Request for Proposals - COVI D-19 Shelter Staffing AssistanceCopyrighted
May 18, 2020
City of Dubuque Consent Items # 9.
ITEM TITLE: Request for Proposals - COVI D-19 Shelter Staffing
Assistance
SUMMARY: City Manager transmitting a Request for Proposals for
Shelter Staffing Assistance for the COVI D-19 City
Isolation Shelter that was released on May 8, 2020, which
would be paid through Community Development Block
Grant Funds.
SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve
ATTACHMENTS:
Description Type
Request for Proposals for Shelter Staffing-MVM Memo City Manager Memo
Request for Proposals Cover Memo Staff Memo
RFP Supporting Documentation
insurance schedule Supporting Documentation
Masterpiece on the Mississippi
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request for Proposals for Shelter Staffing Assistance
DATE: May 12, 2020
Dubuque
bitil
All-A.aia City
111111
2007.2012.2013
2017*2019
Human Rights Director Kelly Larson is transmitting a Request for Proposals for Shelter
Staffing Assistance for the COVID-19 City Isolation Shelter that was released on May 8,
2020. The potential budget impact for these contract services is up to $50,000, which
would be paid through Community Development Block Grant Funds.
7--
Mic ael C. Van Milligen
MCVM:jh
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Kelly Larson, Human Rights Director
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Masterpiece on the Mississippi
Dubuque
A*•America Cilj
2007.2012.2013
2017*2019
TO: Michael C. Van Milligen, City Manager
FROM: Kelly Larson, Human Rights Director
DATE: May 12, 2020
SUBJECT: Request for Proposals for Shelter Staffing Assistance
The purpose of this memo is to forward a request for proposals for shelter staffing
assistance that was released to the public on Friday, May 8, 2020.
By memo dated May 1, 2020, I described the current situation with City staffing of the
COVID-19 City Isolation Shelter. In that memo I requested, and you approved,
proceeding with two options for staffing support: 1) releasing a request for proposals to
contract for this assistance and 2) identifying additional City staff who might assist in the
event we are unable to contract out for these services. On May 8, 2020, we released
the attached request for proposals and are in the process of distributing it widely.
The potential budget impact for these contract services is up to $50,000, which would
be paid through Community Development Block Grant Funds.
This memo is for your information.
Cc: Alexis Steger, Housing & Community Development Director
Jerelyn O'Connor, Neighborhood Development Specialist
Masterpiece on the Mississippi
Dubuque
All -America City
,II,if
2007.2012.2013
2017*2019
REQUEST FOR PROPOSAL
COVID-19 ISOLATION SHELTER STAFFING
CITY OF DUBUQUE, IOWA
May 8, 2020
OVERVIEW
The intent and purpose of this Request for Proposal (RFP) is to solicit proposals from qualified
organizations to provide staffing for the City's COVID-19 isolation shelter. The maximum budget
for the project is $50,000. Proposals are due by Noon CDT on May 18. Please see the entire RFP
for specific requirements.
The number of people who may need isolation in a facility is unknown. The primary concern is
for people who are living in shared spaces such as homeless shelters, single room occupancy
quarters with shared common areas, and families who are doubled up with individuals who are
at higher risk for complications if they contract COVID-19.
SHELTER PURPOSE
The City has entered into an agreement with the owner of a privately -owned rental property in
Dubuque. There are currently 8 units ready for residents, with the potential for 24 additional
units in two separate wings. Referrals to the shelter will occur through local medical providers,
with transportation provided when necessary by the Regional Transportation Authority or
Paramount Ambulance Service. The Volunteer Nurse Association (VNA) will conduct daily
checks on each resident at the facility.
The primary purpose of quarantine/isolation shelter sites is to support individuals who:
• are positive or presumptively positive for COVID-19, and
• have mild symptoms and are not in need of hospitalization, and
• are homeless and unable to self -isolate in a shelter or live in cramped quarters in a
home or apartment with people who are at heightened risk for a serious infection.
A positive determination is based on a COVID-19 test result. A "presumptively positive"
determination will be made when an individual exhibits the following symptoms:
• A fever of at least 100.4 F or 37.8 C
• A persistent, dry cough
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• Difficulty breathing
Quarantine will be recommended for anyone who is presumptively positive and unable to
safely self -isolate without placing other people at risk, whether or not they are tested. If they
are tested and confirmed positive, the Visiting Nurses Association (VNA) will conduct a contact
analysis and additional steps may be recommended. Finally, individuals without symptoms who
are placed in quarantine based on possible exposure may be referred to a shelter at the
discretion of the VNA based on individual circumstances.
SCOPE OF SERVICES
The City is seeking a qualified organization to staff and operate the shelter. The Dubuque
County Emergency Management team will provide the following PPE for staff at the shelter, to
the best of PPE availability:
• a plastic face shield,
• an N95 respirator,
• a disposable surgical gown, and
• disposable examination gloves.
Staff from the Fire Department will provide a safety briefing on proper use of the equipment
and general COVID-19 disinfecting protocol.
The staffing expectations are as follows.
• For 0 to 25 residents, the expectation is that there will be one on -call staff member and
one on -call shelter manager serving twenty -four-hour shifts.
• For 26-50 residents, the expectation is two on -call staff members and one on -call shelter
manager for each twenty -four-hour shift.
Duties for on -call staff members include:
• Walking property daily to make sure everything is secure.
• Disinfecting daily each hallway door where a resident is housed and any nearby high
touch areas.
• Updating daily the on -call name and phone number on whiteboards on the outside of
each resident's door.
• Monitoring residents throughout the day using the cameras placed in public hallways.
The camera system will notify on -call staff when there is motion within the hallway and
will record information for viewing to determine violation of protocol. Staff will visit the
site to reinforce protocol as needed. The camera also allows for direct voice
communication between residents and the on -call staff member. Monitoring requires
downloading the relevant ap to a smart phone, turning on camera notifications, and
viewing and responding to them as they come in.
• Responding to resident phone calls or attempts by residents to speak with staff through
the camera system.
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• Picking up and delivering lunch and dinner to the outside door of each resident's room,
utilizing non-profit partners throughout the community. Currently, lunch is available
through Project Rooted and dinner is available through the Dubuque Rescue Mission
and local churches on varying nights of the week.
• Collecting resident trash and placing it in the tipper cart for Tuesday pickup;
• Doing resident laundry once per week or more frequently if necessary;
• Maintaining up to date resident roster
• Responding to requests from medical providers for resident move -ins. This includes:
o helping to arrange resident transportation to the site through RTA or Paramount
Ambulance if needed;
o providing incoming residents a face mask upon arrival and assigning them to a
room;
o explaining shelter operations to the resident.
• Arranging for resident transportation home upon release by VNA;
• Ensuring that vacant rooms, once cleaned, are re -stocked with cleaning supplies, trash
bags, snacks and drinks.
Duties for the on -call shelter manager include:
• Overseeing the work of the on -call staff and completing any activities that on -call staff
are unable to complete;
• Assisting on -call staff with resident move -ins so that a minimum of two people are
managing the move -in process;
• Purchasing and delivering necessary equipment (including PPE), food, and supplies as
they become depleted or as needed for a specific resident;
• Remaining in contact with the VNA if any questions or concerns arise regarding resident
health or care, including release of residents;
• Arranging for facility decontamination through Serve Pro upon release of a resident.
INFORMATION TO BE INCLUDED IN THE PROPOSAL
1. Letter of Transmittal
Provide a letter of transmittal briefly outlining the organization's understanding of the work
and the name, address, telephone number and fax number of the organization's primary
contact person.
2. Qualifications
a) The proposal shall include:
a. general information about the organization,
b. the names, experience and qualifications of the people who will serve as shelter
managers,
c. the names, experience and qualifications of other people who will serve as
shelter staff.
Page 3 of 5
b) The proposal shall include at least three references of past clients for projects relevant
to this RFP. These projects must have been completed within the past ten years with the
same project manager, sub -consultants and other key personnel proposed for this
project.
c) The proposal shall discuss the organization's ability to integrate this project into the
organization's present workload, including the date upon which the organization will be
available to begin staffing the shelter.
3. Proposed Project Schedule
The anticipated project schedule is that the City of Dubuque will execute a contract with
the selected organization by June 1 and the project is anticipated to be completed by
November 1.
4. Certificate of Insurance
The selected organization will be required to meet the City's insurance requirements (see
enclosed Insurance Schedule G in Appendix). It is imperative that those who respond to
this RFP have verified their ability to obtain the necessary insurance before responding to
this proposal.
5. Fees and Compensation
Provide a proposed on -call fee plus hourly rates for on -site payment of personnel assigned
to the project. Remember to separate the proposed budget from the other portion of the
RFP submittal. Initial screening will be done without knowing the organization's proposed
fee for services.
EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements of the
proposal format. A selection committee will review qualifying proposals, and may interview the
short-listed organizations. Initial screening will be done without knowing the consultant's
proposed fee for services to develop a short list. Factors to be considered by the committee
may include the following:
• Qualifications and experience of the organization and staff members.
• Results of interview process.
• Information from references.
• Grasp of project requirements and level of interest.
• Proposed schedule and availability for the project.
• Proposed cost to complete the project.
SUBMISSION REQUIREMENTS
The City of Dubuque reserves the right to reject any and all proposals and to negotiate changes
with any organizations. The City of Dubuque is not liable for any cost incurred by any
organization prior to the execution of an agreement or contract. Nor shall the City of Dubuque
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be liable for any costs incurred by the organization that are not specified in the contract. The
City of Dubuque is an Equal Employment Opportunity Employer.
QUESTIONS REGARDING THE RFP
If you have any questions concerning this RFP, please submit your requests to the City's
designated Project Manager, Housing and Community Development Director Alexis Steger, via
email asteger@cityofdubuque.org. No answers given in response to questions submitted shall
be binding upon this RFP unless released in writing (letter, fax or email). Any questions
concerning this proposal must be received on or before 5:00 p.m. CDT on May 18, 2020. Any
inquiries received after this date will not be answered. When submitting a question, please
include the organization contact information.
PROPOSAL SUBMISSION DEADLINE
Submit one (1) original signed proposal and an electronic .pdf version sealed and clearly
labeled: City of Dubuque Isolation Shelter Staffing. Proposals shall be delivered by Noon CDT on
May 8, 2020 to the address given below:
Alexis Steger, Director
Housing & Community Development Department
City of Dubuque
350 W. 6th Street
Dubuque, IA 52001
The proposals shall be Include the proposed fees and compensation under separate cover. Each
organization assumes full responsibility for delivery and deposit of the completed proposal
package on or before the deadline. The City of Dubuque is not responsible for any loss or delay
with respect to delivery of the proposals.
SELECTION
The City of Dubuque anticipates award of the contract to the successful organization for this
project by June 1, 2020. Organizations whose proposals are not accepted will be notified
shortly after the selected firm has been approved by the City Council.
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City of Dubuque Insurance Requirements for Vendors (Suppliers, Service Providers)
1.
INSURANCE SCHEDULE G
shall furnish a signed certificate of insurance to the City of Dubuque, Iowa
for the coverage required in Exhibit I prior to the contract commencement. Each certificate shall
be prepared on the most current ACORD form approved by the Iowa Insurance Division or an
equivalent. Each certificate shall include a statement under Description of Operations as to why
the certificate was issued. Eg: Project # or purchase agreement
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A.M. Best's Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. The vendor shall be required to carry the minimum coverage/limits, or greater if required by law or
other legal agreement, in Exhibit I. Failure to provide the required minimum coverage shall not be
deemed a waiver of such requirements by the City of Dubuque.
5. Failure to obtain or maintain the required insurance shall be considered a material breach of this
agreement.
6. All required endorsements shall be attached to certificate.
7. Whenever a specific ISO form is referenced the current edition of the form must be used unless
an equivalent form is approved by the Director of Finance and Budget. The vendor must identify
or list in writing all deviations and exclusions from the ISO form.
8. If vendor's limits of liability are higher than the required minimum limits then the vendor's limits
shall be this agreement's required limits.
9. Vendor shall require all subcontractors and sub -subcontractors to obtain and maintain during the
performance of work insurance for the coverages described in this Insurance Schedule and shall
obtain certificates of insurance from all such subcontractors and sub -subcontractors. Vendor
agrees that it shall be liable for the failure of a subcontractor and sub -subcontractor to obtain and
maintain such coverage. The City may request a copy of such certificates from the Vendor.
10. Vendor shall be responsible for deductibles and self -insured retention.
Page 1 of 4 Schedule G Vendors May 2019
City of Dubuque Insurance Requirements for Vendors (Suppliers, Service Providers)
INSURANCE SCHEDULE G (continued)
EXHIBIT I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products -Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG 00 01 or business
owners form BP 00 02. All deviations from the standard ISO commercial general
liability form CG 00 01, or Business owners form BP 00 02, shall be clearly
identified.
2) Include ISO endorsement form CG 25 04 "Designated Location(s) General
Aggregate Limit."
3) Include endorsement indicating that coverage is primary and non-contributory.
4) Include Preservation of Governmental Immunities Endorsement (Sample
attached).
5) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers. Use ISO form CG 20 10
(Ongoing operations) or its equivalent.
6) Policy shall include Waiver of Right to Recover from Others endorsement.
7) If vendor utilizes Trikkes or Segways in the conduct of business, include an
endorsement reflecting that these vehicles are not excluded from Commercial
General Liability coverage.
B) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A
Coverage B
Statutory —State of Iowa
Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
Nonelection of Workers' Compensation or Employers' Liability Coverage under Iowa
Code sec. 87.22. Completed form must be attached.
Page 2 of 4 Schedule G Vendors May 2019
City of Dubuque Insurance Requirements for Vendors (Suppliers, Service Providers)
INSURANCE SCHEDULE G (continued)
C) POLLUTION LIABILITY
Coverage required: yes no
Pollution liability coverage shall be required if the lessee, contracting party, or permittee
has any pollution exposure for abatement of hazardous or contaminated materials
including, but not limited to, petroleum products, the removal of lead, asbestos, or PCBs.
Pollution product and completed operations coverage shall also be covered.
Each Occurrence
Policy Aggregate
$2,000,000
$4,000,000
1) Policy to include job site and transportation coverage.
2) Include additional insured for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers. Use ISO form CG 20 10.
(Ongoing operations) or its equivalent and CG 20 37(competed operations).
3) Include Preservation of Governmental Immunities Endorsement.
4) Provide evidence of coverage for 5 years after completion of project.
D) PROFESSIONAL LIABILITY $1,000,000
Coverage required: yes no
Provide evidence of coverage for 5 years after completion of project.
E) CYBER LIABILITY $1,000,000
Coverage required: yes no
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
F) UMBRELLA/EXCESS $1,000,000
yes no
Umbrella liability coverage must be at least following form with the underlying policies
included herein (General Liability, Automobile, Workers Compensation).
Page 3 of 4 Schedule G Vendors May 2019
City of Dubuque Insurance Requirements for Vendors (Suppliers, Service Providers)
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that the purchase
of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any
of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa
Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurer further agrees that this policy of insurance shall cover only those
claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it
now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa
Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting
any defense of governmental immunity, and may do so at any time and shall do so upon the timely written
request of the insurer.
4. Non -Denial of Coverage. The insurer shall not deny coverage under this policy and the insurer
shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for
reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of
the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
Page 4 of 4 Schedule G Vendors May 2019