Emergency Response and Disaster Recovery Support Services

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.