employees of the Department of Public Safety are expected to be physically and mentally prepared and able to perform their assigned duties throughout the workday. No employee shall report to the work site impaired by or suffering from the effects of drugs or alcohol. Individuals reporting for work under the influence or the effects of alcohol and/or drugs shall be issued discipline, up to and including dismissal, consistent with the policy governing personal conduct. No employee shall manufacture, distribute, or dispense controlled substances (drugs/alcohol) at the work site or away from the work site. No employee shall use “across the counter” medication to the point of impairment while at the work site, or in any situation which may bring discredit to the Department. Use or abuse shall be viewed as personal misconduct and shall be cause for immediate disciplinary action up to and including dismissal. Possession of an illegal substance in any situation, at work or away from the work site shall be cause for discipline. Possession of controlled substances, i.e. Prescription medication or alcohol, must be in compliance with existing laws. Violations will result in discipline up to and including dismissal based on personal misconduct. Employees who are arrested, detained, or served a warrant for any alcohol/drug related incident, at the work site or away from the work site have 24 hours to file a written report of the situation with the work unit supervisor/manager, i.e. Warden, Superintendent, Branch Manager. The work unit supervisor/manager shall make a recommendation for appropriate disciplinary action based on the facts of the case after conducting a thorough investigation. If sufficient facts cannot be obtained due to pending litigation, the work unit supervisor/manager shall request, in writing, that any recommendation for disciplinary action be delayed until the court has disposed of the matter. Once the legal proceedings have been completed, the employee shall furnish a certified copy of the court disposition within 48 hours of the judgment. The recommendation for discipline shall be made at this time, if not previously addressed. Any conviction of a drug or alcohol related offense, which occurred at the work site, shall be reported to the federal government by the Personnel Office; therefore, such offenses shall be reported to the Personnel Office by the appropriate manager so that the Personnel Office may comply with the requirement. The Department of Public Safety utilizes the State Employee Assistance Program (EAP) administered through the Office of State Personnel. The EAP provides employees with a comprehensive referral service to aid in coping with or overcoming personal problems, including drug and alcohol problems. Consultants with the State EAP will provide managerial/supervisory training and coordinate employee orientation.