Emergency Response and Disaster Recovery Support Services

Emergency Response and Disaster Recovery Support Services

26P1-002

Contact Person: Shauna Soldate

shauna.soldate@santacruzcountyca.gov

Questions must be submitted during the Q&A Period as described in the Timeline using the Question and Answer tab for this solicitation.

The County of Santa Cruz invites sealed proposals from fully licensed, insured, bonded, and certified CONTRACTORS to furnish all labor, tools, equipment, and incidentals required to provide Emergency Response and Disaster Recovery Support Services .

Established in 1850 as one of the state’s original 27 counties, the County of Santa Cruz was originally called Branciforte. The name was later changed to Santa Cruz, which is “holy cross” in Spanish. The County of Santa Cruz geographically is the second smallest county within the State of California yet it has one of the largest unincorporated area populations. The 2020 estimated population for the County of Santa Cruz by the U.S. Census Bureau was 270,861. The County encompasses an urban service area of 440 square miles.

Service Category Links are provided in Section 3. Vendors may apply to one or multiple Service Categories as follows:

• Emergency Feeding Services
• Emergency Transportation Services (Living Wage Applicable Services)
• Access, Community Support & Public Information Services
• Laundry and Linen Services (Living Wage Applicable Services)
• Community Services Coordination and Voluntary Agency Support

1.2.1 Service Activation

Services shall be provided only upon request and authorization by the County. The County may activate one or more Contractors on an as-needed basis to support emergencies, disasters or other operational needs. Requests for service may be issued by telephone, email, purchase order, task order, or other County-approved method. When operationally necessary, the County may initiate services through a verbal request, provided the request is documented and confirmed in writing as soon as practicable. The County will designate a representative to coordinate the requested services and serve as the Contractor's primary point of contact. Award of a Master Service Agreement does not guarantee any minimum quantity of work.

1.2.2 Documentation, Reporting & Invoicing

Service Documentation
Contractors shall maintain accurate and complete records documenting all services performed. Documentation shall include, as applicable, dates, locations, personnel, hours worked, equipment or resources utilized, quantities, and other records necessary to verify services performed and associated costs.

Reporting Requirements
Contractors shall provide activity reports, supporting documentation, and other records as requested by the County to support contract administration, operational oversight, and reimbursement under applicable state or federal disaster assistance programs. Documentation shall be sufficiently detailed to demonstrate the nature, extent, and eligibility of the services provided.

Invoicing
Invoices shall be itemized and supported by documentation sufficient to substantiate the services performed and costs incurred. The County may require additional supporting documentation as a condition of payment or to support reimbursement under applicable state or federal disaster assistance programs.

1.2.3 Records Retention

Contractors shall retain all records supporting services performed and costs incurred and make such records available to the County upon request. Records shall be maintained in accordance with applicable laws and regulations and in a manner sufficient to support audits and reimbursement under applicable disaster assistance programs. At a minimum, records shall be retained for three (3) years from the date the County submits its final expenditure report to the applicable state or federal disaster assistance program, or longer if needed to resolve an audit, litigation, claim, or other action involving the records.

1.2.4 Cost Structure, Scalability & Federal Compliance Requirements

Contractors should be capable of scaling operations to meet changing operational needs and responding within the timeframe proposed for the applicable service category.

Because certain services under this solicitation may be priced on an hourly or unit-cost basis, each task order or activation issued under a resulting Master Service Agreement shall include a not-to-exceed ceiling price, which the Contractor may not exceed without prior written authorization from the County. Cost-plus-a-percentage-of-cost and percentage-of-cost pricing structures are not permitted.

By submitting a proposal, the Contractor certifies that it is not debarred, suspended, or otherwise excluded from participation in federally funded contracts or programs. The County will verify Contractor eligibility prior to award and periodically throughout the term of the Master Service Agreement.