Staffing Services for Emergency Group Lodging Facilities
Solicitation number BCNOIEMCR120
Publication date
Closing date and time 2023/06/07 17:00 EDT
Description
The Province invites any interested suppliers who can provide the services described below after the Closing Date to respond to this NOI by sending an email to the Official Contact as described in section 3.1 before the Closing Date. If no justified objections are received, the Province will continue its contract with the Supplier identified above until the end of September 2023. If a justified objection is received, the Province may run a competitive process with the Respondents.
The impact of an emergency event or disaster, the resources within the communities, and/or other considerations may necessitate the rapid activation of group lodging facilities for those who have been evacuated from their homes. The Province requires a contractor to be responsible for the overall management of one or more group lodging facilities on an as-and-when required basis and ensuring that all required functions are activated and carried out following the Group Lodging Operational Guidelines. Multiple contracts may be awarded if the services exceed the contractor’s capacity.
The details of the contract are described below:
- Have resources on standby at their residences and deploy resources immediately anywhere within British Columbia when required and upon direction of the Province or the Province’s Lead of a designated group lodging facility (the “Provincial Lead”);
- Ensure only the designated spaces of the group lodging facility is used in setting up the facility and conducting the services;
- Maintain a schedule for staffing of employees and volunteers of the Contractor and establish the appropriate staffing level for each group lodging facility twenty-four (24) hours a day as necessary;
- Assign a site lead to be responsible for the overall operation of each group lodging facility;
- Provide updates to staff throughout the day as needed;
- Operate a check in/out station to track evacuees and staff entering and leaving a group lodging facility;
- Ensure that all evacuees staying at group lodging facilities understand the importance of checking in and out;
- Refer evacuees to a reception centre for further support as needed;
- Perform emergency support services as necessary;
- Set up/take down cots;
- Assign cots, and distribute provided blankets, pillows, towels, hygiene kits and any other necessities, upon evacuee arrival;
- Ensure towels are discarded in designated laundry bins after use;
- Ensure used towels are collected daily and bedding is cleared from cots when evacuee departs for pick up by a laundry company;
- Ensure blankets, pillows and towels are returned prior to departure of evacuee;
- Take measures for communicable disease prevention in maintaining a clean environment through routine cleaning processes in the group lodging facilities;
- Oversee the distribution of meals and ensure eating areas are cleaned after use;
- Provide information and support to evacuees on site as required;
- Communicate with other agencies and contractors regarding the facility, security, food, laundry, etc., as required;
- Ensure group lodging facilities are locked when not in use;
- Regularly communicate with, and maintain reports for, the Province’s Lead including schedules, hours of operation, occupancy, concerns, issues, or incidents; and,
- Provide daily briefing notes, task registration forms, situation status updates, and any incident reports, to the Provincial Lead.
Contract duration
The estimated contract period will be 1 month(s).
Trade agreements
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Please refer to tender description or tender documents
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Contact information
Contracting organization
- Organization
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Ministry of Emergency Management and Climate Readiness
- Contracting authority
- Stephanie Monteiro
- Email
- EMCR.Procurement@gov.bc.ca
Bidding details
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