HomeMy WebLinkAboutDisaster Debris Removal and DisposalCITY OF
SEBASTIAN
HOME OF PELICAN ISLAND
RFP 17-03
REQUEST FOR PROPOSAL
PROFESSIONAL SERVICES
FOR DISASTER DEBRIS REMOVAL
AND DISPOSAL
City of Sebastian
1225 Main Street
Sebastian, FI 32958
Date: February 2017
REQUEST FOR PROPOSALS
Notice is hereby given that the City of Sebastian is requesting proposals from qualified firms for
City of Sebastian
RFP # 17-03
Disaster Debris Removal and Disposal
Detailed specifications for the above referenced RFP are available from www.demandstar.com or by contacting
the Jean Tarbell at (772) 388-8203 or Email: jtarbell@cityofsebastian.org
All submittals must be received by the City of Sebastian at City Hall, 1225 Main Street, Sebastian, Florida 32958
by 2:00 p.m. Tuesday, February 28, 2017. Late submittals will not be accepted or considered.
All proposals must include Public Entity Crime Form, Drug Free Workplace Form. Appropriate forms are included
in the proposal package for execution and submission.
The City of Sebastian reserves the right to reject any or all Proposals, waive any informality or irregularity on any
proposal if considered non -substantial by the City, and/or cancel this invitation at will. Proposals received after
the date and time stipulated herein will be considered late and therefore, disqualified.
A mandatory pre -submittal conference shall be held at the City of Sebastian City Hall, 1225 Main Street,
Sebastian, Florida 32958 at 2:00 PM on Monday, February 13, 2017. All prospective contractors are required to
attend this mandatory conference. Questions concerning the project or proposal requirements may be
addressed at this time.
Parties interested in submitting a response to this request agree not to "lobby" City Council Members or any
employees or agent of the City at any time during the solicitation period and selection process. Any technical
questions or concerns should be emailed to Frank Watanabe, City Engineer at fwatanabe@cityofsebastian.org.
All proposals will be publicly opened and read aloud at the date and time specified above at Sebastian City Hall,
Second Floor Conference Room, 1225 Main Street, Sebastian, FL 32958.
The City Manager reserves the right to accept or reject any and all proposals in whole or in part and to waive
any technicality or irregularity.
Scope of Services
Background
Disaster Recovery Contractors are sought to support the City of Sebastian in the management of debris resulting
from but not limited to catastrophic storm events such as tornadoes and hurricanes. The Contractor shall
provide all required services to clear and remove any and all "eligible" debris (See Exhibit B for definition of
"eligible" debris) primarily from public right-of-way on City streets. Work will include the following:
• Examine debris to determine whether or not debris is eligible
• Load the debris onto certified dump trucks
• Haul the debris to approved staging area, dumpsite or landfill
• Process debris including sorting, grinding, mulching, or burning
• Establish and operate temporary debris staging and processing sites
• Provide for a temporary tower to view debris within trucks
• Provide project management services
• Haul and dispose of reduced debris to permitted disposal site
• Respond and repair damages resulting from Contractor's work
• Keep accurate records and provide copies to County if requested.
• Assist the City in FEMA or FWHA reporting and reimbursement efforts
Note: Contractor shall comply with all provisions contained in Appendix A.
The City intends to award a contract to one Primary Contractor and one Secondary Contractor.
City does not require haul trucks to have self-contained grabbing claw to pick-up debris.
EXPENSES INCURRED
This solicitation does not commit the City to pay any costs incurred in the preparation and submission of an
offer in any form or a contract for said services.
CITY PROJECT ADMINISTRATION
All firms are hereby placed on notice that the City has designated the City of Sebastian City Engineer, as the
Contract Administrator for this project.
RESPONDENT'S RESPONSIBILITY
Before submitting a proposal, each firm shall make all investigations and examinations necessary to learn the
conditions and requirements that may influence the performance of the services requested and necessary to
fulfill the contract terms. Failure to make such investigations and examinations shall not relieve successful
Contractor(s) from the obligations to comply, in every detail, with all the provisions and requirements of the
awarded contract nor shall it be a basis for any claim whatsoever for alteration in any condition of the awarded
contract.
Scope of Work
COOPERATION/COORDINATION
The CITY and its authorized representatives shall be permitted access at every facility or property for the
inspection of all work.
♦ Work by CITY: The City hereby reserves the right to perform activities in the area where work is being
done under this contract with its own forces.
♦ Work by Other CONTRACTORS: The City hereby reserves the right to permit other CONTRACTORS to
work within the area, which is the site of the work under this contract.
♦ Coordination: CONTRACTOR shall afford CITY and other CONTRACTORS reasonable opportunity for the
introduction and storage of their equipment, materials and the execution of their work concurrently,
and shall properly coordinate its work with theirs in the best interest of the City.
COMMENCEMENT OF WORK
The work shall commence Immediately upon receipt of a Notice to Proceed. A mandatory kick-off meeting will
be held with the contractor to review hauling and logistic and to issue the NTP. The Contractor shall mobilize
within 72 hours of receiving Notice to Proceed.
PAYMENT AND PERFORMANCE BONDS
Contractor shall provide the City with a Payment and Performance Bonds in the amount of $1,000,000 or 100%
of the contract value, whichever is greater, within three (3) calendar days of a written Notice to Proceed (NTP)
by City. Once activated, the Payment and Performance Bond shall be in force for a period of not less than one
(1) year from the date of original execution by the Bond Surety. Bonds shall be executed by the Contractor and
surety company authorized to do business in the State of Florida with an A.M. Best rating of "A-" (Excellent) or
better, which bond shall be conditioned upon the successful completion of all work, labor, services, materials to
be provided and furnished, and the payment of all subcontractors, materials and laborers. If the value of the
contracted work increases, the Contractor shall be required to provide an updated Public Construction Bond in
an amount equal to the new value.
DEFECTIVE EQUIPMENT
All equipment furnished orwork performed, when not in accordance with the intent of these Specifications,
shall be rejected and shall be removed immediately and replaced by suitable and satisfactory equipment.
Failure to reject any defective work or equipment will not prevent later rejection when such a defect is
discovered and shall not relieve the CONTRACTOR of his obligation to fulfill its contract even though such work
and equipment have been previously inspected by the CITY and accepted; it shall not obligate the CITY to sign
off on final acceptance nor shall it prevent the CITY in any time subsequent from recovering damages from work
actually shown to be defective within a one (1) year period after the final acceptance.
If the CONTRACTOR fails to remove any defective work or equipment, the CITY shall have the right to stop work
and remedy the cause at the expense of the CONTRACTOR.
If the CITY deems it expedient to accept minor imperfect work, the CITY shall have the right to retain such work
and an equitable deduction shall be made to the Contract price.
DAMAGE TO ROADWAYS, RIGHTS-OF-WAY AND PRIVATE PROPERTY
Until final acceptance of the work by the CITY, it shall be under the charge and care of the CONTRACTOR and he
shall take every necessary precaution against injury or damage to public or private property by the action of the
elements, or from any other cause whatsoever. The CONTRACTOR shall rebuild, repair, restore and make good,
at its own expense, damages to any portion of properties before its completion and acceptance.
FINAL CLEANUP
Before the contract is considered complete, all rubbish and unused material due to, or connected with, the work
must be removed and all premises, rights -of -ways, and lands left in a condition satisfactory to the CITY. All
property, public or private, disturbed or damaged, during the execution of the work shall be restored to its
former condition. Final payment will be withheld until such work is accomplished to the satisfaction of the City.
SAFETY AND PROTECTION
The CONTRACTOR shall furnish and install all necessary equipment and facilities for the protection of the
workers and the safety of the public and shall carry on this work in a manner best calculated to avoid injury to
the public or to the workers.
PROTECTION OF ADJACENT PROPERTY AND UTILITIES
The CONTRACTOR shall conduct its work to avoid damage to adjacent private or public property and shall
immediately repair or pay for any damage incurred through its operations. The CONTRACTOR shall take
cognizance of all existing utilities and it shall operate with due care in the vicinity of such utilities and shall
immediately repair or have repaired at no additional costs to the CITY any breakage or damage caused by its
operation. Should the CITY be required to make such repairs, the cost of such repairs shall be deducted from
the contract price.
CONTRACT PERIOD
This Contract shall be binding on the parties for a period of twenty four (24) consecutive months from the date
of execution by both parties unless terminated earlier in accordance with its terms. The City may extend the
term of this Contract for up to three (3) additional terms of twenty four (24) months each on the same terms
and conditions.
REQUIRED NOTIFICATIONS
The Contractor shall notify the City immediately of any change in CITY ownership or financial condition of the
company. The City reserves the right to terminate this contract if in the City's sole judgment such changes
render the Contractor unable to satisfactorily perform the scope of services sought under this contract.
The Contractor shall disclose future contractual obligation within the State of Florida or throughout the term of
the contract and provide reasonable assurance that such obligations will not preclude the Contractor from
meeting its obligations under this Contract.
ADJUSTMENTS TO RATES
Price adjustments will be made on an annual basis after the first 12 -month term based on the consumer price
index (CPI). Unit prices shall be adjusted upward or downward annually to reflect changes in the CPI for all
urban consumers for the South. Should the CPI be discontinued or substantially modified, an alternate index
shall be chosen by mutual agreement of the Contractor and the City. Prior to each 12 -month contract renewal,
the unit contract prices shall be adjusted to reflect the increase or decrease in the CPI for the immediately
preceding twelve (12) month period of December to December. The Contractor shall notify the City in writing of
increases that are based on the CPI, as provided in this section, no less than thirty (30) days prior to their
implementation.
PAYMENT PROCEDURES
Progress Payments: CITY shall make progress payments in accordance with the Contract Price on the basis of
CONTRACTOR's Applications for Payment at Intervals not less than once each month during performance of the
Work as provided below.
1. Ninety percent (90%) of Work completed (with the balance being retainage); and
2. Eighty percent (80%) of cost of materials and equipment not incorporated in the Work but stored on the
Project site (with the balance being retainage).
Final Payment: Upon final completion and acceptance of the Work, CITY shall pay the remainder of the Contract
Price including any retainage as recommended by City Contract Administrator.
ADMINISTRATION
The City's Contract Administrator has the authority to issue Notices to Proceed for Federal and State Public
Assistance categories of work. All Notices to Proceed shall include a complete and comprehensive Scope of
Work. The Contractor shall not initiate work if there is not a Scope of Work provided with the Notice to
Proceed.
AVAILABILITY OF FUNDS
This Contract is for goods and services related to disaster response and recovery operations. Activation of this
Contract will occur in anticipation of Federal and State Public Assistance funding.
Specific Work Tasks
The qualified firm(s) will develop and present the scope of services, meeting the City needs. The work to be
undertaken includes, but is not limited to the following:
DEBRIS REMOVAL
Emergency Roadway Clearance —Removal of debris from the primary transportation routes as directed by the
City. In this role the Contractor will perform an emergency "PUSH" within the initial 70 hours after the storm
event to allow emergency vehicles to traverse the roadways. The City will determine route priorities for this
push operation. Additionally, in preparation for an imminent hurricane strike, contractor crews maybe asked
to stage outside the strike area. In this case, contractors are to provide the emergency push into the City. The
City will designate roadway priorities for this push.
The Contractor will also provide the required equipment and manpower to handle the "first pass" of all City
Streets as part of this contract after a storm event. The Pass operation will require the load tickets.
Debris Removal from Public Property— Removal of debris from public rights-of-way will be the responsibility of
the contractor. The contractor shall remove debris beyond public rights-of-way as necessary to abate imminent
and/or significant threats to the public health and safety of the community. These areas may include vacant
public lands, operational facilities, utility facilities and other land owned by the City. The City may require
several trips through a neighborhood as debris is moved to the ROW. In this case the loads will need to be
documented separately, per the instructions of the City.
Debris Removal from Private Property—The City may require removal of debris beyond public rights-of-way to
abate imminent and/or significant threats to the public health and safety of the community.
Eligible ROW Construction and Demolition (C&D) or Municipal Solid Waste (MSW) Debris Removal- Work
consists of the collection and transportation of Eligible C&D or MSW debris on the Public ROW or private
property to a City approved TDSR site or City designated final disposal site.
Eligible Demolition, Removal and Transportation of Structures- Work consists of the demolition of structures on
public property or private property, as directed by the City, obtaining necessary permits and hauling the
resulting debris to a City designated final disposal site.
Removal of Eligible Hazardous Trees and Limbs - Work consists of removing Eligible hazardous trees and limbs
and placing them on the safest possible location on the City ROW for collection under the terms and conditions
of Element 1, Eligible ROW Vegetative Debris Removal.
Eligible Household Hazardous Waste (HHW) Removal, Transport and Disposal - Work will consists of removal,
transportation and disposal of Eligible household hazardous waste.
Eligible Abandoned Vehicle/Vessel Removal - Work consists of removal of Eligible Abandoned Vehicles in areas
identified and approved by the City and subsequently transported to a City approved staging area.
White Goods—The Contractor may expect to encounter white goods available for disposal. White goods will
constitute household appliances as defined in the Florida Administrative Code. The Contractor will dispose of all
white goods encountered in accordance with applicable Federal, State and local laws.
Eligible E -waste Item Removal — Work consists of the recovery and disposal (or recycling) of televisions,
computers, computer monitors, etc. unless otherwise specified in writing by the City.
Eligible Dead Animal Carcasses— Work consists of the recovery and disposal of dead animal carcasses.
Hazardous Tree Stumps—The Contractor shall remove all stumps that are determined to be hazardous to public
access and as directed by the City. Stumps shall be hauled to DMS where they shall be inspected and categorized
by size. GPS X and Y coordinates are required for reimbursement by FEMA.
Fill Dirt—The Contractor shall place compacted fill dirt in ruts created by equipment, holes created by removal
of hazardous stumps and other areas that pose a hazard to public access upon direction of the City.
Canals, Streams and Conservation Areas — The Contractor shall coordinate with the appropriate local, state, or
federal agencies with jurisdictional authority to remove debris in natural or manmade waterways.
DEBRIS PROCESSING:
Temporary Debris Staging and Reduction Site (TDSRS)—The Debris Monitoring Team, as assigned by the City,
will determine the minimum number of sites required for each storm event. The City will designate the TDSRS
to be activated. This site will be the approved DEP Debris Management Site (DMS), which the City, has already
identified, at the Sebastian Airport. Preparation, maintenance and operation of the DMS facilities are entirely
the Contractor's responsibility.
Preparation and maintenance of facilities shall include maintenance of the DMS approach and interior road(s)
for the entire period of debris hauling, including provision of rock for any roads that require stabilization for
ingress and egress. Each facility shall include a roofed inspection tower sufficient for a minimum of three (3)
inspectors for the inspection of all incoming and exiting loads. The Contractor will be responsible for obtaining
any required permits, which shall be paid at cost by the City. The City will designate property for temporary
storage of debris.
DMS Debris Removal Operations Plan and Environmental Protection Plan —These plans address site setup,
pre-use activities, post-use activities and operational activities. The plans will also include pre and post video
and other checklists to assure proper management of the site. Once the debris management site is selected for
use, the CONTRACTOR will provide a Site Management Plan. Three (3) copies of the plan are required. The plan
shall be drawn to a scale of 1" = 50' and address following functions:
♦ Access to the DMS site
♦ Site preparation -clearing, erosion control, grading and pushing piles to maintain access
♦ Traffic control procedures, if needed
♦ Safety
♦ Segregation of debris
♦ Location of ash disposal area, hazardous material containment area, contractor work area, and
inspection tower
♦ Location of incineration operations, grinding operation. Burning operations will not be permitted
♦ Location of existing structures or sensitive areas requiring protection
♦ Restoration of site
All debris operation shall be processed in accordance with local, State and Federal law, standards and
regulations and will comply with FEMA Public Assistance program for Federal Funding. Processing shall Include,
but is not limited to, reduction by grinding and/or incineration when approved by the City. Prior to reduction, all
debris shall be segregated between vegetative debris, construction and demolition debris, recyclable debris,
white goods and hazardous waste.
Generated Hazardous Waste Abatement—Abatement of hazardous waste identified by the City is to be
disposed of in accordance with all applicable Federal, State, and local laws, standards and regulations.
Debris Disposal — Disposal of all eligible debris, reduced debris, ash residue and other products of the debris
management process is to be in accordance with all applicable Federal, State, and local laws, standards and
regulations. The Contractor shall be responsible for paying all landfill tipping fees and provide all required
documentation to the City needed to receive eligible reimbursement through FEMA Public Assistance Program
and any State requirements for matching fund for such fees.
Assist the City and Debris Monitoring Staff in the following:
♦ Monitoring multiple contractors and multiple trucks delivering materials to the DMS.
♦ Verify that each truck that delivers to the DMS matches its manifest load ticket —truck and maximum
capacity will be measured, certified and then labels placed on each truck showing capacity.
♦ Make sure load is properly secured for transport.
♦ Photograph of each loaded truck bed and attach photograph to truck's manifest ticket or link with digital
photographic records, as applicable.
♦ Review truck manifest and observe the truck bed to confirm that the truck was loaded to capacity or as
described on manifest ticket, and completely empty on departure.
♦ Maintain manifest tickets in an organized manner for proper record review and storage.
♦ Initial load tickets before permitting truck to leave the DMS check-in area to empty its load.
♦ Document location of origin of debris.
♦ Troubleshoot questions and problems at the DMS and identify issues that could impact eligibility for cost
reimbursements.
♦ Remain in contact with the central office/staging operation command center.
♦ Perform other duties as directed by City personnel, e.g. conduct final inspections and issue closeout
reports.
DOCUMENTATION AND RECORDS:
Storm debris shall be subject to inspection by the City. Inspections will be to insure compliance with the
contract and applicable local, State and Federal laws and any requirements per FEMA Public Assistance Program
for Federal Funds. The Contractor will, at all times, provide the City access to all work sites and disposal areas.
The Contractor and Debris Monitoring Personnel will have in place at the DMS personnel to verify and maintain
records regarding the contents and cubic yards of the vehicles entering and leaving the DMS. The Debris
Monitoring Personnel will coordinate data collection and information management systems, including but not
limited to:
♦ Truck certification and labels for all certified trucks
♦ Prepare detailed estimates and submit to FDEM, FHWA and FEMA for use in Project Worksheet
preparation.
♦ Implement and maintain a disaster debris management system linking load ticket and DMS information,
including reconciliation and photographic documentation processes.
♦ Provide daily, weekly or other periodic reports for City managers and the Debris Monitoring Consultant,
noting work progress and efficiency, current/revised estimates, project completion and other schedule
forecasts/updates.
• The Contractor shall provide all requested information to the Debris Monitoring Personnel that is
necessary for proper documentation. City staff shall review all documentation prior to submittal. The
Contractor will work closely with the FDEM, FEMA and other applicable State and Federal agencies to
ensure that eligible debris collection and data documenting appropriately address concerns of the likely
reimbursement agencies. The Debris Monitoring Consultant will coordinate this work.
♦ Discrepancies in what is required of the Contractor must immediately be brought to the attention of the
Debris Management Team.
Documentation and Recovery Process—The Contractor will provide the following assistance in addition to debris
removal:
♦ Recovery process documentation—create recovery process documentation plan
♦ Maintain documentation of recovery process
♦ Provide written and oral status reports as requested to City Debris Monitoring Personnel
♦ Review documentation for accuracy and quantity
♦ Assist in preparation of claim documentation.
DMS Site Reclamation — Site reclamation shall be accomplished in accordance with all Federal, State and local
laws, standards and regulations. Site reclamation shall be accomplished in accordance with the Contractor's
Debris Removal Operations Plan and Environmental Protection Plan, as approved by the City.
Working Hours— All activity associated with gathering and loading of eligible debris shall be performed during
visible daylight hours only unless otherwise authorized by the City. Hauling of eligible debris to the DMS will be
allowed during visible daylight hours only between dawn and dusk unless otherwise authorized by the City. The
Contractor may work during these hours seven (7) days per week including holidays. It is understood between
the parties that at the DMS, debris reduction may take place twenty-four (24) hours, seven (7) days per week if
the Contractor deems it necessary to meet the work demand, subject to City approval. The City approval shall
consider safety and impacts to surrounding land uses such as occupied residential areas. The Contractor shall be
responsible for obtaining sites to stage equipment, such as trucks, while not in use. The Contractor shall comply
with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as
supplemented by Department of Labor regulations (29 CFR Part 5).
Priority of Work Areas —The City will establish and approve all areas that the Contractor will be allowed to work.
Daily and/or weekly scheduled meetings will be held to determine approved work areas. The Contractor shall
remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition.
Determination of when a site is in a clean and neat condition will be at the reasonable judgment of the City.
Fill dirt, re -vegetation and grading may be required to achieve the desired condition.
Safety—The Contractor shall have at least one Safety Officer on duty at all times during the active operation of
any hauling or grinding. The safety officer shall be familiar with and properly trained to perform the assigned
Safety Officer duties. Training shall include, but not limited to certification in the Florida Department of
Transportation Maintenance of Traffic (FOOT MOT) standards. All work zones shall conform to FOOT MOT
Standards and all work sites/conditions shall conform to all applicable Federal, State and local safety standards.
In addition, Contractor shall ensure that all subcontractors receive appropriate safety training.
Appendix A —Additional Provisions
A. The Contractor shall collect, remove, transport, and process disaster debris to the Indian River County
Solid Waste Landfill at 1325 74th Avenue S.W., Vero Beach, Florida 32968 or other Facilities or properties as
specified by Indian River County, or the City.
B. Collection of debris shall include identification, assessment and removal of hazardous materials,
hazardous wastes, bio -hazardous wastes, dead animals, and hazardous stumps.
C. Collection and removal of debris shall include clearing limits of right-of-way. Trees located on private
property that have fallen into the right-of-way shall be cut off at the right-of-way line and removed.
D. Eligibility of stumps and hanging limbs must be determined on a case-by-case basis by a FEMA inspector
E. Trees and limbs in contact or close proximity to Utility lines shall be removed with the Utility Company
authorization.
F. Processing of debris shall include the establishment and operation of multiple temporary debris -staging
areas/processing-sites throughout the City where collected debris may be sorted, recycled, ground, mulched,
burned, or otherwise segregated for transport and disposal to the Indian River County Solid Waste Landfill or
other approved disposal facilities.
G. Eligibility of debris is determined by FEMA. Contractors do not have the authority to make eligibility
determinations. Generally, disaster -related debris located on public property and in public rights-of-way Is
eligible for FEMA reimbursement. Eligible disaster debris may include downed trees, vegetation and other
woody debris; sand, silt, mud and gravel; building wreckage; and vehicles in the right-of-way.
H. Debris on private property generally is not eligible for FEMA funding, but disaster -damaged personal
property may be moved to the curbside to be picked up by an eligible Applicant. Debris from a commercial
business or resulting from work performed by a private contractor is not eligible.
I Disposal of debris shall include any reduction, separation, or other processing of material needed
for the further removal and disposal of debris. Contractor will recycle the resulting mulch at a City approved
disposal site.
J The maintenance of traffic for this contract shall be in accordance with the applicable FDOT Standard
Index numbers (600 Series) and the U.S. Department of Transportation, Federal Highway Administration,
Manual on Uniform Traffic Control Devices and shall be followed in application, installation, maintenance and
removal of all traffic control devices, warning signs, devices, and barriers necessary to protect the public and
workmen on roads, and rights-of-way in the City of Sebastian. Pedestrian and vehicular traffic shall be
maintained and protected at all times.
K The Contractor shall ensure that all vehicles, trucks, equipment, and trailers operating on City roadways
and rights-of-way are in compliance with all Federal, State, and local rules, laws, and regulations. All vehicles,
equipment, trucks, and trailers shall be properly licensed, insured, and equipped with lights, back-up alarms,
horns, and any other safety equipment mandated by Federal, State, and local rules, laws, and regulations.
Vehicles without proper safety equipment shall not be utilized.
L The Contractor shall supply pre -numbered 5 part Debris Load Tickets to the City for the entire project.
Each ticket will contain the following information:
• Ticket Number
• Contractor Name
• Truck Number
• Loading Location
• Field Inspector/Monitor Name
• Measured Truck Capacity
• Date
• Site Departure Time
• Dump Site Location
• Dump Site Arrival Time
• Debris Classification (Vegetative, C&D, Mixed)
• Estimated % Full and Debris Quantity
M The Contractor shall notify the City at least 3 days in advance of any unusual "ramping up" of work
forces needed to provide the debris hauling operation.
M No homemade trailers with plywood extensions will be permitted. Trailers towed behind trucks must be
able to mechanically dump on their own with no assistance from equipment at the dumping site.
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O The Contractor shall only utilize mechanical loading equipment, such as: front loaders or skid -steer for
loading debris. Hand loading will be prohibited.
P All transport hauling equipment shall be single axle, tandem wheel, or semi -trailer trucks that are
designed by the manufacturer forthe intended purpose. No plywood extended sides will be permitted. Steel
side extensions that have steel reinforced vertical supports are allowed.
Q All transport hauling equipment shall be equipped with tailgates that extend upward minimally to the
height of the sides of the box. All trucks will have the company name and phone number on both sides of the
vehicle doors.
R All loaded trucks and trailers shall be tarped or covered during transport, in accordance with Florida law
and local codes.
S The Contractor shall meet minimum production demands established by the City and begin debris
removal phasing (C & D removal and mulch reduction and hauling) within three days of the City request.
T All collection activities shall be directed in a logical, sequential manner, approved by the City, with no
materials skipped over or left behind.
U The Contractor shall assure that all subcontractors have English speaking supervisors or representatives
available in the field at all times during the contract period.
V The Contractor shall repair immediately upon request any damage caused by the debris removal
operation that is deemed a public safety issue, including, but not limited to, asphalt, sidewalks, culvert pipes,
swales, driveways, and/or any public or private property.
W If it is determined to be in the best interest of the City to use City owned properties for the debris -
staging areas/processing-sites, the Contractor shall credit the City $1.00 per cubic yard for the total cubic yards
collected for the use of the property.
X The Contractor shall provide the following facilities at each debris -staging area/processing-site,
regardless of who provides the site (Contractor or City):
1. Each processing site shall have a roofed inspection tower erected upon it sufficient to support a
minimum of three inspectors, and built to a height to allow a clear view down into a loaded truck.
Mechanical lifts are discouraged.
2. Each processing site shall have a temporary roofed shelter or canopy erected for the comfort of
support staff and personnel from weather conditions.
3. Each processing site shall have at least two portable sanitary units (porta-potties) that are clean
and regularly maintained throughout the contract period. The Contractor shall keep an adequate supply
of toilet paper in each unit.
4. The Contractor shall provide stabilized ingress and egress to each debris -processing site and
shall maintain such access throughout the contract period.
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y All loads brought to a temporary debris -processing site shall be inspected and recorded by the
Contractor and the City.
z The Contractor shall reclaim the site upon completion of the processing activities to include at a
minimum removal of all equipment and debris, grading of the site to historical condition, and seeding and
mulching of the exposed areas.
Compliance of Federal, State, and Local Laws, Rules, and Regulations
All processing activities shall be conducted in compliance with all federal, state, and local laws, rules, and
regulations.
i) The Contractor shall be responsible for obtaining and paying for all permits needed to construct,
operate, maintain, close, and reclaim the debris processing sites.
ii) The Contractor shall be responsible for any environmental sampling required at the debris
staging area. Normally areas used to stage vegetative debris do not require any environmental
sampling. Areas used to stage mixed debris, or ash from burning mixed debris, will normally require
environmental sampling to close the site after the debris or ash is removed. It would also be advisable to
sample the area prior to staging any mixed debris to identify any existing contamination at the site.
iii) The Contractor shall maintain the site in accordance with all local, state, and federal laws, rules,
and regulations including at a minimum erosion control, storm water management, and fire control.
IV) The Contractor shall not be responsible for C&D disposal fees at the County landfill.
V) The Contractor shall provide and pay for all the necessary labor, tools, and equipment to
execute the work described in this Scope of Services.
vi) The Contractor shall obtain burn authorizations when using the burning option as a reducing
technique. A permit from the Florida Forest Service (FFS) is required for temporary incinerators such as
portable air curtain incinerators and a permit from Florida Department of Environmental Protection
(FDEP) is required for permanent incinerators such as an air curtain incinerator.
Contractor Assistance and Cooperation
The Contractor shall provide the City any assistance, in its capacity, to the FEMA reimbursement efforts.
I) The Contractor shall provide all records, including, but not limited to, truck and trailer
registrations, disposal tickets, debris -dumping site logs, area maps, and other data sufficient to provide
substantiation for FEMA and State reimbursement applications.
ii) The Contractor shall assist the City in responding to federal and state agencies request for
additional information and/or auditing as directed by the City.
2. The Contractor shall conduct the Debris Removal and Disposal Contract in strict accordance with
guidelines set forth in this contract document.
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Submittal Requirements
Submittals will be evaluated on the following criteria, which will be the basis for review of the written proposals,
discussions, and interview sessions (if necessary). CITY RESERVES THE RIGHTTO EVALUATE AND AWARD ON THE
BASIS OF INITIAL PROPOSALS WITHOUT INTERVIEW SESSIONS.
The City reserves the right to reject any proposal if the proposal fails to satisfy the City that the proposer is
qualified to carry out the obligations of the contract and to provide the services described therein.
Information to Be Submitted: Submit one marked original and three (3) copies. Submittals must include and are
requested to be organized as follows:
TAB A - QUALIFICATIONS AND EXPERIENCE
Provide an overview of Proposer's experience indicating the resources, understanding, qualifications, and
background, etc. in providing the services as detailed in the Scope of Work. List in detail previous five (5) years
of experience completing projects similar in the magnitude to this RFP, including the name of the project,
location, type and value, and project contact information.
The proposer shall include a statement that they will meet all program standards as provided for in the
FEMA "Debris Management Guide" (h t ,: wwM.fema.eov/odf/Rovernment/erant/oa/demaede.odfl.
Include any pertinent information needed to determine the proposers experience and ability to perform the
anticipated work.
The proposer shall supply sufficient documentation, such as identification of major subcontractors and
equipment suppliers, that they are well versed in all aspects of FEMA documentation, reimbursement and
project management as well as demolition and debris removal work.
The proposal will address the proposer's ability to mobilize including what is anticipated for a maximum time to
mobilize.
The proposal shall include:
♦ Information on how the proposer has previously handled disposal of hazardous materials, construction
debris and white goods.
♦ A write-up on how the proposer has previously managed tracking the source location, debris type,
source and documentation to debris manager and FEMA.
♦ A write-up of how the proposer was previously deployed and their response times for deployment.
♦ Include a description of the resources used and available for past debris removal projects described.
TAB A — REQUIRED DOCUMENTS
Include the following forms. FAILURE TO PROVIDE ALL INFORMATION listed on each form may result in the
rejection of your proposal, or a reduction in evaluation points. Required forms include:
♦ Qualifications Questionnaire
♦ Sworn statement on Disclosure of Relationships as per the City Code
♦ Attach evidence of required insurance coverage or proof of insurability in the amounts indicated. If
available, a properly completed ACORD Form is preferable.
♦ Include a copy of any and all professional licenses as required to perform the services described herein.
13
TAB B — FINANCIAL INFORMATION
All proposers shall supply a financial statement, preferably a certified audit, but a third party prepared financial
statement and the latest D & B report will be accepted.
Y Lr ZrII 7 3r7I :[$1 /A 2 J 1.TrZTr I : [A il_-Si9: Lil11 �
♦ State your firm's plans and approach for providing the goods and services outlined in this RFP.
♦ Provide a summary regarding your firm's ability to deliver the requested services in a specific timeframe.
♦ The information presented shall be in enough detail to enable the City to ascertain the Proposer
understands the effort to be accomplished and should essentially outline the steps in the total services
proposed.
Provide your interpretation of what is required to meet the needs of the City. The proposer will use this
document, Its knowledge and experience to develop its understanding of this project. The proposer is urged to
develop scenarios or examples to fully explain its position. Describe how the work will be accomplished, the
quality control, and how FEMA requirements will be met. Include the operational processes for the debris
reduction sites. Identify the resources you will mobilize for each scenario and state your commitment and
timeframe to deploy these resources when called upon. Provide the management processes anticipated to be
used. Include how the interaction may take place between you, the City, and the Debris Monitoring Personnel.
Provide a matrix detailing your approach to the project and list of costs associated with personnel and
equipment.
TAB F—PROPOSAL PRICING FORM
Method of Selection: The City shall convene a Selection Review Committee of which the responsibility shall be
as follows:
a. Independently evaluate each Submittal.
b. Independently rank each Submittal for meeting minimum qualifications in order of preference.
c. Asa "committee of the whole", develop a combined ranking order of all Submittals meeting minimum
qualifications. The ranking of firms shall be done in the following manner:
1. Each member of the evaluation committee shall evaluate each firm by assigning a number of
points for each criterion and then totaling the number of points for all criteria. Each committee
member shall then rank the firms on the basis of the total number of points received for all
criteria, with the firm receiving the most points being ranked ft 1.
2. The rankings received by each firm from all committee members shall then be totaled and
divided by the number of committee members, to produce an average ranking.
3. The firm receiving the lowest average ranking (i.e. closest to d 1) shall be ranked the ri 1 firm,
and the process repeated until all firms have been ranked according to their average ranking. In
the event of a tie the members of the Review Committee shall discuss their reasons for their
Individual rankings until member or members agree to revise their rankings accordingly until tie
is broken.
4. After interviews (if interviews are held), and based upon Information learned during the
interviews, each committee member may change his or her ranking of firms. The evaluation
process shall continue until the evaluation committee declares the rankings final.
d. The City may, solely at its own option, seek additional Submittals with this or a similar Submittal in the
event the City, solely at its own option, determines that the quantity and/or quality of Submittals
received is insufficient to meet the City's needs and/or that award of a contract arising from this RFP
would not be in the public interest.
14
e. The Committee shall forward its recommendations in accordance with the ranking to the City Council,
which shall, at its sole option, authorize negotiations of a contract pursuant to the requirements of
Florida law.
f. The City Council possesses sole authority to award a contract for the services sought herein.
Criteria for Award:
f qr/ I41GtIC�LRiiLL9tlGl
EVALUATION POINTS MAXIMUM
1. Qualifications and Experience 25
3 Financial 25
Project9,{roach and Schedule 25
4. Pro. Mncing 25
TOTAL 100
15
Qualifications Questionnaire
Firm Name:
Firm Address:
Telephone: Fax:
Contact Name: Email:
Licensing and Corporate Status:
a. Is Contractor License Current?
b. Contractor's License No:
C. Attach documentation from State of Florida Division of Corporations that indicates the business
entity's status is active and that lists the names and titles of all officers.
d. If Bidder is not a licensed Contractor, attach documentation on the qualifications of all key staff
by position. Describe education, experience and training. Describe experience with
Maintenance of Traffic, damage repairs, job site safety, protection of public, working with heavy
equipment and removal of hazardous and bio -hazardous waste. Also, identify staff experience
working with governmental entities and list those projects.
4. Number of years the firm has performed business as a Contractor in work of the type involved in this
contract:
S. What is firm's bonding capacity? $
(attach a letter from your bonding company stating its rating and the maximum amount in which your
firm can be bonded)
6. Attach a detailed description of the Contractor's organizational structure, "chain of command" of
Contractors response team and project management methods. Provide the name and address of
Subcontractors and detail the intended scope of their work.
7. Attach a list of types and quantities of recovery equipment, availability of equipment, estimate of
workload, and future commitments to other emergency response contracts. The Contractor must
provide reasonable assurance that all equipment identified for disaster recovery will be available and
are not contractually obligated to other projects.
16
8. Attach a list of all contractual obligations within Florida for similar disaster recovery services and provide
reasonable assurance that such contracts will not interfere with or preclude the Contractor from
responding to the County with Contractor's full force of manpower and equipment. The Contractor shall
disclose future contractual obligation within the State of Florida throughout the term of the contract
and provide reasonable assurance that such obligations will not preclude the Contractor from meeting
its obligations under this Contract.
9. Attach a mobilization plan that outlines the Contractor's mobilization procedures following a disaster
event. This outline should include a breakdown of the time required to perform each mobilization task
including the time required to mobilize the Contractor's forces, time to mobilize equipment, time
required to mobilize subcontractors, and time to set up debris staging areas.
17
General Instructions
Sealed Submittals and Envelope Markings: All proposals shall be submitted in a sealed envelope. The outside of
the envelope shall be clearly marked with the Submitter's Name and Return Address, Proposal q, Title, Date of
opening, and Time of Opening.
Opening Location: Submittals must be received by the City of Sebastian, 1225 Main Street, Sebastian, FL 32958,
on or before the closing hour and date listed in the Request for Proposals. Submittals received afterthe stated
time and date will not be considered.
Submission: Submit one marked original and three (3) copies of your proposal. All proposals must be signed with
the legal Firm name by an Officer or employee having authority to bind the company or firm by his / her
signature. Electronic, emailed or faxed responses will not be accepted in place of physical copies.
Taxes. Indian River County is exempt from any taxes imposed by State and / or Federal Government. Exemption
Certificates, if required, are to be furnished by the successful vendor and will be filled out by the City.
Indemnification: The Proposer shall defend, indemnify and hold harmless the City and its City Council, officers,
employees and agents, from any and all losses, damages, expenses (including reasonable attorneys fees) and
other liabilities of any type whatsoever, arising out of or relating to any negligence, intentional tort, breach of
contract, or breach of applicable law by the vendor, or its employees, agents, subcontractors, or other persons
or entities performing work under the contract.
Patent/Copyright Hold Harmless: The selected Proposer shall indemnify and hold harmless, and defend the City
and, their agents and employees, and anyone directly or indirectly employed by either of them, from and
against all liabilities, damages, claims, demands, or actions at law or in equity, including court costs and
attorneys' fees that may hereafter at any time be made or be brought by anyone arising out of any infringement
of patent rights or copyrights held by others or for the disclosure or improper utilization of any trade secrets by
the Proposer while providing services under this agreement.
Auditable Records: The awarded Proposer shall establish and maintain a reasonable accounting system, which
enables ready identification of Proposer's cost of goods and use of funds. Such accounting system shall also
include adequate records and documents tojustify all fees for all items invoiced as well as all charges, expenses
and costs incurred in providing the goods for at least five (5) years after completion of this contract. The City,
the State of Florida Department of Emergency Management, the FEMA Administrator, the Comptroller General
of the United States, or any of their authorized representatives shall have access to such books, records,
subcontracts), financial operations, and documents of the Proposer or its sub -consultants as required to comply
with this section for the purpose of inspection, audits, examinations, excerpts and transcriptions anytime during
normal business hours at the Consultant's place of business. This right to audit shall include the Proposer's
subcontractors used to procure goods or services under the contract with the City. Awarded Proposer shall
ensure the City has these same rights with subcontractor(s) and suppliers.
Public Access: In accordance with the requirements of Chapter 119 Florida statutes, as amended, the contract
between the City of Sebastian and the Contractor shall require the contractor to:
a) Comply with the public records law of the State of Florida, as the same may be amended from
time to time.
18
b) Keep and maintain public records that ordinarily and necessarily would be required by the City
in order to perform services, and
C) Provide the public with access to public records on the same terms and conditions that the City
would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise
provided by law, and
e) Meet all requirements of retaining public records and transfer, at no cost, to the City all public
records in possession of the contractor upon termination of the contact and destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure requirements. All records
stored electronically must be provided to the City in a format that is compatible with the information technology
systems of the City.
f) IF CONTRACTOR HAS A QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA
STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
CONTACTTHE CUSTODIAN OF PUBLIC RECORDS AT 1-772-388-8212 / E-MAIL
1WILLIAMS(d)CITYOFSEBASTIAN.ORG CITY OF SEBASTIAN,1225 MAIN STREET SEBASTIAN, FLORIDA.
Public Entity Crimes: Pursuant to Florida Statutes Section 287.133(2)(a), all Submitters are hereby notified that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity
crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity
(defined as the State of Florida, any of its departments or agencies, or any political subdivision); may not submit
a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or
public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be
awarded or perform work as a contractor, supplier, subcontractor, or proposer under a contract with any public
entity; and may not transact business with any public entity in excess of the threshold amount provided in
Florida Statutes Section 287.017 for CATEGORY TWO [currently $35,000] for a period of 36 months from the
date of being placed on the convicted vendor list. A "public entity crime' means a violation of any state or
federal law by a person with respect to and directly related to the transaction of business with any public entity
or with an agency or political subdivision of any other state or with the United States, including, but not limited
to, any bid, proposal, reply, or contract for goods or services, any lease for real property, or any contract for the
construction or repair of a public building or public work, involving antitrust, fraud, theft, bribery, collusion,
racketeering, conspiracy, or material misrepresentation.
Non -Discrimination: City will not knowingly do business with vendors or contractors who discriminate on the
basis of race, color or national origin, sex, sexual orientation, gender identity, age and/or disability. Through the
course of providing services to the City, Contractors shall affirmatively comply with all applicable provisions of
Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987 and the Florida Civil Rights Act of
1992, as well as all other applicable regulations, guidelines and standards. Any person who believes their rights
have been violated should report such discrimination to the City's Title VI/Nondiscrimination Coordinator
through the office of the City Attorney.
Compliance with Laws and Regulations: Proposer agrees that they will comply with all Federal, State, and Local
Laws and Regulations applicable to the production, sale, and delivery of the goods or the furnishing of any labor
or services called for by this order, and any provisions required thereby to be included herein shall be deemed to
be incorporated herein by reference. Noncompliance may be considered grounds for termination of contract.
19
Applicable Law and Venue: This Order and all rights and duties of the parties hereto shall be governed by the
laws of the State of Florida, Including but not limited to the provisions of the Florida Uniform Commercial Code
Chapters 671-679 F.S., for any terms and conditions not specifically stated in this Order. Venue for any lawsuit
brought by either party against the other party of otherwise arising out of this contract shall be in Indian River
County, Florida, or in the event of Federal Jurisdiction, in the United States District Court for the Southern
District of Florida.
Regulations: It shall be the responsibility of the submitter to assure compliance with any OSHA, EPA and / or
other Federal or State of Florida rules, regulations, or other requirements, as each may apply.
Interpretations: No oral interpretations will be made to any proposer as to the meaning of the request for
proposal documents. Every request for such an interpretation shall be made in writing, addressed and
forwarded to City ten (10) or more days before the date fixed for opening of the proposals. The City shall not be
responsible for oral interpretations given by any City employee. Every interpretation made to proposers will be
in the form of an Addendum, which if issued, will be sent promptly as is practical to all persons to whom RFP
documents have been Issued. All such Addenda shall become part of the RFP documents. Further, it shall be the
responsibility of each proposer, prior to submitting their response, to contact the City's Purchasing Officer at
(772) 388-8231 to determine if addenda were issued and to make such addenda a part of their submittal.
Conflict of Interest., Any entity submitting a bid or proposal or entering into a contract with the City shall
disclose any relationship that may exist between the contracting entity and a City Council or a City Employee.
The relationship with a City Council or a City Employees that must be disclosed is as follows: father, mother, son,
daughter, brother, sister, uncle, aunt, first cousin, nephew, niece, husband, wife, father-in-law, mother-in-law,
daughter-in-law, son-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter,
stepbrother, stepsister, half brother, half sister, grandparent or grandchild. The term "affiliate" includes those
officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the
management of the entity. The disclosure of relationships shall be a sworn statement made on a City approved
form. Failure to submit the form will be cause for rejection of the bid or proposal.
Cancellation: It is the intention of City to purchase material and / or services from sources of supply that will
provide prompt and convenient shipment and service. Any failure of the supplier to satisfy the requirements of
the City shall be reason fortermination of the award.
Errors: When an error is made in the extension of generating total prices or in any other process of completing
the proposal, the original unit prices submitted will govern. Carelessness in quoting prices, or in preparation of
the proposal otherwise, will not relieve the proposer.
Right to Protest: Any actual or prospective Proposer who is aggrieved in connection with the solicitation or
proposed award of a contract may protest to the Purchasing Officer. The protest shall be submitted in writing
within seven (7) calendar days after such aggrieved person knows or should have known the facts arising
thereto. If the protest is not resolved by mutual agreement, the City Manager shall promptly hold a hearing and
issue a decision in writing.
Awards: The City reserves the right to cancel the solicitation, reject any and all proposals or waive any
irregularity or technicality in submittals received. The City reserves the right to not make any award(s) under
this solicitation.
TrJ
Termination by the City: The City reserves the right to terminate a contract by giving thirty (30) days of notice, in
writing, of the intention to terminate, if at anytime the Contractor fails to abide by or fulfill any of the terms and
conditions of the contract. The City also reserves the right to terminate this contract for convenience of the City
and/or with or without cause.
Compliance with Laws and Regulations: Submitter agrees that they will comply with all Federal, State, and Local
Laws and Regulations applicable to the production, sale, and delivery of the goods or the furnishing of any labor
or services called for by this order, and any provisions required thereby to be included herein shall be deemed to
be incorporated herein by reference. Noncompliance may be considered grounds for termination of contracts.
Insurance:
The Contractor shall not commence work until they have obtained all the insurance required under this section,
and until such insurance has been approved by the City. Proposer's insurance shall be primary. The City shall be
named as an additional insured for both General Liability and Automobile Liability. Contractor shall maintain the
following limits of insurance during the term duration of this agreement.
General Liability
Commercial General $1,000,000 combined liability single limit for (other than automobile) bodily injury
and property damage
A) Premises/Operations
B) Independent Contractors
C) Products/Completed Operations
D) Personal Injury
E) Contractual liability
F) Explosion, collapses and underground property damage
Automobile Liability
Commercial Automobile $1,000,000 Combined and Damage liability single limit for Bodily Injury and
Property Damage
A) Owned/leased Automobiles
B) Non -Owned Automobiles
C) Hired Automobiles
Worker's Compensation as required by the State of Florida
Each accident $100,000
Each Disease — Each employee $100,000
Each disease — policy limit $500,000
The policy shall cover Contractor, all employees, and/or volunteers, and all independent contractors,
subcontractors and professional contractual persons hired or retained by Contractor.
All above insurance policies shall be placed with insurers with a Best's rating of no less than A- VII. The insurer
chosen shall also be licensed to do business in Florida. The insurance policies procured shall be "Occurrence"
policies or as generally available on the open insurance market.
The Insurance Carriers shall supply Certificates of Insurance evidencing such coverage to the City prior to the
execution of this Agreement.
21
The insurance companies selected shall send written verification to the City that they will provide 30 days
written notice to the City of its intent to cancel or terminate.
Contract Cost Adjustments: Prices quoted shall be firm for the initial contract term. Thereafter, any extensions
which may be approved by the City shall be subject to the following: Cost for any extension terms shall be
subject to an adjustment only if increase or decreases occur in the industry. Such adjustment shall be based on
the latest yearly percentage increase in the All Urban Consumers Price Index (CPI -U) as published by the Bureau
of Labor Statistics, U. S. Dept of Labor, and shall not exceed five percent (5%). The City may, after examination,
refuse to accept the adjusted costs if they are not properly documented, or considered to be excessive, or if
decreases are considered to be insufficient. In the event the City does not wish to accept the adjusted costs and
the matter cannot be resolved to the satisfaction of the City, the Contract will be considered cancelled on the
scheduled expiration date.
Proposal security: Due to the nature of this RFP and in accordance with FEMA standards, a bid bond is not
necessary.
Payment and Performance Bonds: The Contractor shall furnish to the City, within three (3) calendar days of a
written Notice to Proceed by City, Payment and Performance Bonds in an amount equal to the value established
within an issued Work Order or Work Authorization, which bond shall be conditioned upon the successful
completion of all work, labor, services, materials to be provided and furnished, and the payment of all
subcontractors, materials and laborers. If the value of the contracted work increases, the Contractor shall be
required to provide an updated Performance and Payment Bond in an amount equal to the new value. Once
activated, the Payment and Performance Bonds shall be in force for a period of not less than one (1) year from
the date of original execution by the Bond Surety. Bonds shall be executed by the Contractor and surety
company authorized to do business in the State of Florida with an A.M. Best rating of "A-" (Excellent) or better,
which bond shall be conditioned upon the successful completion of all work, labor, services, materials to be
provided and furnished, and the payment of all subcontractors, materials and laborers.
Retention of All Records: The Contractor is required to maintain all books, records, accounts and reports
required under this contract for a period of not less than three years after the date of termination or expiration
of this contract, except in the event of litigation or settlement of claims arising from the performance of this
contract, in which case contractor agrees to maintain same until the City, State of Florida Department of
Emergency Management, the FEMA Administrator, the Comptroller General of the United States, or any of their
duly authorized representatives, have disposed of all such litigation, appeals, claims or exceptions related to the
litigation or settlement of claims.
Clean Air Ad: The contractor agrees to comply with all applicable standards, orders or regulations issued
pursuant to the Clean Air Act, as amended, 42 U.S.C. 4 7401 et seq. The contractor agrees to report each
violation to the City and understands and agrees that City will, in turn, report each violation as required to
assure notification to the State of Florida Department of Emergency Management, Federal Emergency
Management Agency, and the appropriate Environmental Protection Agency Regional Office. The contractor
agrees to include these requirements in each subcontract exceeding $100,000 financed in whole or in part with
Federal assistance provided by FEMA.
Federal Water Pollution Control Act: The contractor agrees to comply with all applicable standards, orders or
regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. The
contractor agrees to report each violation to the City and understands and agrees that the City will, in turn,
22
report each violation as required to assure notification to the State of Florida Department of Emergency
Management, Federal Emergency Management Agency, and the appropriate Environmental Protection Agency
Regional Office. The contractor agrees to include these requirements in each subcontract exceeding
$100,000 financed in whole or in part with Federal assistance provided by FEMA.
Energy Policy and Conservation Act: The Contractor agrees to comply with mandatory standards and policies
relating to energy efficiency which are contained in the state energy conservation plan issued in compliance
with the Energy Policy and Conservation Act.
Suspension and Debarment: This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R.
pt. 3000. As such the contractor is required to verify that none of the contractor, its 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). The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2
C.F.R. pt. 3000, subpart Cand must include a requirement to comply with these regulations in any lower tier
covered transaction it enters into. This certification is a material representation of fact relied upon by the
County. If it is later determined that the contractor 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 the State of Florida and the City of Sebastian, the
Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.
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 covered
transactions.
Hold Harmless: For other and additional good and valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the Contractor shall and does hereby indemnify, hold harmless and defend the City of
Sebastian, its officers, agents, officials, representatives and employees against any and all liability, loss, cost,
damages, expenses, claim or actions, or whatever type, including but not limited to attorney's fees and suit
costs, for trial and appeal which the City of Sebastian, its officers, officials, agents, official representatives or
employees or any other person(s) or business entity(ies) who may hereafter sustain, incur or be required to pay,
arising wholly or in part due to any act or omission of Contractor, its agent(s), vendors, sub-Contractor(s),
representatives, servants, or employees In the execution, performance or nonperformance or failure to
adequately perform Contractor's obligations pursuant to this contract.
Public Records Form
Contract Name: RFP 17-03 Reauest for Pr000sal
Project Description: Professional Services For Disaster Debris Removal and Disoosal
In accordance with the requirements of Chapter 119 Florida statutes, as amended, the contract between
the City of Sebastian and the Contractor shall require the contractor to:
a) Comply with the public records law of the State of Florida, as the same may be amended from
time to time.
b) Keep and maintain public records that ordinarily and necessarily would be required by the City
in order to perform services, and
23
C) Provide the public with access to public records on the same terms and conditions that the City
would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise
provided by law, and
e) Meet all requirements of retaining public records and transfer, at no cost, to the City all public
records in possession of the contractor upon termination of the contact and destroy any duplicate public
records that are exempt or confidential and exempt from public records disclosure requirements. All records
stored electronically must be provided to the City in a format that is compatible with the information technology
systems of the City.
Authorized Signature: Date:
Print Title:
Company/firm:
City reserves the right to acceptor reject any or all proposals in whole or in part and waive all any technicality
or irregularity.
24
Proposal Pricing Form
The undersigned, as PROPOSER, declares that he/she has reviewed the RFP specifications for the scope of the
project, visited the premises to review existing conditions and has reviewed the contractual documents thereto;
and has read all special provisions furnished prior to the opening of responses; that he/she has satisfied
himself/herself relative to the work to be performed.
The following addenda have been received and are hereby acknowledged:
Addendum Number Date Addendum Number Date
The PROPOSER proposes and agrees, if this Bid is accepted, to enter into an agreement for the work as
follows:
Category
Description
Unit
Cost Per Unit
0-15 Miles Veg from Right of Way (ROW) to Debris Management Site (DMS)
CY
$
m
2 v
16-30 Miles Veg from ROW to DMS
CY
$
M`m
31-60 Miles Veg from ROW to DMS
CY
$
j u
>60 Miles Veg from ROW to DMS
CY
$
o
�
Single Price Veg from ROW to DMS
CY
$
jl Grinding/chipping vegetative debris
CY
$
E?
Air Curtain Burning vegetative debris
CY
$
u
Open Burning vegetative debris
CY
$
c
Compacting vegetative debris
CY
$
m
Debris Preparation, management, and segregation at debris management site
CY
$
0-15 Miles C&D from Right of Way (ROW) to Debris Management Site (DMS)
CY
$
—
16-30 Miles C&D from ROW to DMS
CY
$
'm
31-60 Miles C&D from ROW to DMS
cY
$
o Miles C&D from ROW to DMS CY
Sin ;;
� Single Price C&D from ROW to DMS CY $
0-15 Miles from DMS to Final Disposal CY $
16-30 Miles from DMS to Final Disposal CY $
— 31-60 Miles from DMS to Final Disposal CY $
n >60 Miles from DMS to Final Disposal CY $
Single Price from DMS to Final Disposal CY $
m
5 Tipping Fees (Vegetative) Pass through amount [Line Item Deleted by
LL Addendum #4]
Tipping Fees (Mix) Pass through amount [Line Item Deleted by Addendum #4]
Tipping Fees (C&D) Pass through amount [Line Item Deleted by Addendum #4]
25
Firm:
Category Description
Remove Hazardous Trees 6"-12" trunk
Remove Hazardous Trees 13"-24" trunk
Remove Hazardous Trees 25"-36" trunk
0
Remove Hazardous Trees 37"-48" trunk
a
Remove Hazardous Trees> 48" trunk
o Remove Trees with Hazardous Limbs >2" from tree
a
r
Remove Hazardous Sumps 24"-36" diameter
Remove Hazardous Sumps 37"-48" diameter
Remove Hazardous Sumps >49" diameter
Fill dirt for stump holes after removal
Debris Removal from canals, rivers, creeks, streams, and ditches
Pick up, screen, and return debris laden sand/mud/dirt/rock
Removal of eligible vehicles
Removal of eligible vessel from land
Removal of eligible vessel from waterway
Carcass and Putrescent Removal (animals and organic fleshy matter)
White Goods from Row to Disposal
Freon Management and Recycling
Demolition of Private Structure
Ewaste containing hazardous. materials (CRT, computers, monitors and Ns)
Silt Removal
Biowaste
HHW
Unit
I Cost Per Unit
Tree
$
Tree
$
Tree
$
Tree
$
Tree
$
Tree
$
Stump
$
Stump
$ 1
Stump
$ 1
CY
$ 1
CY
$ 1
CY
$ 1
EA
$ 1
LF
$ 1
LF
$ 1
LB
$ 1
EA
$ 1
EA
$ 1
CY
$ 1
EA
$ 1
CY
$ 1
LB
$ 1
LB
$
C Beach/Lake Restoration (Berm/Beach Construction) CY
0
Canal Shoreline Restoration CY
25
The undersigned hereby certifies that they have read and understand the contents of this solicitation
and agree to furnish at the prices shown above all of the services specified in the RFP document, subject
to all instructions, conditions, specifications and attachments hereto. Failure to have read all the
provisions of this solicitation shall not be cause to alter any resulting contract or request additional
compensation.
Name of Firm Address
Authorized Signature City, State, Zip Code
Title Phone
Date Signed E-mail
26
DRUG-FREE WORKPLACE FORM
The undersigned Contractor, in accordance with Florida Statute 287.087 hereby certifies that
does:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug free workplace, any available drug counseling, rehabilitation, employee
assistance programs and the penalties that may be imposed upon employees for drug abuse
violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in Paragraph 1.
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of working
on the commodities or contractual services that the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere
to any violation of Chapter 1893 or of any controlled substance law of the United States or any
state, for a violation occurring in the workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee who
is so convicted.
6. Make a good faith effort to continue to maintain a drug free workplace through implementation
of Paragraph 1 through 5.
As the person authorized to sign this statement, I certify that this firm complies fully
with the above requirements.
Date:
Signature:
27
PUBLIC ENTITY CRIMES FORM
Any person submitting a quote, bid, or proposal in response to this invitation or Agreement, must
execute the enclosed form sworn statement under section 287.133(3)(a), FLORIDA STATUTES, ON PUBLIC
ENTITY CRIMES, including proper check(s), in the space(s) provided, and enclose it with his quote, bid, or
proposal. If you are submitting a quote, bid or proposal on behalf of dealers or suppliers who will ship
commodities and receive payment from the resulting Agreement, it is your responsibility to see that copy(ies) of
the form are executed by them and are included with your quote, bid, or proposal. Corrections to the form will
not be allowed after the quote, bid, or proposal opening time and date. Failure to complete this form in every
detail and submit it with your quote, bid, or proposal may result in immediate disqualification of your bid or
proposal.
The 1989 Florida Legislature passed Senate Bill 458 creating Sections 287.132 - 133, Florida Statutes,
effective July 1, 1989. Section 287.132(3)(d), Florida Statutes, requires the Florida Department of General
Services to maintain and make available to other political entities a "convicted vendor" list consisting of persons
and affiliates who are disqualified from public and purchasing process because they have been found guilty of a
public entity crime. A public entity crime is described by Section 287.133, Florida Statutes, as a violation of any
State or Federal law by a person with respect to and directly related to the transaction of business with any
public entity in Florida or with an agency or political subdivision of any other state or with the United States,
including, but not limited to, any bid or Agreement for goods or services to be provided to any public entity or
with an agency or political subdivision and involving antitrust, fraud, theft, bribery, collusion, racketeering,
conspiracy, or material misrepresentation.
By law no public entity shall accept any bid from, award any Agreement to, or transact any business in
excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two (currently
$10,000) with any person or affiliate on the convicted vendor list for a period of 36 months from the date that
person or affiliate was placed on the convicted vendor list unless that person or affiliate has been removed from
the list pursuant to Section 287.133(3)(f), Florida Statutes.
Therefore, effective October 1, 1990, prior to entering into an Agreement (formal Agreement or
purchase order) in excess of the threshold amount of $10,000 to provide goods or services to THE CITY OF
SEBASTIAN, a person shall file a sworn statement with the Contract/Agreement officer or Purchasing Director,
as applicable. The attached statement or affidavit will be the form to be utilized and must be properly signed in
the presence of a notary public or other officer authorized to administer oaths and properly executed.
THE INCLUSION OF THE SWORN STATEMENT OR AFFIDAVIT SHALL BE SUBMITTED CONCURRENTLY WITH
YOUR QUOTE OR BID DOCUMENTS. NON-INCLUSION OF THIS DOCUMENT MAY NECESSITATE REJECTION OF
YOUR QUOTE OR BID.
SWORN STATEMENT UNDER SECTION 287.133(3)(a),
FLORIDA STATUJ1, ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO
ADMINISTER OATHS.
0
1. This sworn statement is submitted with Bid, Proposal or Agreement No. for THE
CITY OF SEBASTIAN.
2. This sworn statement is submitted by
(name of entity submitting sworn statement)
whose business address is and (if
applicable) its Federal Employer Identification (FEIN) is (If the entity has no
FEIN, include the Social Security Number of the individual signing this sworn statement:
3. My name is (please print name of individual signing)
and my relationship to the entity named above is
4. 1 understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means
a violation of any state or federal law by a person with respect to and directly related to the transaction
of business with any public entity or with an agency or political subdivision of any other state or with the
United States, including, but not limited to, any bid or Agreement for goods or services to be provided to
any public entity or an agency or political subdivision of any other state or of the United States and
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material
misrepresentation.
5. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes
means a finding of guilt ora conviction of a public entity crime, with or without an adjudication of guilt,
in any federal or state trial court of record relating to charges brought by indictment or information
after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo
contendere.
6. 1 understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes means:
(1) A predecessor or successor of a person convicted of a public entity crime; or
(2) An entity under the control of any natural person who is active in the management of the entity and
who has been convicted of a public entity crime.
The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees,
members, and agents who are active in the management of an affiliate. The ownership by one person
of shares constituting a controlling interest in another person, or a pooling of equipment or income
among persons when not for fair market value under an arm's length agreement, shall be a prima facie
case that one person controls another person. A person who knowingly enters into a joint venture with
a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall
be considered an affiliate.
7. 1 understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes means any natural
person or entity organized under the laws of any state or of the United States with the legal power to
enter into a binding Agreement and which bids or applies to bid on Agreements for the provision of
goods or services let by a public entity, or which otherwise transacts or applies to transact business with
a public entity. The term "person" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of an entity.
29
8. Based on information and belief, the statement which I have marked below is true in relation to the
entity submitting this sworn statement. (Please indicate which statement applies.)
Neither the entity submitting this sworn statement, nor any officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in management of the entity,
nor any affiliate of the entity have been charged with and convicted of a public entity crime subsequent
to July 1, 1989.
—The entity submitting this sworn statement, or one or more of the officers, directors, executives,
partners, shareholders, employees, members or agents who are active in management of the entity, or
an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July
1, 1989, AND (Please indicate which additional statement applies.)
There has been a proceeding concerning the conviction before a hearing officer of the State of
Florida, Division of Administrative Hearings. The final order entered by the hearing officer did not place
the person or affiliate on the convicted vendor list. (Please attach a copy of the final order.)
The person or affiliate was placed on the convicted vendor list. There has been a subsequent
proceeding before a hearing officer of the State of Florida, Division of Administrative Hearings. The final
order entered by the hearing
officer determined that it was in the public interest to remove the person or affiliate from the convicted
vendor list. (Please attach a copy of the final order.)
_ The person or affiliate has not been placed on the convicted vendor list. (Please describe any
action taken by or pending with the Department of General Services.)
Date:
STATE OF FLORIDA
COUNTY OF
(Signature)
The foregoing instrument was acknowledged before me this _ day of 2017 lot
(title) on behalf of
(name of partnership), a partnership. He/she is personally known to me or has producec
as identification and did ( ) did not ( ) take an oath.
Name:
My Commission Expires:
Commission Number:
30