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HomeMy WebLinkAbout2020-262-E Emergency Svc - Holiday Inn COVID FEMA shelter DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 [Departmental Use Only] TITLE Holiday Inn Express FY FY 2019-20 NORTH CAROLINA SERVICES AGREEMENT NO RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter "Agreement"), made and entered into this 6th day of April, 2020, ("Effective Date") by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and Rainbow Management Inc. , (hereinafter, the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to: FEMA Emergency Response Medical Personnel for COVID-19 Pandemic ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct 1 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create,between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. vi) In determining the Basic Services to be provided,should any documents be referenced in this Agreement, the terms of this Agreement shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. vii) Should this Agreement involve project designs, the construction or creation of which is to be bid out and/or fulfilled by other contractors, and bidding or negotiation with contractors produce prices which, when added to the other elements of the approved total project cost, produce a cost that is in excess of the approved total project cost, the Provider shall participate with the County in negotiation and design adjustments to the extent such are necessary to obtain prices within the approved total project cost. All activity of the Provider with respect to these matters shall constitute Basic Services and shall be performed by the Provider without additional compensation. If negotiation and design adjustments fail to bring costs within the total project cost the County may reject all bids and Provider will redesign and/or reduce portions of the project in an effort to reduce the bid prices to within the total project cost and rebid the project. One such redesign is included within Basic Services. If this second letting for bids does not produce bids that are within the approved total project cost initially or after negotiations with the contractor the cost is not reduced to an amount within the total project cost, the Provider is not obligated to engage in further redesign. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): Provider will provide for County up to 4 single rooms for FEMA Emergency Response Medical Personnel for COVID-19 Pandemic. b. Equipment. PROVIDER shall supply, at its sole expense, all equipment, tools, materials, and or supplies required to provide Basic Services hereunder, unless otherwise agreed in writing. 2 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 c. Health and Safety. Provider shall be responsible for initiating, maintaining and supervising all safety precautions and programs required by OSHA and all other regulatory agencies while providing Services under this Agreement. Provider agrees that all records of this transaction,which contains personally identifiable information of a resident/occupant of the Hotel/Motel, shall remain confidential. Unauthorized individuals shall keep all records in a secure location preventing access. Provider shall not forward to any person other than County or County Health Officials any record or personally identifiable information obtained from a resident/occupant. Upon termination of this Contract, Provider shall maintain and retain any such records for accounting and audit purposes for a period of at least three (3) years or any other period required by the Federal government, whichever period is longer. d. Condition of Premises. County accepts the facilities in the physical condition in which the same is now found and is not under any obligation to make any repairs or replacements. 4. Duration of Services a. Term. The term of this Agreement shall be from April 6, 2020 to May 6, 2020, this Agreement may be extended for an additional term upon mutual agreement by the parties which must be provided in writing and can be by electronic mail. b. Scheduling of Services. i) The Provider shall schedule and perform its activities in a timely manner. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be April 6, 2020. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services satisfactorily(as determined by the County) performed pursuant to this Agreement. The maximum amount payable for Basic Services shall not exceed Ten Thousand Two Hundred Twenty Eight Dollars 62/100 ($ 10,228.62), at a cost for each room of Seventy-Five dollars and 10/100 ($75.10) for a period of 30 days. Payment for satisfactorily performed Basic Services shall become due and payable within thirty (30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). b. Disputes. In the event the amount stated on an invoice is disputed by the County,the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement,County may,without fault or penalty,withhold any payment associated with the work to be performed until such time as said work is completed. c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. The County will be responsible for the following: 3 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 1. At the termination of the room assignment having the hotel room cleaned by a professional contractor to established CDC standards; 2. Limiting use of rooms to FEMA Emergency Response Medical Personnel for COVID-19 Pandemic. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Dinah Jeffries) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by County's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing division/contracts.php). If County's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of N/A (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 8. Indemnity a. Indemnity. To the extent authorized by North Carolina law the Provider agrees, without limitation,to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven(7)days' prior written notice to the 4 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 Provider. Termination of this Contract, under Section 10, shall not form the basis of any claim for anticipated profits by either party. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement;provided,the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven(7)days'prior written notice of its intent to terminate this Agreement for cause. c. Compensation after Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. e. Suspension. County may suspend the Basic Services and this Agreement at any time for County's convenience and without penalty to County upon three(3)days' notice to Provider. Upon any suspension by County, Provider shall discontinue work on the Basic Services and shall not resume the Basic Services until notified to proceed by County. 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal non-discrimination laws,policies,rules,and regulations and the Orange County Non- Discrimination Policy and Orange County Living Wage Policy(each policy is incorporated 5 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 herein by reference and may be viewed at http://www.oran eg countync. og v/departments/purchasing division/contracts.php.) Any violation of the Orange County Non-Discrimination Policy is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County,North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however,the Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. f. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. g. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement,but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. h. Compliance With The Contract Work Hours And Safety Standard Act. (See 29 C.F.R. §5.5) 1) Overtime requirements. No Provider or sub-Provider contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. 6 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 2) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (b)(1) of 29 C.F.R.§5.5 the Provider and any sub- Provider responsible therefor shall be liable for the unpaid wages. In addition, such Provider and sub-Provider shall be liable to the United States(in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (b)(1) of 29 C.F.R. §5.5, in the sum of$26 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph(b)(1) of 29 C.F.R. §5.5. 3) Withholding for unpaid wages and liquidated damages. The (write in the name of the Federal agency or the loan or grant recipient) shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the Provider or sub-Provider under any such contract or any other Federal contract with the same prime Provider, or any other federally- assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime Provider, such sums as may be determined to be necessary to satisfy any liabilities of such Provider or sub- Provider for unpaid wages and liquidated damages as provided in the clause set forth in paragraph(b)(2) of 29 C.F.R. §5.5. 4) Subcontracts. The Provider or sub-Provider shall insert in any subcontracts the clauses set forth in paragraph (b)(1)through (4) of 29 C.F.R. §5.5 and also a clause requiring the sub-Providers to include these clauses in any lower tier subcontracts. The prime Provider shall be responsible for compliance by any sub-Provider or lower tier sub- Provider with the clauses set forth in paragraphs (b)(1)through(4) of 29 C.F.R. §5.5. i. Byrd Anti-Lobbyi�ng Amendment, 31 U.S.C. § 1352 (as amended). Providers who apply or bid for an award of$100,000 or more shall file the required certification.Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, officer or employee of Congress, or an employee of a Member of Congress in connection with obtaining any Federal contract,grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non- Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s)to the awarding agency. j. Clean Air And Federal Water Pollution Control Act (Applicable only if the contract is more than $150,000) 1) Clean Air Act. (a) The Provider agrees to comply with all applicable standards, orders, or regulation issue pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 (b) The Provider agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. 2> Federal Water Pollution Control Act. (a) The Provider agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq. (b) The Provider agrees to report each violation to the ( ) and understands and agrees that the ( ) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. (c) The Provider agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. k. Suspension And Debarment 1) This Agreement is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such, the Provider is required to verify that none of the Provider's principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935). 2) The Provider must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. 3) This certification is a material representation of fact relied upon by Orange County. If it is later determined that the Provider did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to Orange County, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. 4) The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier 1. DHS Seal, Logo, and Flags. The Provider shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre- approval. in. Compliance with Federal Law, Regulations and Executive Orders. This is an acknowledgement that FEMA financial assistance will be used to fund all or a portion of the Agreement. The Provider will comply with all applicable Federal law, regulations, executive orders,FEMA policies,procedures, and directives." n. No Obligation by Federal Government. The Federal Government is not a party to this Agreement and is not subject to any obligations or liabilities to the non-Federal entity, Provider, or any other party pertaining to any matter resulting from this Agreement. 8 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 o. Program Fraud and False or Fraudulent Statements or Related Acts. The Provider acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Provider's actions pertaining to this Agreement. p. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. q. Notices.Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider's Name Attention: Dinah Jeffries Aftab Khan, General Manager P.O. Box 8181 Rainbow Management, Inc. Hillsborough,NC 27278 r. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to comply with Article 11 A and Article 40 of North Carolina General Statute Chapter 66. IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER: ocuSigned by: Docu Signed by: 1�6, RA*W.YS� 20/2020 Q�a� " 4/16/2020 By - 3799d6755E477... By B1D57A20C1E24BE... Bonnie Hammersley, County Manager Aftab Khan, General Manager Printed Name and Title 9 DocuSign Envelope ID:05C7B57D-18B9-406D-8953-484F8634CF37 APPENDIX A, 44 C.F.R. PART 18—CERTIFICATION REGARDING LOBBYING Certification for Contracts, Grants,Loans, and Cooperative Agreements The undersigned certifies, to the best of his or her knowledge and belief,that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned,to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying,"in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers(including subcontracts,subgrants,and contracts under grants,loans,and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than$10,000 and not more than $100,000 for each such failure. The Provider, , certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Provider understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this cPrtifiratinn and disclosure, if any. IaOocuSigned by'. BID57A-20CIE24BE �a� " ... Signature of Provider's Authorized Official Aftab Khan General Manager Printed Name and Title of Provider's Authorized Official 4/16/2020 Date 11 DocuSign Envelope ID:01961751-14B1-4AFD-A8E3-C1BDFC2941A3 Exhibit A all • +� Orange County Emergency Services A Prepared,Coordinated,and Integrated Emergency Services System Lim *.Q0 E-91 1 I Fire Marshal I EMS I Emergency Management EMERGENCY MANAGEMENT DIVISON April 3, 2020 These are unprecedented times and people around the world are beginning to feel the drastic effects of COVID-19. As a community,we have two great needs at this time and we are hoping that you can help us. Our most vulnerable members of the community are in need of our help.We would like to enter into a business agreement for the temporary housing of individuals presumed and diagnosed with a communicable disease who have no other housing or sheltering options and meet certain Orange County criteria for provision of housing. This same need exists for our most critical personnel including first responders. The desired lodging facility features: • Preferred exterior entrances(no common interior corridors)or a dedicated floor of rooms • Dedicated HVAC systems for each room • Refrigerators and microwaves at a minimum • Telephone and cable television • Units easily isolated by floor or building • Internal bathroom facilities for each room • Ability to monitor and secure access to facility or units Orange County is interested in blocking rooms at a property meeting these requirements for a period of up to thirty (30)days or if agreeable,we ask that the property limits the use of an entire floor(preferably top floor)and if it becomes a need for other patrons,to please give Orange County the first option to move forward reserving the rooms. For properties that we can come to terms with, Orange County anticipates providing the following: • Cleaning to established CDC standards by a professional contractor • All meals will be provided • All amenities provided • Willing to provide a contracted linen service if needed • An agency representative who will coordinate arrival and departure of occupants and serve as their primary resource for needs during their stay, including assignment of rooms. • Preferred on-site security 24 hours a day For interested properties, please provide the following information: • Facility name and street address • Total number of rooms and number of rooms that the facility will commit • Legal name of ownership entity • Desired term of the engagement • Proposals should include at a minimum the following financial terms: o Government per diem rate for occupied rooms, including itemized applicable taxes As stated, this is an extraordinary situation for our community, and Orange County is seeking your assistance to help us provide the most compassionate care to those in need in the spirit of promoting the general health and well-being of the public. Please direct all questions and responses that you may have regarding this to eochousing(a.orangecountync.gov Sincerely, W. Kirby Saunders Emergency Management Coordinator cc: Dinah Jeffries, Director of Emergency Services Travis Myren, Deputy County Manager Steve Brantley, Economic Development 510 Meadowlands Drive I Hillsborough, NC 27278 1 (999)245-6100 Office DocuSign Envelope ID:01961751-14B1-4AFD-A8E3-C1BDFC294lA3 _ot STATF ofA- �O� Y zn,17�S ' 0 P ��y NC DEPARTMENT 4F = a HEALTH AND HUMAN SERVICES 'IAPIL 12,tllb *ESA QUNA n°cAt* Interim Coronavirus Disease 2019(COVID-19)Guidance for Hotels Providing Isolation and Quarantine Housing April 1,2020 There may be situations where hotels or motels are needed to provide housing for people who have potential exposure to the novel coronavirus disease (COVID-19). Quarantine is needed for a period of up to 14 days to observe an individual to ensure they do not develop symptoms. Sometimes housing is needed to isolate individuals who are diagnosed with COVID-19, but are not ill enough to be in the hospital. Early reports suggest person-to-person transmission most commonly happens during close proximity (less than 6 feet)to a person infected with COVID-19.Transmission occurs primarily through respiratory droplets produced when the infected person coughs or sneezes. Droplets can land in the mouths, noses, or eyes of people who are nearby or may be inhaled into the lungs of those within close proximity.The contribution of small airborne particles that can be breathed in, sometimes called aerosols or droplet nuclei, if someone is in close proximity is currently uncertain. However, airborne transmission from person-to-person over long distances or through ventilation systems is unlikely. Preventing transmission of respiratory pathogens in hotel and motel settings requires cleaning and disinfection procedures, separation of sleeping quarters and bathroom facilities, and avoiding congregate and shared spaces in the hotel. Recommendations: Educate Employees ❑ Educate employees on proper use of personal protective equipment,cleaning chemicals and the hazards,and OSHA bloodborne pathogens standards. ❑ Useful information can be found on the CDC website • https://www.cdc.gov/handhygiene/index.html • https://www.cdc.gov/coronavirus/2019-ncov/communiiy/guidance-business-response.html ❑ Employers should develop policies for worker protection and provide training to all cleaning staff on-site prior to beginning work.Training should include: • An understanding of when to use personal protective equipment(PPE) • What PPE is necessary and why • How to properly don(put on),use and doff(take off)PPE • How to properly dispose of PPE ❑ Keep employees informed of the actions the facility is taking to protect them,answer their questions,and explain how they can protect themselves and others. ❑ Educate employees on the symptoms of COVID-19 and instruct them to report to management if they develop symptoms. - 2 - DocuSign Envelope ID:01961751-14B1-4AFD-A8E3-C1BDFC294lA3 _ot STATF ofA- �O� Y zn,17�S ' 0 P ��y NC DEPARTMENT 4F = a HEALTH AND HUMAN SERVICES 'IAPIL 12,tllb *ESA ROAM w�At* Promote Good Hand Hygiene ❑ Ensure employees know how to practice hand hygiene and have the opportunity to do so. ❑ Employees should perform hand hygiene often including immediately after removing PPE by washing hands with soap and water for 20 seconds. Hand sanitizer containing 60%-95%alcohol may be used if soap and water are not available and hands are not visibly dirty. ❑ Consider posting signs reminding guests to wash hands. ❑ Place alcohol-based hand rub(containing at least 60%alcohol)in easily accessible areas for employees and guests to use. ❑ Make sure tissues are available and all sinks have soap and paper towels. Limit Guest Activities During Period of Quarantine or Isolation ❑ Restrict guests in quarantine or isolation from using communal space and equipment, including ice machines,communal bathrooms,lobbies, etc. ❑ Food should be provided in single-service packages,and food being delivered should be left at the door and the guest notified that food has arrived to minimize interaction between staff and guest. ❑ All reusable glassware,plates,utensils,etc. should be removed from the room if possible,prior to the guest entering the room,to minimize items inside room that must be disinfected once room is vacant. ❑ Provide individual cleaning supplies for each room so that the guests can clean rooms themselves (tissues,paper towels,cleaners,EPA-registered disinfectants) ❑ Personal trash from guest rooms should be bagged and placed outside door for pickup by cleaning staff. ❑ Soiled linens should be bagged and placed outside door for pickup by cleaning staff. ❑ Implement the following procedures for cleaning staff when handling trash or laundry: • Wear disposable gloves and gowns when handling picking up laundry and removing trash • Changing gloves when moving from one room or area to another • Any hard surfaces such as laundry carts or counters where trash or soiled linen were stored should by cleaned and then disinfected using an EPA-registered disinfectant (https://www.epa.gov/pesticide-registration/list-n-disinfectants-use-against-sars-cov- 2) ) • Once gloves have been removed, staff should perform hand hygiene immediately by washing hands with soap and warm water for at least 20 seconds. Clean Room After a Quarantine or Isolation Guest Vacates ❑ Rooms that have been vacated should be left closed until proper cleaning and disinfecting procedures can be completed. - 3 - DocuSign Envelope ID:01961751-14B1-4AFD-A8E3-C1BDFC2941A3 ,g,STATE NC DEPARTMENT 4F a HEALTH AND �= HUMAN SERVICES ILiz,n7a *ES' IL 0 ❑ Vacant rooms should be left for at least 24 hours before staff enter for cleaning and disinfecting. ❑ Clean and disinfect all common touch surfaces in the room,including doorknobs,light switches, phones,bathroom fixtures,tables,chairs,keyboards,tablets,remotes,etc.) ❑ Soft surfaces such as carpets,bedding,drapes,etc. should be cleaned to remove visible contamination.Launder all soft surfaces such as bedding,curtains,etc.if possible. ❑ All hard surfaces in rooms that have been vacated should be cleaned and disinfected using the following procedures: • Don(put on)appropriate PPE before cleaning,including disposable gown and gloves • Bring all supplies into the room at one time and before cleaning begins • Clean all surfaces first with a detergent or cleaning chemical,following manufacturer's instructions • Rinse surfaces before applying an EPA registered disinfectant effective a ag inst coronaviruses.Yollow manufacturer's label instructions for disinfectant,including contact time needed. • Avoid application methods that produce aerosols or generate splash. Donning and Doffing of Personal Protective Equipment(PPE)for Cleaning Donning(Putting on): ❑ Perform hand hygiene before putting on any PPE ❑ General approach to putting on this PPE combination: ❑ First put on the gown ❑ Then put on the gloves Doffing (Taking off): ❑ Consider performing hand hygiene using an alcohol-based hand rub with gloves on prior to removing any PPE ❑ General approach to removing this PPE: ❑ First remove the gloves ❑ Then remove the gown ❑ Remove all PPE at doorway. ❑ Perform hand hygiene after removing PPE - 4 - CERTIFICATE OF LIABILITY INSURANCE DAr4/(16/2020 ) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Christine Foy Lancaster, McAden, Willis, Smith PHONE F20 Commerce Dr WC, /c No Ext:252-637-4173INC,AlNo):252-636-1664 New Bern NC 28562 ADDRESS: Certificates@tienc.com INSURER(S)AFFORDING COVERAGE NAIC# INSURER A:Owners Insurance Company 32700 INSURED RAINHOS-01 INSURER B:National Surety Corporation 21881 Rainbow Management of Hillsborough, Inc.Holiday Inn Express Hillsborough INsuRERc:Eastern Alliance Insurance Company 10724 202 Cardinal Drive INSURER D:United States Liability Insurance Company 25895 Hillsborough NC 27278 INSURERE: INSURER F: COVERAGES CERTIFICATE NUMBER:200885260 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDLSUBRTYPE OF INSURANCE INSR WVD POLICY NUMBER MM/POLICYY EXP LTR D EFF MM/DD/YYYY LIMITS A GENERAL LIABILITY Y 35325388 8/23/2019 8/23/2020 EACH OCCURRENCE $1,000,000 �( DAMAGE TO RENTED COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence $300,000 CLAIMS-MADE � OCCUR MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $1,000,000 GENERAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $2,000,000 X POLICY PE LOC $ A AUTOMOBILE LIABILITY 35325388 8/23/2019 8/23/2020 COMBINED SINGLE LIMIT Ea accident $1,000,000 ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X HIRED AUTOS X AUTOS O NON-OWNED P(Per accident)ROPERTY DAMAGE $ B X UMBRELLA LIAB X OCCUR S0000049054547-20955-1 8/23/2019 8/23/2020 EACH OCCURRENCE $10,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $ DIED X RETENTION$0 $ C WORKERS COMPENSATION 0000578067 8/23/2019 8/23/2020 X WC STATUS OTH- AND EMPLOYERS'LIABILITY Y/N TORY LIMITS ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED' N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 D EPLI EPL1567652 11/6/2019 11/6/2020 Limit 1,000,000 A Contractors Equipment 35325388 8/23/2019 8/23/2020 Limit 25,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (Attach ACORD 101,Additional Remarks Schedule,if more space is required) Location:202 Cardinal Drive, Hillsborough,NC 27278 Holiday Hospitality Franchising LLC,Six Continents Hotels Inc,their parents,subsidiaries and affiliates is named as Additional Insured for General Liability.30 Days Notice of Cancellation. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. InterContinental Hotels Group c/o Ebix BPO PO Box 100085- I AUTHORIZED REPRESENTATIVE Duluth GA 30096 � ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD