• 850-674-5411
  • info@www.calhounlibertyhospital.com
  • 20370 NE Burns Ave Blountstown, FL 32424

Request for Proposal- Disaster Recovery Administrative Services

CALHOUN LIBERTY HOSPITAL ASSOCIATION

REQUEST FOR PROPOSALS

FOR DISASTER RECOVERY ADMINISTRATIVE SERVICES

Notice is hereby given that the Calhoun Liberty Hospital Association (CLH) is calling for and requesting proposals from qualified providers of federal disaster grant management consulting services as outlined in the request for proposals.

All proposals must be in writing and delivered by hand, Fed Ex, or mail to the Calhoun Liberty Hospital Association, 20370 Burns Ave, Blountstown, FL 32424 and must be received by 1 p.m., central time, October 23rd, 2023. Only submittals received by the stated time and date will be considered. Submittals received after the time set for the opening will be rejected and returned unopened to the submitter. All submittals shall be submitted in a sealed envelope and clearly labeled, “RFP – DISASTER RECOVERY ADMINISTRATIVE SERVICES.” Please provide one (1) original, five (5) copies of the proposal, and one (1) CD with all of the above information included (each document must be in an individual PDF format file).

Applications can be found on the CLH website: https://www.calhounlibertyhospital.com.

Questions concerning this request should be directed to Christinia Jepsen, Chief Executive Officer of Calhoun Liberty Hospital, via phone at: 850-674-5411 X-255 or via email at:

cjepsen@clhcares.org

The Hospital encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Hospital does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Hospital reserves the right to waive informalities in bids, to reject any or all bids with or without cause, and to accept the bid that in its judgment is in the best interest of the Hospital. 

CALHOUN LIBERTY HOSPITAL ASSOCIATION

REQUEST FOR PROPOSALS

FOR DISASTER RECOVERY ADMINISTRATIVE SERVICES

PURPOSE

CLH is soliciting sealed proposals to provide Disaster Recovery Administrative Services.

INSTRUCTIONS TO PROPOSERS

Firms or companies desiring to provide services, as described in the Scope of Work, shall submit sealed proposals with an original, five (5) complete copies, and one (1) CD with all of the above information included (each document must be in an individual PDF format file) no later than 1 p.m., central time, October 23rd, 2023 to the Calhoun Liberty Hospital Association, 20370 Burns Ave, Blountstown, FL 32424. Offers by telephone or email shall not be accepted. Also, submitters are instructed NOT to fax their proposal. Faxed proposals shall be rejected as non-responsive regardless of where the fax is received.

Respondents are cautioned that they are responsible for delivery to the specific location cited above. Therefore, if your bid, proposal or quotation is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the above address. This office will not be responsible for deliveries made to any place other than the specified address.

It is the sole responsibility of the bidder to ensure that his or her Proposal reaches the Hospital on time. CLH shall not be responsible for late deliveries or mail delays.

TERMS AND CONDITIONS

  1. CLH reserves the right to accept or reject any or all proposals, with or without cause, to waive technicalities, or to accept the proposal which, in its sole judgment, best serves the interest of CLH, or to award a contract to the next most qualified submitter if a successful submitter does not execute a contract within thirty (30) days after approval of the selection by CLH.
  2. CLH reserves the right, and has absolute and sole discretion, to cancel a solicitation at any time prior to approval of the award by CLH.
  3. CLH reserves the right to request clarification of information submitted and to request additional information of one or more applicants.
  4. Any proposal may be withdrawn until the date and time set above for the submission of the proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of sixty (60) days, to provide to CLH the services set forth in this Request for Proposals, or until one or more of the proposals have been awarded.
  5. Proposals shall be sealed and submitter should indicate on their proposal the following:
    1. Date of Closing – 1 p.m., central time, October 23rd, 2023
    1. Name and Address of submitter
  6. Costs of preparation of a response to this request for proposals are solely those of the submitter. CLH assumes no responsibility for any such costs incurred by the submitter. The submitter also agrees that CLH bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.
  7. The submitter receiving the award will obtain or possess the following insurance coverages and will provide Certificates of Insurance to CLH to verify such coverage.
    1. Workers’ Compensation – The vendor shall provide coverage for its employees with statutory workers’ compensation limits, and no less than $1,000,000.00 for Employers’ Liability. Said coverage shall include a waiver of subrogation in favor of CLH and its agents, employees and officials.
    1. Commercial General Liability – The vendor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury. The limits shall be no less than $1,000,000.00, per occurrence, with a $2,000,000.00 aggregate.
    1. Business Automobile Liability – The vendor shall provide coverage for all owned, non-owned and hired vehicles with limits of not less than $1,000,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent.
    1. Professional Liability (Errors & Omissions) – The vendor shall provide coverage for all claims arising out of the services performed with limits not less than $1,000,000.00 per claim. The aggregate limit shall either apply separately to this contract or shall be at least twice the required per claim limit.
    1. The consultant awarded this contract shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion of the later of final grant closeout or final audit by OMB of any project work performed under contract resulting from this RFP. CLH shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of the agreement. This information shall be made accessible at the awardees place of business to CLH, including the Comptroller’s Office and/or its designees, for purposes of inspection, reproduction and audit without restriction.
    1. It is the intent of CLH to enter into a three (3) year term contract, with a renewal clause for two (2) additional one (1) year renewal terms for services as described herein.

PROPOSAL FORMAT

Submitters must respond in the format delineated below.

The following information shall be tabbed to identify the required information. Failure to submit this information will render your proposal non-responsive.

1. QUALIFICATIONS OF THE FIRM

The Respondent shall provide a narrative of the firm’s qualities and capabilities that demonstrates how the firm will work with the Hospital to fulfill the requirements of this Project. Describe the firm’s methods of providing the Disaster Recovery Administrative Services outlined within the Scope of Work. Only past experience as the prime contractor will be considered.

Firm qualifications must include, at minimum, the following:

  1. Relevant Experience – Recent experience demonstrating current capabilities and current expertise in assisting Applicants, private nonprofits, and hospitals in obtaining reimbursement from state and federal agencies following disaster events.
  2. Past Performance on Similar Projects – Provide at least three references for which the firm has performed disaster grant management and administrative services as prime contractor that are similar to the requirements in the Scope of Services. Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract.
  3. Project Approach – Describe the approach and methodology that will use to accomplish the work herein. The project approach shall include information on schedule and availability where applicable.

2. QUALIFICATIONS OF STAFF

Describe the composition and structure of the firm and include the names of persons with an interest in the firm. Key project staff must be full time employees of the proposing firm and have experience, working for the Proposer, in the requirements described within the Scope of Work.

Key Staff – The Respondent shall include a list of the proposed staff that will perform the work required if awarded this contract and a summary of staff qualifications. Provide resume representative of staff likely to be assigned to this project. An organizational chart and management plan should be included in this section. The Respondent shall also include minimum qualifications for each class of employee of the project team and identify his/her role on the team. Include in this section the location of the main office and the location of the office proposed to work on this project.

3. TECHNICAL APPROACH

Provide a description of the submitter’s approach to the project, to include startup procedures/requirements.

4. COST PROPOSAL

Each submitter must complete and submit the Cost Proposal Form/Fee Schedule included herein. The Cost Proposal will be evaluated on the hourly rates submitted on the cost proposal form for the labor positions listed. All non-labor costs will be billed to CLH at cost without markup.

SELECTION CRITERIA

The following weighted criteria will be utilized to select the consultant awarded this contract.

CriterionPoints
Firm Scope and Capabilities20
Firm Qualifications on Similar Projects including references20
Staff Qualifications and Experience including demonstration of knowledge of FEMA/HUD regulations and procedures  20
Project Understanding and Approach20
Knowledge of/ Past Work Experience for the Community and/or local resources10
Cost Proposal10
TOTAL100

SCOPE OF SERVICES

I. BACKGROUND

In the event of a major disaster, the Hospital seeks to protect its interests by securing the services of a qualified disaster recovery consultant as outlined in the following scope of work. The Hospital recognizes that if its facilities and/or operations are damaged and disrupted by a major disaster, its existing employees and systems may be overwhelmed by the scale of necessary disaster response and recovery work. In order to ensure a rapid recovery and post disaster redevelopment process, the Hospital will require the services of qualified, experienced professionals to manage state and federal grant management processes.  

II. SCOPE OF WORK

The contractor will provide experienced personnel and resources to complete the following activities:

  1. Applicants Briefing and Kick-Off Meeting. Attend meetings with the State/Federal agencies including applicant briefings, kick-off meetings and project specific discussions;
  2. Technical Assistance. Provide general financial management advice and assistance including but not limited to:
    1. Develop and support the ongoing activity of a disaster recovery team to manage the FEMA Public Assistance process;
    1. Provide advice as to the disaster recovery team as appropriate and participate in meetings;
    1. Provide advice as to the eligibility of facilities, work, and costs and develop justifications for presentation to the State of Florida and FEMA with regard to any issues which may arise;
    1. Briefing purchasing, contracting and department personnel on requisite/purchasing procedures and documentation
  3. Correspondence. Prepare correspondence to the State of Florida, FEMA, HUD, etc. on behalf of CLH as necessary; Prepare a program management plan; Prepare periodic reports to CLH as to the status of grant management progress and participate in all status meetings;
  4. Inspection/Damage Assessment. Inspect disaster related damage to eligible facilities, identity eligible emergency and permanent work (Category A-G) and review records of emergency expenses incurred by the Hospital;
  5. Document. Ensure all eligible damages have been quantified and presented to federal inspectors/Project Officers;
  6. Financial Tracking. Categorize record, track and file costs on approved forms in support of the financial reimbursement process. Communicate with Hospital Departments on a daily basis and maintain an up-to-date database of eligible labor, equipment, and materials costs as reported on Event Activity Tracking Forms to prepare daily reports to Hospital management;
  7. Financial Management. Assistance in requesting Immediate Needs Funding or Grants Based on Estimates; Development and tracking of plans for Cash flow management and disbursements by State/FEMA; Insurance evaluation, documentation adjusting and settlement services; Tracking project progress, expenditures, reimbursement requests and receipts;
  8. Project Worksheet. Prepare Project Worksheets for Categories A-G for review by FEMA and the State ensuring that the scope of work is accurate and comprehensive, estimates are accurate, expenses are eligible and documented, and that projects are categorized as small or large in a manner that ensures prompt and sufficient reimbursement to the Hospital; Attend all meetings with the Hospital, State and FEMA (and/or other Federal agencies) to negotiate individual Project Worksheets as needed;
  9. Repair and Restoration. Review the scope of work and bidding procedures of proposed damage repair/reconstruction work for compliance with FEMA requirements;
  10. Documentation. Support departments with organizing reimbursable expenses. Review, maintain and ensure accuracy of documentation prepared by Hospital departments;
  11. Reporting. Compile and summarize in FEMA approved format Category A through G costs for presentation to FEMA and the

State and inclusion in project worksheets;

  • Assist. Provide assistance to departments having difficulty with their claims;
  • Timeliness. Ensure CLH meets all deadlines imposed by FEMA and/or the State for documentation, appeals, completion of work, etc;
  • Appeal. If the Hospital disagrees with any FEMA determinations, make all reasonable efforts to resolve any such dispute and/or strategize and write appeals; Provide fully qualified counsel to the Hospital in support of any legal action required as the result of an appeal;
  • Closeout. Preparation of closeout packages including final funding reconciliation, copies of required permits, exemptions or waivers, bid documents, change orders, improved project filings, compliance monitoring, and other documents required or useful for grant closeout review. Prepare all documentation for, and represent the Hospital in, all project closeout activities, Participate in exit conferences with the Hospital, State, and FEMA;
  • Audit. Upon completion of all projects and drawn down reimbursement for all eligible costs, finalize preparations for State and FEMA final inspections and audits.
  • FEMA 404 and 406 Hazard Mitigation Services: Assist in identifying, developing and evaluating opportunities for hazard mitigation projects (Section 404 and 406).  Develop hazard mitigation proposals, cost benefit analysis (BCA).  Prepare other hazard mitigation services related to Hazard Mitigation Grant Program, Pre-Disaster Mitigation, and other mitigation programs.
  • HUD Community Development Block Grant Disaster Recovery (CDBG-DR) Support Services: Provide knowledge, experience, and technical competence in the planning, administration, and implementation of eligible CDBG activities as identified at 24 CFR 570 and modified or waived under Federal Register allocation of the CDBG-DR funds.  Conduct unmet needs assessment – particularly housing, infrastructure, and economy.  Provide other HUD related technical assistance and consulting services as needed.
  • Other Grant Management Assistance: Provide other state and federal grant management services as needed.  Assist the Hospital with the management and administration of other federal grant management programs not identified above.   END OF SCOPE

COST PROPOSAL FORM

The hourly labor rates shall include all applicable overhead and profit. All non-labor related project costs (including travel, lodging, and per diem) will be billed to CLH at cost without mark-up.

POSITIONSHOURLY RATES
Project Executive$
Project Manager$
Senior Damage Assessment Estimator$
Damage Assessment Estimator$
Senior Grant Management Specialist$
Grant Management Specialist$
Senior Engineer/Planner/Analyst$
Engineer/Planner/Analyst$
Administrative Assistant$

OTHER REQUIRED POSITIONS

Submitter may include other positions, with hourly rates and attach a job description for each position.

Addendum 1

Addendum to Request for Proposal-Disaster Recovery Administrative Services

October 6,2023

This and all future addendums will be posted on Calhoun Liberty Hospital.com

1. Page 5 states that, “Each submitter must complete and submit the Cost Proposal Form/Fee Schedule included herein”; however, the only form included with this RFP is the Cost Proposal Form. Can CLH please confirm that the only form Respondents must submit with their proposal is the Cost Proposal Form?

Answer: Yes, the cost proposal is the only form necessary.

2. Can you please confirm the closing date for this RFP response is 1 p.m., central time, October 23rd, 2023, and not a December date in 2018?

Answer: The closing date is October 23, 2023.

3. 2. Also, will the hospital accept a USB drive electronic copy in place of the CD copy?

Answer: Yes, a USB drive is acceptable.

4. Does the Calhoun Liberty Hospital Association (CLH) have active work the successful Bidder would be expected to complete upon contract award?

Answer: Yes

5. If there is active work, could CLH provide information about the related disasters, the number of damages, and the number of projects still open?

Answer: Yes, there is active work for Hurricane Michael and 3 Projects for Covid 19

6. If there is no active work, could CLH clarify if this bid will result in a stand-by contract for future disasters?

Answer: It is for current recovery efforts with the ability to issue task orders for future recovery services.

7. Is there an incumbent for this work, and if so, who?

Answer: Hagerty Consulting service is currently under contract

8. Page 1 of the RFP states, “Please provide one (1) original, five (5) copies of the proposal, and one (1) CD with all the above information included…” Would Calhoun Liberty Hospital Association accept submittal via USB flash drive rather than CD?

Answer: Yes, Calhoun Liberty Hospital will accept a flash drive

10. Page 4 of the RFP asks that we include “Project Approach” within the Qualifications of the Firm section, yet there is also a separate “Technical Approach” to be included as its own section. Could CLH please clarify the differences in content to be included in each of these sections?

Answer:

a. CLH is seeing a technical approach that demonstrates the proposers operational understanding of the scope of work.

b. the project approach may include parts of the technical approach however please include a sample schedule and timelines from a successful project or one in process.

11. Page 2 of the RFP states, “… submitter should indicate on their proposal the following: Date of Closing – 1 p.m. December 17, 2018…” Can CLH please confirm that we should be including 1 p.m. October 23, 2023 as the Date of Closing?

Answer: The closing date is October 23, 2023

Addendum 2

October 13th, 2023

Page 4 of the RFP states that, “The Respondent shall also include minimum qualifications for each class of employee of the project team and identify his/her role on the team.” Could CLH please clarify whether Respondents should be including minimum qualifications solely for the roles of proposed key staff and those who are likely to staff the projector, or for every class of employee included in the Cost Proposal Form?

Please include the minimum qualifications solely for the roles of proposed key staff and those who are likely to staff the project.