HomeMy WebLinkAboutE - 25-10-RFP Disaster Debris Monitoring Services Addendum 1
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
Addendum No. 1
POSTING DATE: February 27, 2025
25-10-RFP Disaster Debris Monitoring Services
The original Request for Proposal shall remain in full force and effect, except as modified herein, which shall
take precedence over any contrary provisions in the prior documents.
SECTION I: CLARIFICATIONS
• N/A
SECTION II: QUESTIONS
1. Question: Are project-related expenses billable?
2.2.1.5 (Pg. 8) states, “The Contractors hourly rate shall not include travel-related expenses, such as
mileage, meal allowances, hotel rooms, and any other relevant out-of-pocket expenses. The City shall only
reimburse the Contractor's actual cost for reimbursable expenses which have had prior authorization,
which can include office-related expenses limited to copying and printing”.
This language differs from the all-inclusive language in the Schedule of Positions Rate Sheet (Exhibit A)
“Rates provided include all costs associated with the performance of the work, such as overhead and
profits, lodging, meals, transportation, rentals, safety gear, telephone costs, cameras, GPS devices, and all
other materials, items, and miscellaneous expenses”.
Answer: No. Section 2.2.1.5 has been removed. Please see Section III of this addendum.
2. Question: Is each team member’s Summary of Qualifications (SOQ) limited to one page, or is the entire
team’s SOQ limited to one page?
3.8.5.2. (Pg. 22) “Proposers shall specifically list the proposed team to carry out the services defined
herein. Include qualifications, experience, resumes, and knowledge of working with municipalities in
strategic planning and coordination for those listed as the proposed team. Limited to one page”.
Answer: Each team member’s Summary of Qualifications (SOQ) limited to one page.
3. Question: Section 4 – Special Conditions mentions the City of Casselberry in 4.4.2., can we get
clarification on that sub-section?
4.4.2. (Pg. 27) “The Performance and Payment Bond shall be submitted in the form of a Payment and
Performance Bond; in the amount of one hundred percent (100%) of the Notice to Proceed estimated cost,
made payable to the City of Casselberry, issued by a surety firm and through a reputable and responsible
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
surety bond agency licensed to do business in the State of Florida.”
Answer: That is a typo. Please see section III of this addendum for the corrected paragraph.
4. Question: How many positions are required to be Certified Maintenance of Traffic (MOT) Staff?
Section 2 – Scope of work in 2.2.1.3. (Pg. 7) states “The staffing plan shall consist of the minimum
following positions: ... F. Certified Maintenance of Traffic
(MOT) Staff”.
Answer: The contractor determines the number of required certified Maintenance of Traffic staff. The
contractor must ensure their staff conforms to FDOT MOT standards and that all signage meets MUTCD
regulations.
5. Question: The rate sheet monitor positions differ from the monitor positions listed under the Staffing Plan
section of Contract Requirements. Please designate what position a disposal site monitor and a field
monitor should be billed under.
2.2 Contractor Requirements 2.2.1.3. (Pg. 7) states “Debris Loading Site Monitors” and “Debris
Tower/Site Monitors”. The rate sheet states, “Debris Site/Tower Monitor” and “TDSRS Monitor”.
Answer: The price sheet has been revised. Please see Section IV of this addendum.
6. Question: There is a portion of the scope that typically falls under the haul contractor, would the city be
willing to remove the language that typically doesn’t fall under the debris monitor scope?
(Pg. 12)
2.5.1.2. “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 is typically
determined by the debris hauling contractor and the City, not the monitoring firm.
Answer: Section 2.5.1.2 has been revised. Please see section III of this addendum.
2.5.1.3. “Preparation, maintenance, and operation of the DMS facilities are entirely the Contractor's
responsibility.” The monitoring firm typically does not determine the means or method of the hauling
contractor, who is responsible for the DMS facilities and their equipment.
Answer: Section 2.5.1.3 has been revised. Please see section III of this addendum.
2.5.1.4. “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 an inspection tower or lift sufficient for a
minimum of three (3) inspectors to inspect all incoming and exiting loads. The contractor will be
responsible for obtaining any required permits, which shall be paid for by the City. At the City's discretion,
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
owned rights of way or other entity-owned property could be provided to temporarily store debris.” The
hauling contractor is typically responsible for this scope of work.
Answer: Section 2.5.1.4 has been removed from the Scope of Work. Please see Section III of this
addendum.
2.5.1.5. “The contractor shall coordinate the logistics of the site to ensure efficient traffic flow, including
Maintenance of Traffic (MOT).” Typically, the hauling contractor is responsible for this scope of work;
the monitoring firm usually does not direct traffic or determine means or method.
Answer: Section 2.5.1.5 has been revised. Please see section III of this addendum.
7. Question: Are team member resumes included within the 50-page limit?
3.7.3. (Pg. 21) “The Proposal shall be limited to fifty (50) pages (Not including the required forms listed
in Tab 1 or the Required Tabs). Any responses exceeding fifty (50) pages, not including the required forms
or tabs, may be considered non-responsive and not considered for award.”
Answer: Yes
8. Question: Can you please confirm that bonds are not required?
Answer: Bonds are required. Please refer to Section 4.4.1
9. Question: The pricing sheet lists positions that are not included in 2.2.2 Personnel Requirements and
Responsibilities such as TDSRS Monitor. However, the price sheet does include Debris Site/Tower
Monitor which is essentially the same position, just one is limited to TDSRS’. Additionally, the rate sheet
does not include a line for Debris Loading Site Monitors. Would the City be amicable to revising the rate
sheet to either include one line item for Debris Monitors that will cover all the responsibilities of load,
tower and site monitors, replacing the TDSRS Monitor line item with Debris Loading Site Monitor or
adding Debris Loading Site Monitor to the rate sheet?
Answer: The price sheet has been revised. Please see Section IV of this addendum.
10. Question: Page 12, 2.5.1.3 states “Preparation, maintenance, and operation of the DMS facilities are
entirely the Contractor's responsibility”. Can you please clarify which Contractor this applies to. DMS
facilities are typically under the scope of the removal contractor to prepare, maintain and operate while
the monitoring firm documents these activities. It is typically the debris removal contractor to provide
inspection towers or lifts as part of the scope of the operations of the DMS
Answer: The Debris Removal Contractor, in collaboration with the Debris Monitoring Contractor, will
be responsible for Section 2.5.1.3. Please see section III of this addendum.
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
11. Question: 2.5.1.4 also pertains to scope not typical of the monitoring firm. If this is the scope of the
debris monitoring firm, would you be issuing Purchase Order (or Work Request) and a Notice to Proceed
for this scope based on negotiated costs not related to the hourly fee schedule as part of this solicitation?
Answer: Section 2.5.1.4 has been removed from the Scope of Work. Please see Section III of this
addendum.
12. Question: Do resumes count towards the 50-page submittal limit? Section 3.8.5.2 on page 22 states
“Include qualifications, experience, resumes, and knowledge of working with municipalities in strategic
planning and coordination for those listed as the proposed team. Limited to one page”.
Answer: Yes
13. Question: Section 3.8.5.4 requests “documentation that demonstrates the firm’s knowledge of Federal,
State, and local laws and regulations governing this type of work and familiarity with FEMA, NRS,
FHWA, FDOT, FDEP, FFWC, and other Federal, State, and local regulatory agencies”. Is there specific
documentation that the City has in mind to demonstrate this?
Answer: Section 3.8.5.4 has been removed from the Scope of Work. Please see Section III of this
addendum.
14. Question: Does the title page (section 3.8.1) count towards the 50 page maximum?
Answer: No
15. Question: Section 3.8.8.1 states that “Preferably, references should be United States government entities
and have populations of at least 110,000 residents. The population of Sebastian was 25,054 in the 2020
census. Is there a reason you prefer references and projects 4 times your size and not of similar scope and
size?
Answer: This section has been revised. Please see Section III of this addendum.
16. Question: Section 5.39 (page 42) references liquidated damages. The nature of this contract and the scope
of work is largely dependent on other contractor (debris removal contractor). Would the City be willing
to waive this section or at least add language to clarify as to what may result in the use of liquidated
damages?
Answer: No. Section 5.39 identifies when liquidated damages will be used.
17. Question: Page 17. Section 2.10. Can Professional Liability Insurance be added as an exception for
additional insured on insurance certificates?
Answer: No.
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
18. Question: Page 29. Section 4.8. Does the liability under ‘Removal of Debris’ section belong to the debris
removal contractor?
Answer: No. Section 4.8 applies to the debris monitoring contractor.
19. Question: Page 42. Section 5.39. Is the $300 Liquidated Damages charge a fee paid by the debris removal
contractor?
Answer: No. This is a fee paid by the monitoring contractor if the monitoring contractor fails to perform
according to the contract provisions.
SECTION III: REVISIONS TO THE SCOPE OF WORK
• Page 8, Section 2.2.1.5 has been REMOVED from the Scope of Work.
2.2.1.5. The Contractors hourly rate shall not include travel-related expenses, such as mileage, meal
allowances, hotel rooms, and any other relevant out-of-pocket expenses. The City shall only
reimburse the Contractor's actual cost for reimbursable expenses which have had prior
authorization, which can include office-related expenses limited to copying and printing.
These reimbursable expenses shall have no additional mark-ups. Mileage for the Project
Manager and/or Field Monitors must also be listed as a separate reimbursable expense. A log
of all ancillary expenses with receipts must be detailed and billed as separate line items and
shall be submitted with each invoice.
• Page 12, Section 2.5.1.2 has been amended to read:
2.5.1.2. The Debris Monitoring Team, in collaboration with the Debris Removal Team, will determine
the minimum number of sites required for each storm event. The City will designate the
TDSRS to be activated.
• Page 12, Section 2.5.1.3 has been amended to read:
2.5.1.3. Preparation, maintenance, and operation of the DMS facilities is the responsibility of the
Debris Removal Team and the Debris Monitoring Team.
• Page 12, Section 2.5.1.4 has been REMOVED from the Scope of Work.
2.5.1.4. 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 an inspection tower
or lift sufficient for a minimum of three (3) inspectors to inspect all incoming and exiting loads.
The contractor will be responsible for obtaining any required permits, which shall be paid for
by the City. At the City's discretion, owned rights of way or other entity-owned property could
be provided to temporarily store debris.
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
• Page 12, Section 2.5.1.5 has been amended to read:
2.5.1.5. The Debris Removal Team, in collaboration with the Debris Monitoring Team, shall
coordinate the logistics of the site to ensure efficient traffic flow, including Maintenance of
Traffic (MOT), and proper handling of load tickets that record FEMA data (such as, but not
limited to, vehicle fullness and type of waste). The Debris Removal and Debris Monitoring
Teams will be responsible for MOT as it relates to their employees. Note, if this service is
contracted out, the contractor must ensure their subcontractor has certified maintenance of
traffic staff.
• Page 13, Section 2.5.1.10 has been amended to add:
M. Refrain from refueling machinery at the DMS site unless authorized by the project
manager.
• Page 21, Section 3.7.3 has been amended to read:
3.7.3. The Proposal shall be limited to seventy-five (75) pages (Not including the required forms
listed in Tab 1 or the Required Tabs). Any responses exceeding seventy-five (75) pages, not
including the required forms or tabs, may be considered non-responsive and not considered for
award.
• Page 21, Section 3.8.4.1 has been revised to add:
• Contracting With Entities Of Foreign Countries Of Concern Prohibited Affidavit
• Page 22, Section 3.8.5.4 has been REMOVED from the Scope of Work.
3.8.5.4. Provide documentation that demonstrates the firm’s knowledge of Federal, State, and local laws
and regulations governing this type of work and familiarity with FEMA, NRS, FHWA, FDOT,
FDEP, FFWC, and other Federal, State, and local regulatory agencies.
• Page 22, Section 3.8.5.5 has been amended to read:
3.8.5.5. Describe the firm’s experience and success in filling and receiving Federal (FEMA, FHWA,
FDOT, FDEM, etc.) and State reimbursements for disaster recovery work.
• Page 23, Section 3.8.8.1 has been amended to read:
3.8.8.1. Description, references and contact information for at least three (3) full-service Disaster Debris
Monitoring contracts in which the Proposer, or principals assigned the project, successfully
performed work as the primary contractor. Preferably, references should be United States
government entities and have populations of at least 25,000 residents.
Procurement Division 1225 Main Street, Sebastian, FL 32958 Phone: 772-388-8231
(Rev. 12/2024)
• Page 27, Section 4.4.2 has been amended to read:
4.4.2. The Performance and Payment Bond shall be submitted in the amount of one hundred percent
(100%) of the Notice to Proceed estimated cost, made payable to the City of Sebastian, issued
by a surety firm and through a reputable and responsible surety bond agency licensed to do
business in the State of Florida. A contractor may file an alternative form of security in cash,
a money order, a certified check, a cashier’s check, or a domestic corporate bond, note, or
debenture as authorized in s. 625.317.
SECTION IV: ATTACHMENTS
• Revised EXHIBIT A
o Uploaded to VendorLink in Excel format.
Sincerely,
Jessica Graham, CPPB
Procurement/Contracts Manager
Acknowledgment of Addendum No. 1 by Contractor
The Respondent hereby acknowledges receipt of the following Addendum:
This addendum shall be completed and signed by an authorized representative and returned with the solicitation submittal.
The Acknowledgment of the addendum receipt will become an integral part of the solicitation document. Acknowledging
receipt of this Addendum, the undersigned understands and accepts the foregoing solicitation changes and clarifications.
All other bid terms, conditions, and specifications as originally issued remain unchanged
_________________________________ ______________________________________
Printed Name Signature
_________________________________ ______________________________________
Title Date