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Home My WebLink About2017cm c� SE13AST" HOME OF PELICAN ISLAND City of Sebastian, Florida Disaster Debris Management Plan July 3, 2017 U.S. Department of Homeland Security Region IV 31103 Chamblee -Tucker Road Atlanta. GA 30341 OE��f �.c FEMA October 27, 2017 Mr. Wes Maul, Interim, Director Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, Florida 32399-2100 Attention: Carter Mack Reference: Public Assistance Pilot Program Debris Management Plan Review City of Sebastian Dear Mr. Maul: This letter responds to the Florida Division or Emergency Management request dated October 4, 2017 for the U.S. Department of Homeland Security's Federal Emergency Management Agency (FEMA) to accept the City of Sebastian Debris Management Plan (Plan) for participation in the Public Assistance (PA) Alternative Procedures Pilot Program for Debris Removal. This pilot program allows a one-time two (2) percent Federal cost share increase for debris removal operations performed within 90 days from the start of the incident period of a major disaster or emergency declaration. FEMA Region IV has determined that the Plan: ® Contains the basic planning elements of a Debris Management Plan along with at least one prequalified debris and wreckage removal contractor (see enclosed Debris Management Plan Checklist). Therefore, FEMA has determined the Plan is acceptable. Accordingly, City of Sebastian, may receive a one-time two (2) percent Federal cost share increase as part of the PA Alternative Procedures Pilot Program for Debris Removal. Your office should notify FEMA when City of Sebastian wishes to apply the incentive to its debris removal work. ❑ Does not contain the basic planning elements as noted in the enclosed Debris Management Plan Checklist. City of Sebastian may revise its Plan and resubmit it to FEMA, through your office, for reconsideration. I' w".fema.gov Once the Plan is accepted, it does not mean that FEMA is approving any operational component of the plan nor does it mean that the Federal government will fund work conducted under any aspect of the Plan. Eligibility of costs for debris removal and management in a declared major disaster or emergency will be determined based on established PA Program authorities, regulations, policies and guidance. Subgrantees must comply with Federal procurement requirements (i.e., competitive bidding), as outlined in 44 CFR §13.36 in the procurement of debris removal services. If you have questions or need additional information, please contact Ms. Saidat Thomas, Public Assistance Branch Chief, Recovery Division, at (770) 220-5300. Sincerely, �/1 a ry uaz s, CEM Rec very Division Director Joseph Griffin From: cwtranse@gmail.com Sent: Wednesday, November 01, 2017 6:55 PM To: Joseph Griffin Cc: Jean Tarbell; Kenneth Killgore; Cynthia Watson Subject: Fw: City of Sebastian DMP Plan. Attachments: Sebastian Resubmittal - DMP approval.pdf Joe, Finally, the City now has an approved 2017 Debris Management Plan. Approved by both FEMA and State of Florida. See the Congrat email below from the State. It took some doing, but you now have the first updated plan in Florida since most of the plans were approved in 2007/2008. Please toss the old one and I will get you copies of the new one. Frank From: Richard.Knowles@ em. mvflorida.com Sent: Friday, October 27, 2017 10:51 AM To: cwtranse@email.com Cc: Mack, Carter Good morning Mr. Watanabe, It is with no small sense of pride in your accomplishment that I congratulate you on a job well done, regarding FEMA's acceptance of the City of Sebastian's Debris Management Plan. Thank you very much for all your efforts. I know it was a bit trying at times, but your perseverance paid off sir. Again congratulations! Respectfully, Richard "Rick" Knowles Category A, B, FMAG Programmatic Specialist, Public Assistance Branch, Recovery Bureau Florida Division of Emergency Management Executive Office of the Governor 2555 Shumard Oak Blvd. Tallahassee, FL. 32399 Office: (850) 815-4405 TABLE OF CONTENTS SECTION 1 -Overview........................................................................... A. Purpose............................................................................................ B. Scope................................................................................................ C. Enforcement..................................................................................... .................................... 4 .................................... 4 .................................... 4 .................................... 4 SECTION II — Debris Management Center Organization and Staff .............................................. A. General................................................................................................................................. B. Debris management Center Organization............................................................................. C. City Debris Administrator.................................................................................................... D. Debris Management Center.................................................................................................. Figure 1 — City of Sebastian Debris Management Center Organizational Chart ............... E. Administrative Support Staff................................................................................................ F. Debris Management Center Liaison Officer......................................................................... G. Public Works Debris Coordinator........................................................................................ H. Other Agency Liaison Officers............................................................................................. SECTIONIH— Response............................................................................................................... A. General.................................................................................................................................. Operational Level 1 —Alert .................................................................................................. Operational Level 2 — Heightened Alert ............................................................... I............... Operational Level 3 — Event Imminent or Occurring........................................................... B. Damage Assessment Team.................................................................................................... C. Debris Operational Phases..................................................................................................... EventAssumption................................................................................................................ Phase I — Initial Response..................................................................................................... Phase11— Recovery .............................................................................................................. SECTION IV — Recovery/Collection............................................................................................. A. General.................................................................................................................................. B. Debris Contractor Oversight Team........................................................................................ 1. Debris Monitor................................................................................................................. 2. Load Site Monitors........................................................................................................... 3. Disposal Site Monitor....................................................................................................... 4. Load Ticket Disposition................................................................................................... C. Debris Monitor Training Workshop...................................................................................... D. Close-out for Federally Declared Disasters........................................................................... 4 4 5 5 6 7 8 8 8 8 9 9 9 9 9 9 10 10 10 11 11 11 12 13 14 15 16 16 17 SECTION V — Communications.................................................................................................... 18 A. Debris Management Center Staff Communication................................................................ 18 B. Public Communications......................................................................................................... 18 C. Information Technology........................................................................................................ 18 D. Private Developments Debris................................................................................................ 18 SECTION VI — Debris Management Site (DMS) Field Guides .................................................... 19 A. Debris Management Site (DMS) site Setup and Closeout Field Guide ................................. 19 1. DMS Site Setup................................................................................................................ 19 2. DMS Site Baseline Data Checklist................................................................................... 19 3. DMS Site Operations........................................................................................................ 19 2 4. DMS Site Closeout Inspection......................................................................................... 5. DMS Site Closeout Planning............................................................................................ 6. DMS Site Closeout Steps................................................................................................. 7. DMS Site Remediation..................................................................................................... 8. DMS Site Closeout Coordination..................................................................................... 9. DMS Site Closure Checklist............................................................................................. 10. DMS Site Closeout.......................................................................................................... 11. DMS Site Re-approval.................................................................................................... B. Temporary Construction and Demolition Staging/Transfer Site Guide ................................ 1. General............................................................................................................................. 2. Selecting Temporary Staging/Transferring Sites............................................................. 3. C&D treatment and Processing/Recycling Sites.............................................................. C. Temporary Vegetative Temporary Debris Storage and Reduction Site Guide ...................... 1. General............................................................................................................................. 2. Chipping and Grinding Sites............................................................................................ D. Reproducible Forms.............................................................................................................. Debris Estimating Formulas................................................................................................. Debris Loading Site Monitoring Checklist........................................................................... Debris Disposal Site Monitoring Checklist.......................................................................... Stockpiled Debris Field Survey Form.................................................................................. Debris Disposal Site Load Tracking Log............................................................................. Temporary Debris Management Baseline Data Checklist .................................................... Temporary Debris Storage and Reduction Site Closure Checklist ....................................... Right of Entry/Hold Harmless Agreement........................................................................... APPENDIX.................................................................................................................................... AirportDMS location map................................................................................................... ProcurementPolicy.............................................................................................................. SafetyPolicy......................................................................................................................... Bid Proposal/Selection/Award Debris Contract................................................................... Debris Hauling Contractors Scope....................................................................................... Force Account Equipment/Labor........................................................................................ 3 20 20 20 20 21 21 21 21 21 22 22 23 24 24 25 26 27 28 29 30 31 32 33 34 35 A B C D E F City of Sebastian Disaster Debris Management Plan SECTION I - OVERVIEW A. Purpose The City of Sebastian will adhere to the Disaster Debris Management Plan to respond to a natural or man-made debris generating event. This plan is designed to identify agencies and activities that are involved in debris operations to ensure a coordinated response which achieves removal, temporary storage, and final disposition of debris deposited along or immediately adjacent to public rights-of-way within the city limits. B. Scope This Standard Operating Guidelines (SOG) provides organizational structure, guidance, and standardized guidelines for field operations in the clearance, removal, and disposal of debris caused by a major debris -generating event. This SOG shall apply to all departments and divisions. This SOG is designed to assist the City of Sebastian staff in implementing and coordinating public and private sector debris removal and disposal operations to maximize cleanup efficiencies. Expeditious debris removal and disposal actions will mitigate the threat to the health, safety, and welfare of the City of Sebastian residents. C. Enforcement Any person deviating from the provisions of this guideline may be required, at the discretion of the City Engineer/Engineering Director, to submit in writing, within five (5) calendar days, an explanation for such deviation. The written explanation will be forwarded to the City Manager for final resolution if required. SECTION II - DEBRIS MANAGEMENT CENTER ORGANIZATION AND STAFF A. General The City Debris Management Plan provides the framework to unify the recovery efforts of Engineering and Public Works Departments, and other City agencies and departments/divisions, local governments, non-governmental and voluntary organizations, and regional and federal partners involved in emergency debris cleanup operations. When properly implemented, the result will be a coordinated and comprehensive effort to reduce debris -related impacts of an emergency or disaster. 11 The Engineering Director/City Engineer will be designated as the City Debris Administrator for the duration of the disaster response and recovery operation. The City Debris Administrator will be responsible for managing all Debris Clearing Operations (Phase I) and Debris Removal and Disposal Operations (Phase II) from a centralized Debris Management Center (DMC) located at the Sebastian Municipal Airport, 202 E. Airport Drive, Sebastian, FL 32958. Phase I operation includes debris clearance from emergency evacuation routes, access routes to critical facilities, and all other streets throughout the City. Phase II operation includes permanent removal and disposal of all debris deposited along or immediately adjacent to public rights-of- way throughout the City. The Debris Administrator will provide overall supervision of a joint debris staff made up of personnel from Engineering, Roads & Maintenance, Stormwater, Parks & Recreation and Airport staff. The City Debris Administrator will be the single point of contact responsible for routine disaster debris removal and disposal operations and interfacing with representatives from other local, County, state, and federal agencies on a daily basis. The Debris Administrator will resolve any debris issues between the City and the state pertaining to FEMA policy and regulations. B. Debris Management Center Organization The City's Debris Management Center (DMC) is organized to provide a central location for the coordination and control of all debris management requirements. To accomplish this mission the DMC will require the following positions: : �, • Debris Administrator • PW Debris Coordinator • Contractor Representative(s) • Contract Monitors • Administrative Staff One of the primary functions of this SOG is to clearly delineate a basic organization and assign specific responsibilities. Many issues will arise that are not specifically mentioned in this SOG during the conduct of debris operations. However, responsibilities are sufficiently defined so that unexpected issues can be assigned and resolved efficiently. C. City Debris Administrator The Engineering Director will function as the City's Debris Administrator. The Administrator's responsibilities include the following with respect to all debris management activities: 1. Communicating timely information to the Emergency Operation Center (EOC) staff regarding the status of the debris clearing, removal, and disposal operations. 2. Assuring that the City is represented at all meetings with other government and private agencies involved with the debris cleanup operation. 3. Coordinating with appropriate local, County, state, federal agencies (FEMA, USAGE, etc.), and others as appropriate. 4. Developing and implementing a system to rapidly notify appropriate staff as to where and when to report for duty. This system must be kept up-to-date to ensure key staff can readily be reached. The notification system should be maintained in such a manner that notification can be made at any time. 5. Convene emergency debris coordinating meetings. 6. Ensure that the DMC is provided all needed administrative staff support. 7. Provide media relations in coordination with the City Manager. 8. The Administrator will assign a Liaison Officer to the EOC to coordinate and respond to any requests from the EOC staff with regards to debris management activities. Actions will focus on keeping track of Debris Management Zone assignments and progress of the initial debris clearance (Phase 1) from emergency evacuation routes and critical facilities. The Liaison Officer will keep the EOC staff informed of any problems encountered or expected D. Debris Management Center (DMC) The DMC is organized to provide a central location for the coordination and control of all debris management requirements. If activated for a storm event, the DMC will be located at the Sebastian Municipal Airport, 202 E. Airport Drive, Sebastian, FL 32958. The DMC organizational diagram shown in Figure 1 on the following page identifies the DMC staff positions required to coordinate the actions necessary to remove and dispose of debris using both City and Contractor assets. The DMC staff will be under the direction of the Debris Administrator. Staff actions may include the following: 1. Attend emergency coordination meeting with City management staff to determine the appropriate actions for the storm event. 2. Activate the DMS location for operation, contact DEP and then do site review to prepare the DMS locations. 3. Making recommendations for City and Contractor work assignments and priorities based on the City's Debris Management Zones. 4. Reporting on debris removal and disposal progress, and preparing of status briefings. 5. Providing input to the City Manager's Office on debris removal and disposal activities. 6. Coordinating with County on debris issues affecting both the County and City. 7. Coordinating City debris removal and disposal operations with County and solid waste managers and environmental regulators. 8. Coordinating with the following Federal agencies in the event of a major natural or man- made debris -generating disaster: • Federal Emergency Management Agency (FEMA) • U. S. Army Corps of Engineers (USACE) • Local Office of the Federal Bureau of Investigation (FBI) • US Environmental Protection Agency (USEPA) 9. Coordinate with utility companies (FPL, telephone and cable TV) as appropriate to ensure that power lines do not pose a hazard to emergency work crews. 10. Coordinate City debris removal and disposal operations with solid waste managers and environmental regulators from Indian River County and the state. 11. Coordinate debris removal and disposal of Federal Aid Roads with the State and County. Figure 1—City of Sebastian Debris Management Center Organization IM11 uVV City of Sebastian -" Disaster Debris Management HOME OF PELICAN ISLAND 2017/18 Organization Eding Emergency Manager Public Information City Manager O ficer Joseph Griffin Jean Tarbell 72 Hour Push Debris Administrator Debris Emergency Debris Coordinator City Engineer Operation Center Public Works Director Frank Watanabe, PE Philip Patrrade CAT B Tim Walker Blake Brinkley Scott Baker PD Chief 7 Michelle Morris 72 Hour Push Debris Assessment Debris Clear Debris Management CAT Site (DMS) Philip Patrrade Officer Blake Brinkley Scott Baker FEMA Public 7 Assistance Officer Debris Pudic Wales Force Account Ken Killgore Manageror Debris Debris Monitor Volunteers! Supervisor Jenn"rferSmith True North i Nelson Lucius CommunicatioN Safety CooMinator Cynthio Watson � r ' Debris Hauler Debris Hauler Primary Sewndary Tim Rose Ceres J 7 E. Administrative Support Staff A minimum of 1 personnel with administrative skills are required to handle the routine DMC office procedures. Their primary responsibility will be to: Enter debris load ticket information into a Debris Tracking database Copy and file the original load and ticket trimming tickets Keep track of citizen complaints against the City's debris removal Contractors. F. Debris Management Center Liaison Officer The Debris Management Center Liaison Officer will be located at the County EOC. The liaison officer will be responsible for coordinating with the DMC staff all requests for debris activities initiated by the County EOC staff. G. Debris Coordinator The Debris Coordinator's responsibilities will include, but not be limited to, the following: • Responsible for the daily operational control of the DMC staff. • Coordinate all Public Works debris assignments. • Coordinate debris clearance from evacuation routes and access to critical facilities and other roadways within the unincorporated portions of the County (Phase 1). • Provide personnel and equipment to assist in the remove and dispose of debris (Phase II) as directed by the Debris Administrator. • Inform the Debris Administrator of cleanup progress and any problems encountered or expected. • Ensure that all contractor debris removal and disposal operations are properly monitored utilizing personnel assigned to the Debris Contractor Oversight Team (DCOT). • Maintain a listing of all available Public Work's equipment and staff identified for possible debris removal and disposal missions. • Coordinate all Public Work's debris assignments approved by the City Debris Administrator. • Ensure that required logistical support is available, including cell phone, transportation, etc. • Maintain a daily journal and file on all debris related documents and issues. • Ensure that City's health and safety procedures in accordance with State/Local health and safety standards are being followed by city staff and contractor. • Coordinate with City's Engineering, Building Official and Growth Management Director to ensure all regulatory permits required in relation to the debris removal are properly obtained before the activity begins. H. Other Agency Liaison Officers Florida Power and Light (FPL) will be requested to designate a representative from their company to work at the DMC to assist with coordinating debris removal efforts between the power company and the City. 93 SECTION III - RESPONSE A. General Ongoing, advanced planning is an important part of a debris removal plan. Preparedness actions taken far in advance of an actual event allow implementation of the plan to occur more easily during an actual event. The following paragraphs define three operational levels. Operational Level 1— Alert. During Operational Level 1, the City Debris Administrator and the Debris Coordinator should do the following: • Notify essential personnel of change in Operational Levels. • Review emergency operations plan. • Check emergency equipment and supplies. • Conduct radio/cell phone communications checks. • Extend work shifts of emergency crews. • Monitor events. Operational Level 2 — Heightened Alert. During Operational Level 2, the City Debris Administrator and Debris Coordinator should do the following: • Activate the Debris Management Center. • Notify the EOC that the Debris Management Center has been activated. • Notify essential personnel of change in Operational Levels. Ask essential personnel to report to DMC. • Test communications plan. • Review Debris Management Plan. Operational Level 3 — Event Imminent or Occurring. During Operational Level 3, the City Debris Administrator and Debris Coordinator should do the following: • Initiate call-up of stand-by and extra (off-duty) personnel. • Implement Debris Management Plan B. Damage Assessment Teams (DAT) The Engineering Director is responsible for coordinating impact assessment for all public structures, equipment, and debris clearance requirements immediately following a large-scale disaster. Impact assessments are performed by Damage Assessment Teams (DAT) and used to prioritize impacted areas and resource needs. The DAT will be composed of the City Engineer, Building Official, Building Department Personnel, Public Works Director, Public Works Department Personnel and Engineering Inspectors. DAT personnel also need to identify debris impacts on critical roads and make initial estimates of debris quantities as part of their duties. DAT personnel should utilize the estimating formula in Table 1 on page 13 to forecast and model the debris volume. A reproducible table is on page 27. Based on information provided by the DAT, the City Debris Administrator will set priorities and will issue urgent assignments to clear debris from at least one lane on all evacuation routes and identify primary and secondary roads to expedite the movement of emergency service vehicles such as fire, police, and medical responders. DAT personnel will conduct initial zone -by -zone windshield surveys to identify the type of debris and to estimate amounts of debris on the roadways and on private and public property. The results of the windshield surveys will be provided to the City Engineer and to the DMC Liaison Officer located at the EOC. Event Assumptions: • Category 1 Vegetation Debris Only 10,000 CY • Category 2 Vegetation Debris Only 15,000 CY • Category 3 Vegetation 15,000 CY, C&D 5,000 CY, other 5,000 CY • Category 4 Vegetation 20,000 CY, C&D 10,000 CY, other 10,000 CY • Category 5 Vegetation > 20,000 CY, C&D > 20,000 CY, other >20,000 CY The City Debris Administrator will establish initial priorities for debris clearance based upon the following ranking as provided by the DAT: 1. Extrication of people. 2. Egress for fire, police, and Emergency Operations Center personnel. 3. Ingress to hospitals, jail, and public shelters. 4. Major traffic routes. 5. Major flood drainage ways. 6. Supply distribution points and mutual aid assembly areas. 7. Government facilities. 8. Public Safety communications towers. 9. American Red Cross shelters. 10. Secondary roads. 11. Access for utility restoration. 12. Neighborhood streets. 13. Private property adversely affecting public welfare. C. Debris Operational Phases Phase I — Initial Response The City Debris Administrator will assign crews to each of the identified areas to begin the road clearance process. This operation usually occurs during the first 24 to 72 hours following an event. Note that Contractor clearing operations or "Push" under a time and material contract must be limited to no more than 70 hours to comply with current FEMA guidance. Based on the feedback received from field personnel, the City Debris Administrator will the City's in use capabilities are sufficient to remove the quantity of debris generated by the event. If the City Debris Administrator determines that the quantity of debris generated exceeds the City's capacities to clear, remove and dispose of it, then the City Debris Administrator may elect to activate a pre -positioned contract with a qualified Contractor to assist with debris operations. The City Debris Administrator will notify the City Manager's Office to activate the contract. Ito] determine if If a Presidential disaster is declared for Indian River County for Public Assistance on Category A (Debris removal) and Category B (Protective Measures), the City Debris Administrator will assess the debris operation to determine if the monitoring exceeds the City's capabilities to clear, remove and dispose of it, then the City Debris Administrator may elect to activate the consultant monitors and also request Federal Public Assistance for debris removal operations. The City Debris Administrator will submit a request for Federal Public Assistance through the County EOC. The County EOC staff will submit the request to FEMA, who will assign a Mission Assignment to the U.S. Army Corps of Engineers (USACE) to assist in the debris cleanup operation. The City Debris Administrator will activate the two pre -approved DEP Debris Management Sites (DMS) at the Sebastian Municipal Airport. Phase H — Recovery Phase II will be implemented within two to five days following a major debris -generating event, and will encompass the processes of debris removal and disposal. This delay is normal and allows time for affected citizens to return to their homes and begin the cleanup process. Debris must be brought to the right-of-way or curb to be eligible for removal at public expense. The City Debris Administrator will be responsible for implementing all Phase II activities with support as required from the Debris Coordinator, and private Contractors. Phase II may be quite lengthy as disaster recovery continues until pre -disaster conditions are restored. Requests for additional assistance beyond the City's resources will be submitted to the County EOC for action. Phase II activities include: • Activation of pre -positioned contractors by signing official contract. City currently has several pre -positioned hauling contractors. All contractors were pre -positioned by utilizing advertised bid process and selection by review committee and awarded by the City Council. The method allows the City to utilize contracts of master agreements of state, federal, or other local governments or other publicentities to procure goods and services, if the vending contractor extends the terms and conditions of the contract or agreement to the City and the contract or agreement has been awarded through the City's procurement procedures substantially equivalent to the requirements of the City's Code of Ordinance. An official contract shall not be signed until after a disaster event is declared by FEMA and Public Assistance is activated. • Notification to citizens of debris removal procedures. • Activation of the two pre -approved by DMS locations. • Removal of debris from public rights-of-way and critical public facilities. • Movement of debris from the two DMS locations to permanent landfills. SECTION IV — RECOVERY/COLLECION A. General Recovery operations will begin after primary streets and evacuation routes are cleared by pushing debris from the traveled way to the curb or right -of way. Recovery operations involve the removal and disposal of curbside or right-of-way debris by City crews and Contractor crews. All Contractor operations will be overseen by the Debris Contractor Oversight Team (DCOT). Phase II Debris Removal and Disposal Operations The City Debris Administrator and staff will coordinate debris removal and disposal operations for all areas within the city limits. Phase II operations involve the removal and disposal of curbside debris by City and private Contractor crews. The Public Works department will provide 11 oversight of its own removal operations. Private contractor operations will be overseen by the DCOT contract monitors. Mixed debris will be collected and hauled from assigned Debris Management Zones (DMZ) to the two DMS locations or to designated landfill locations. Clean woody debris will be hauled to the nearest designated vegetative DMS for eventual grinding. Construction and demolition (C&D) and [nixed debris will be hauled to the nearest designated C&D DMS site for eventual sorting and re -hauling to a County landfill. The primary tracking mechanism for all debris loaded, hauled, and disposed of under the Debris Management Plan will be the "Load Ticket", which is shown in Figure 2 located on page 16. Load tickets will be initiated at debris loading sites and closed -out upon drop-off of each load at the DMS or permanent landfill, and are to be used to document City force account haulers, and any private Contractor haulers. Load tickets will serve as supporting documentation for any Contractor payment by force account as well as for requests for FEMA reimbursement. County Solid Waste Operations will identify one or more Household Hazardous Waste (HHW) drop-off locations. Residents will be encouraged to separate and transport HHW to pre -identified drop-off points. Private Contractors will be directed to separate HHW at the curb and not haul it to a TDSR site. The Public Works Debris Coordinator will coordinate with local, State and Federal Environmental Protection Agency (USEPA) officials for the collection of eligible industrial or commercial hazardous waste resulting from the disaster and final disposal of all HHW. Utility company crews (FPL, telephone and cable TC) will remove and dispose of all utility related debris such as, power transformers, utility poles, cable, and other utility company material. B. Debris Contractor Oversight Team The Debris Contractor Oversight Team (DCOT) is responsible for the coordination, oversight, and monitoring of all debris removal and disposal operations performed by City debris removal and disposal Contractors. The DCOT supervisor and team members will be detailed from City personnel initially. The DCOT team may also be supplemented with contracted inspectors and other personnel as needed. The DCOT team supervisor will be located at the Debris Management Center (DMC) located at the Sebastian Municipal Airport, 202 E. Airport Drive, Sebastian, FL 32958 and will provide overall supervision of the field-based monitoring elements as described below. Specific responsibilities include the following: • Plan debris management site inspection, quality control, and other Contractor oversight functions. • Receive and review all debris load tickets that have been verified by a Disposal Site Monitor (see description below). • Provide verified load tickets to the Public Works administrative data entry clerk for entry into the Debris Load Ticket Data Base. • Report on progress and preparation of status briefings. • Provide input to the City Manager's Office on debris removal and disposal activities and pickup schedules. • Coordinate the distribution and collection of Right of Entry/Hold Harmless Agreements if directed by the City Debris Administrator or Debris Coordinator to remove debris from private property. 12 The DCOT Supervisor will oversee the activities of three types of field monitors. The functions and responsibilities of the field monitors are described below. The DCOT will be responsible for the following: • Work with the Debris Coordinators to identify a debris reduction site and a final disposal site and then notify debris Contractor of locations. • The City has pre-printed (five page) load tickets. DCOT Supervisor will rush to order additional debris load tickets, if needed. A sample load ticket is shown in Figure 2. • Meet with the Roving Monitors, Load Site Monitors and Disposal Site Monitors to review the terms of any activated contracts, the locations of temporary and final disposal sites, an overview of debris removal operations, and the process of completing debris load tickets. 1. Debris Monitor The DCOT Supervisor will assign the needed Debris Monitors to monitor Contractor's debris removal activities. Once assigned, Debris Monitors will monitor debris operations on a full-time basis and make unannounced visits to the loading and disposal sites. In addition, Debris Monitor will do the following: • Assist in the measuring of all Contractor trucks and trailers with the Contractor's representative. Also take photographs of all trucks and trailers. • Obtain and become familiar with the debris removal and disposal contract(s) for which they are providing oversight. • Drive around to observe Contractor operations. • Periodically measure curbside debris using the estimating formulas in Table 1 on page 13. A reproducible table is on page 27. • Complete a Debris Loading Site Monitoring Checklist .A reproducible checklist is on page 28 • Complete a Debris Disposal Site Monitoring Checklist daily. A reproducible checklist is on page 29. Ensure that operations are being followed as specified in the applicable Debris Removal and Disposal Contract with respect to City, state, and federal regulations. • Prepare a daily written report of Contractor activities observed, including photographs of activities and sites visited. The reports will also include the daily checklist. • Complete the Stockpiled Debris Field Survey Form at least weekly to determine estimated quantities of debris stockpiled. A reproducible form is on page 30. 13 Debris Monitor will submit his/her written daily reports at the end of each day to the Debris Coordinator. The report will outline their observations with respect to the following: • Is the Contractor using the site properly with respect to layout and environmental considerations? • Has the Contractor established lined temporary storage areas for ash, household hazardous wastes, and other materials that can contaminate soil and groundwater? • Has the Contractor established environmental controls in equipment staging areas, fueling, and equipment repair areas to prevent and mitigate spills of petroleum products and hydraulic fluids? • Are plastic liners in place under stationary equipment such as generators and mobile lighting plants? • Has the Contractor established appropriate rodent control measures? • Has the Contractor establish procedures to mitigate: o Dust — Are water trucks employed to keep the dust down? o Noise — Have berms or other noise abatement procedures been employed? o Traffic — Does the DMS have a suitable layout for ingress and egress to help traffic flow? Reports will also include observations at loading sites, disposal sites, and the locations of any illegal dumping sites. 2. Load Site Monitors The DCOT Supervisor will assign Load Site Monitors to loading site locations. Load Site Monitors will be responsible for observing and documenting debris removal activities at loading sites in the field and at temporary loading sites. Load Site Monitors will do the following: • Coordinate with the Contractor's representative at the DMC to verify the location of the loading sites each day. • Assist in the measurement each truck at the beginning of debris removal operations. Document the truck dimensions, note the truck number and take a picture of each truck. • Document type of debris loaded (vegetative, construction and demolition, etc.) • Complete the debris load ticket and sign it. • Retain a copy of the debris load ticket and give the remaining copies to the truck driver. • Copies of load tickets retained by the Load Site Monitors will be submitted to the DCOT Supervisor at the end of each day. 14 Table 1— Debris Estimating Formulas Estimating Rule of Thumb 15 trees, 8 inches in diameter = 40 CY Single wide mobile home = 290 CY Double wide mobile home = 415 CY Root system (8'-10' dia.) = One flat bed trailer to move Treat debris piles as a cube, not a cone, when performing estimates. Average pace = 2' 6" Formulas Conversions: • 27 cubic feet=l cubic yard • One mile=5280 feet or 1760 yards • Building formula: 0.2 x total square feet (footprint x number of stories) = Cubic Yards of debris • Debris pile formula: L' x W' x H'= Cubic Yards of debris. 27 Conversion Factors from Cubic Yards to Tons • Mixed Construction & Demolition Debris = 500 LBS/CY or CY x 0.25 = Tons • Yard Vegetation = 300 LBS/CY or CY x 0.15 = Tons • Mulch = 500 LBS/Cy or CY x 0.25 = Tons • Regular Trash = 300 LBS/CY or CY x 0.15 = Tons • Concrete = 2000 LBS/CY or CY x 1.0 = Tons • Sand = 2600 LBS/CY or CY x 1.3 = Tons • Land Clearing (Root balls with dirt) 1500 LBS/CY or CY x 0.75 = Tons 3. Disposal Site Monitor The DCOT Supervisor will assign a Disposal Site Monitor to the two pre -approved DMS locations being used by the City. Disposal Site Monitor will be responsible for doing the following: • Report to their assigned DMS locations. • Estimate the quantity of debris contained in each truck entering the disposal site. • Obtain copies of the debris load ticket from the truck driver and mark % load capacity. • Sign ticket and retain a copy. Give the remaining copies to the truck driver. • Record each load ticket on the Debris Disposal Site Load Tracking Log. • Spot check truck measurements by periodically measuring the dimensions of the trucks after they have unloaded the debris they were hauling. • Submit copies of the completed, signed load tickets to the DCOT Supervisor at the end of each day. • The DCOT Supervisor will identify DMC Staff person(s) to enter information from the load tickets each day into a load ticket database. 15 4. Load Ticket Disposition The debris Load Ticket will be a 5 -part pre-printed form similar to the one shown in Figure 3 below. For tracking of all debris moved in response to a given event, the following is the disposition of each ticket part: • Part 1 (White) Load Site Monitor (Turned in daily to the DMC) • Part 2 (Green) Disposal Site Monitor (Turned in daily to the DMC) • Part 3 (Yellow) Driver or Contractor's on-site representative (Contractor Copy) • Part 4 (Pink) Driver or Contractor's on-site representative (Contactor Copy) • Part 5 (Gold) Driver or Contractor's on-site representative (Driver/Subcontractor At initiation of each load, the Load Site Monitor will fill out all items in Section 1 of the Load Ticket and will retain Part 1 (White Copy). The remaining copies will be given to the driver and carried with the load to the disposal site. The White Copy will be turned into the DMC at the end of each day. Upon arrival at the disposal site, the driver will give all four copies to the Disposal Site Monitor. The Disposal Site Monitor will complete Section 2 of the Load Ticket and retain Part 2 (Green). Parts 3, 4, and 5 will be given either to the Contractor's on-site representative or to the truck driver for subsequent distribution. The Green Copy will be turned into the DMC at the end of each day. All trucks will be measured by the Contractor and DMC DCOT Debris Monitor before the operation begins and periodically rechecked throughout the operation. The Contractor will be paid based on the number of cubic yards of eligible debris hauled per truckload. Payment for hauling debris will only be approved upon presentation of Part 4 (Pink) of the Load Ticket with the Contractor's invoice. Load tickets will also be completed and retained for force account vehicles as a primary mechanism for tracking debris quantities deposited at TDSR sites. C. Debris Monitor Training Workshop The City Debris Administrator will be responsible for coordinating an annual training workshop for all assigned DCOT personnel. The purpose of the workshop is to review the Debris Management Plan procedures. Items of discussion will include: • Contractor responsibility • Logistical support • Pre -storm mobilization • Procedures for call-up of Contractor personnel and equipment • Contractor vehicle identification and registration • Debris hauling load ticket administration • Mobilization and operation of the DMS • DMS operation and monitoring • Special procedures for Household Hazardous Waste • DMS closure requirements Annual training should be scheduled to take place in April or May, which is before the start of the Hurricane Season. Refresher close-out training should also be scheduled immediately following any major debris -generating event. Z D. Close -Out for Federally Declared Disasters When the event becomes a federally declared disaster, the City Finance Director will need to prepare and collect financial and staffing timesheets for the Debris Administrator to submit a claim to the Federal Emergency Management Agency (FEMA) for reimbursement of expenses associated with the response to and recovery from the event. • The City Finance Director will request the Debris Administrator to generate a cost report from the debris load ticket database. • The Debris Administrator will request an invoice and associated backup documentation from the debris Contractor. • The Debris Administrator will assign a DMC Staff person to reconcile the cost report from the debris load ticket database with the Contractor's report. • The Debris Administrator will determine the appropriate cost of contract debris removal based on the reconciliation. • The Debris Administrator will provide copies of the reconciled reports and final cost to the City Finance Director. • The City Finance Director will assemble payroll records for in-house personnel performing disaster -related debris removal work. The City Finance staff will calculate the number of hours of overtime worked by in-house staff, based on the time sheet. • The City Finance Director or HR Manager will determine the cost (including fringe benefits) of overtime for in-house staff. The City Finance staff will prepare a summary of in-house staff persons, job title, number of overtime hours worked, pay rate, fringe benefit rate and total overtime cost, and supply this report and accompanying back-up documentation to FEMA. • The City Finance Director will assemble a report for in-house equipment usage for disaster -related work. The report will include a description of the equipment, equipment ID number/tag number, operator name, number of hours/miles used, unit cost, and total cost. The Debris Administrator will submit this report and the accompanying backup documentation to FEMA. • The City Finance Director will prepare a report containing a description of the supplies, number of units, unit prices, total cost, and purpose of use. This report will also include supplies removed from pre-existing stockpiles. • The Debris Administrator will work with FEMA to develop the project worksheet (PW) for the Public Assistance (PA) reimbursement. • FEMA close-out will require documentation of all debris operation and closure of the two DMS locations. 17 SECTION V COMMUNICATIONS A. Debris Management Center Staff Communications Under most emergencies/disasters, communications will be primarily by land telephone lines, cellular telephones, or computer; however, the City recognizes that as a result of some disasters, such communications may not be operable. • All members of the debris team will have access to a cell phone. Field personnel and all DMC Staff will use land telephone lines as their primary means of communication. • If land telephone lines are not operable, DMC Staff and field personnel will try to use cellular telephone service to communicate. • If cellular telephone service is not operable, DMC Staff and field personnel will try to use land telephone lines to communicate. • If land lines are not operable, then DMC Staff and field personnel will use "runners" to relay information between the DMC and other operations centers and the field. B. Public Communications The City Manager's Office will: • Develop press releases about the status of debris clearance and removal operations. Press releases will also contain information for the public about any measures that they can take to facilitate debris clearance and removal operations. • Coordinate the content and timing of the press releases with the County. • Provide accurate status updates about debris clearance and removal operations. • Work with the DMC staff to assemble debris clearance and removal data and other information requested by the press. C. Information Technology • DMC Staff will utilize e-mail to communicate written information. • DMC Staff will utilize a debris load ticket tracking access database to enter and track debris load ticket information. D. Private Development Debris Removal The City does not have in place an agreement with the 4-5 private gated developments within the City of Sebastian. City does provide police and other services within these communities. In the event of a hurricane, the City will communication by website and also contact the HOA board to see if they would like debris removal. The HOA board will need to sign the hold harm agreement form to allow City haulers to do a pass operation. See Appendix R — Hold Harmless lu SECTION VI - DEBRIS MANAGEMENT SITE FIELD GUIDES A. Debris Management Site (DMS) Site Setup and Closeout Guide 1. DMS Setup The City has two pre -approved DMS locations by the Florida DEP at the Sebastian Municipal Airport which will be activated in case of a storm event. See Attachment A — Airport DMS. WACS ID: 101821 City Of Sebastian Airport — DMS 1 280 Corporate Park Drive, Sebastian WACS ID: 98174 Airport Debris Staging Area — DMS 1 299 E. Airport Dr., Sebastian Once the sites are activated, the topography and soil/substrate conditions should be evaluated to determine best site layout. When preparing the site for storm debris usage, think of ways to make restoration easier. For example, if the local soils are very thin, the topsoil can be scraped to bedrock and stockpiled in perimeter berms. Upon site closeout, the uncontaminated soil can be spread to preserve the integrity of the tillable soils. The following site baseline data checklist which should be used to evaluate a site before a Contractor begins operations and used during and after to ensure that site conditions are properly documented. 2. DMS Baseline Data Checklist Before Activities Begin Take ground or aerial photographs and/ or video. Note important features, such as structures, fences, culverts, and landscaping. Take random soil samples. Take random groundwater samples. Take water samples from existing wells. Check the site for volatile organic compounds. After Activities Begin Establish groundwater -monitoring wells. Take groundwater samples. Take spot soil samples at household hazardous waste, ash, and fuel storage areas. Progressive Updates Update videos/photographs. Update maps/sketches of site layout. Update quality assurance reports, fuel spill reports, etc. 3. DMS Operations Lined temporary storage areas should be established for any ash, C&D, household hazardous waste, fuels, and other materials that may contaminate soils and groundwater. Plastic liners should be placed under stationary equipment such as generators and mobile lighting plants. These actions should be included as a requirement in the contract scope of work. If the site is used for fueling and equipment repair, these activities should be monitored to prevent and mitigate spills of petroleum products and hydraulic fluids. Be aware of and lessen the effects of 19 operations that might irritate occupants of neighboring areas. Establishment of a buffer zone can abate concerns over smoke, dust, noise, and traffic. Debris removal /disposal should be viewed as a multi -staged operation with continuous volume reduction. 4. DMS Closeout Inspection Each DMS will eventually be emptied of all material and be restored to its previous condition and use. The Contractor is required to remove and dispose of all mixed debris, construction and demolition debris, and debris residue to approved landfills. Appropriate District or DEP inspectors will monitor all closeout activities to ensure that the Contractor complies with the Debris Removal and Disposal Contract. Additional measures may be necessary to meet state and federal environmental requirements because of the nature of the DMS operation. 5. DMS Closeout Planning The Contractor must assure the Debris Administrator that the DMS locations are properly remediated. There will be significant costs associated with this operation as well as close scrutiny by the local press and environmental groups. Site remediation will go smoothly if baseline data collection and site operation procedures are followed. 6. DMS Closeout Steps The following are the steps for closeout of the DMS. 1. Contractor responsible for removing all debris from the site. 2. Any vegetated grinding material should be recycled or reused. 1 Contractor conducts an environmental assessment with Debris Coordinator and the Airport Director. 4. Contractor develops a remediation plan. 5. Remediation plan reviewed by Debris Coordinator, landowner, and appropriate environmental agency. 6. Remediation plan approved by the appropriate environmental agency. 7. Contractor executes the plan. 8. Contractor obtains acceptance from Debris Coordinator, appropriate environmental agency, and the Airport Director. 9. Final close-out inspection by the DEP inspector for both DMS locations. 10. Take photos of the closed sites for FEMA records DMS Remediation During the debris removal process and after the material has been removed from the DMS, environmental monitoring will be needed to close each of the sites. This is to ensure that no long- term environmental contamination is left on the site. The monitoring should be done on two different media: soil, and groundwater. • Soil. Monitoring of the soils should be by portable inspection methods to determine if any of the soils are contaminated by volatile hydrocarbons. The Contractors may do this if it is determined that hazardous material, such as oil or diesel fuel spilled on the site. This phase of the monitoring should be done after the stockpiles are removed from the site. • Ground Water. The monitoring of the groundwater should be done to determine the probable effects of rainfall leaching through either the ash areas or the stockpile areas. 20 8. DMS Closeout Coordination The Contractor will coordinate the following closeout requirements through the DCOT staff: • Coordinate with local and State officials responsible for construction, real estate, contracting, project management, and legal counsel regarding requirements and support for implementation of a site remediation plan. • Establish an independent testing and monitoring program. The Contractor is responsible for environmental restoration of both public and leased sites. The Contractor will also remove all debris from sites for final disposal at landfills prior to closure. • Reference appropriate and applicable environmental regulations. • Prioritize site closures. • Schedule closeout activities. • Determine separate protocols for soil and water testing. • Develop decision criteria for certifying satisfactory closure based on limited baseline information. • Develop administrative procedures and contractual arrangements for closure phase. • Inform local and State environmental agencies regarding acceptability of program and established requirements. • Designate approving authority to review and evaluate Contractor closure activities and progress. • Retain staff during closure phase to develop site-specific remediation for sites, as needed, based on information obtained from the closure checklist shown below. 9. DMS Closure Checklist The following are the closure checklist requirements: • Site location. • Date closure complete. • Household hazardous waste removed. • Contractor equipment and temporary structures removed • Contractor petroleum spills remediated. • Comparison of baseline information to conditions after the Contractor has vacated the temporary site. • Appendices • Closure documents • Contracting status reports ■ Contract • Testing results • Correspondence ■ Narrative responses ■ A reproducible TDSRS Closure Checklist is on page 33. 10. DMS Closeout Once a site is no longer needed, it should be closed in accordance with the following guidelines. Closeout or re -approval of a temporary DMS should be accomplished within 30 days of receiving the last load of debris. 21 Closeout is not considered complete until the following occurs: • All processed and unprocessed vegetative material and inert debris shall be removed to a properly approved solid waste management site. Tires must be disposed of at a scrap tire collection/processing facility; white goods and other metal scrap should be separated for recycling. • Burn residues shall be removed to a properly approved solid waste management site or land applied in accordance with these guidelines. • All other materials, unrecoverable metals, insulation, wall board, plastics, roofing material, painted wood, and other material from demolished buildings that is not inert debris as well as inert debris that is mixed with such materials shall be removed to a properly pemritted C & D recycling facility, C & D landfill, or County solid waste landfill. 11. DMS Re -approval The City has two pre -approved as DMS locations will require DEP re -approval for any long-term storage, continuing reduction processing, and permanent disposal if site is not closed out in accordance with guidelines stated here. After any storm and ending of the Public Assistance Category A and B, the state will issue notice of closure of approved DMS location. Any extension to maintain or keep open DMS locations will require approval in writing by the DEP for an extension. DEP allows only 30 day extensions. Sites shall be managed and monitored in accordance with the Health Department requirements and to prevent threats to the environment or public health. B. Temporary Construction and Demolition Staging / Transfer Site Guide 1. General The following guidelines should be considered when establishing staging/transfer sites for Construction & Demolition (C&D) and C&D recycling treatment and processing facilities. These guidelines apply only to sites for staging/transferring C&D storm debris (roof shingles/roofing materials, carpet, insulation, wallboard, treated and painted lumber, etc.). Arrangements should be made to screen out unsuitable materials, such as household garbage, white goods, asbestos containing materials (ACM's), and household hazardous waste. 2. Selecting C&D Staging / Transferring Sites Locating sites for staging/transferring C&D waste can be accomplished by evaluating potential sites and by revisit sites used in the past to see if site conditions have changed or if the surrounding areas have changed significantly to alter the use of the site. The following guidelines are presented in locating a site for "staging/transferring" and are considered "minimum standards" for selecting a site for use: • Sites should be located outside of identifiable or known floodplain and flood prone areas; consult the Flood Insurance Rate Map for the location in your county to verify these areas. Due to heavy rains associated with hurricanes and saturated conditions that result, flooding may occur more frequently than normally expected. 22 • Unloading areas for incoming C&D debris material should be at a minimum 100 feet from all surface waters of the state. "Waters of the state" includes but is not limited to small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels, ponds, wetlands, etc. • Storage areas for incoming C&D debris shall be at least 100 feet from the site property boundaries, on-site buildings, structures, and septic tanks with leach fields or at least 250 feet from off-site residential dwellings, commercial or public structures, and potable water supply wells, whichever is greater. • Materials separated from incoming C&D debris (white goods, scrap metal, etc.) shall be at least 50 feet from site property lines. Other non -transferable C&D wastes (household garbage, larger containers of liquid, household hazardous waste shall be placed in containers and transported to the appropriate facilities as soon as possible. • Sites that have identified wetlands should be avoided, if possible. If wetlands exist or wetland features appear at a potential site, verification by the local Corps of Engineers office will be necessary to delineate areas of concern. Once areas are delineated, the areas shall be flagged and a 100 -foot buffer shall be maintained for all activities on-going at the site. • Sites bisected by overhead power transmission lines need careful consideration due to large dump body trucks/trailers used to haul debris, and underground utilities need to be identified due to the potential for site disturbance by truck/equipment traffic and possible site grading. • Sites shall have an attendant(s) during operating hours to minimize the acceptance of unapproved materials and to provide directions to haulers and private citizens bringing in debris. • Sites should be secure after operating hours to prevent unauthorized access to the site. Temporary measures to limit access to the site could be the use of trucks or equipment to block entry. Gates, cables, or swing pipes should be installed as soon as possible for permanent access control, if a site is to be used longer than two weeks. • When possible, signs should be installed to inform haulers and the general public on types of waste accepted, hours of operation, and who to contact in case of after hours emergency. • Final written approval is required to consider any TDSR site to be closed. Closeout of processing/recycling sites shall be within one (1) year of receiving waste. If site operations will be necessary beyond this time frame, permitting of the site by the State may be required. If conditions at the site become injurious to public health and the environment, then the site shall be closed until conditions are corrected or permanently closed. Closeout of sites shall be in accordance with the closeout and restoration of TDSR site guidelines. 3. C&D Treatment and Processing/Recycling Sites Management of C&D debris and source separated materials to be recycled shall be in accordance with the following additional conditions: Contact the County Health Department for information on managing asbestos containing materials (ACM's) or materials that are considered regulated asbestos containing materials. Site should be located outside of identifiable or known floodplain and flood prone areas; consult the Flood Insurance Rate Map for the location in your County to verify these areas. Due to heavy rain associated with hurricanes and saturated conditions that result, 23 flooding may occur more frequently than normally expected. • Storage areas for incoming debris should be at a minimum 100 feet from all surface waters of the state. "Waters of the state" includes but is not limited to small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels, ponds, wetlands, etc. • Storage areas for incoming debris shall be located at least 100 feet from property boundaries and on-site buildings/structures. • Sites that have identified wetlands should be avoided, if possible. If wetlands exist or wetland features appear at a potential site verification by the local Corps of Engineers office will be necessary to delineate areas of concern. Once areas are delineated, the areas shall be flagged and a 100 -foot buffer shall be maintained for all activities on-going at the site. • Storage areas for incoming C&D debris shall be at least 100 feet from the site property boundaries, on-site buildings, structures, and septic tanks with leach fields or at least 250 feet from off-site residential dwellings, commercial or public structures, and potable water supply wells, whichever is greater. • Sites bisected by overhead power transmission lines need careful consideration due to large dump body trucks / trailers used to haul debris and the intense heat generated by the ACB device. Underground utilities need to be identified prior to digging pits for using the ACB device. • Provisions should be made to prevent unauthorized access to facilities when not open for use. As a temporary measure, access can be secured by blocking drives or entrances with trucks or other equipment when the facilities are closed. Gates, cables, or other more standard types of access control should be installed as soon as possible. • When possible, post signs with operating hours and information about what types of clean up waste may be accepted. Also include information as to whether only commercial haulers or the general public may deposit waste. • Final written approval is required to consider any TDSR site to be closed. Closeout of processing / recycling sites shall be within six (6) months of receiving waste. If site operations are necessary beyond this time frame, permitting of the site by the State may be required. If conditions at the site become injurious to public health and the environment, then the site shall be closed until conditions are corrected or permanently closed. C. Temporary Vegetative Temporary Debris Storage and Reduction Site Guide 1. General When preparing temporary facilities for handling debris resulting from the clean up efforts due to hurricane damage, the following guidelines should be considered when establishing Temporary TDSRS. These guidelines apply only to sites for staging vegetative storm debris (yard waste, trees, limbs, stumps, branches, and untreated or unpainted wood). The Contractor or City shall make arrangements to screen out any unsuitable materials. The one method of managing vegetative and land clearing storm debris is "chipping/grinding" for use in landscape mulch. 24 2. Chipping and Grinding Vegetation on Sites Locating sites for chipping/grinding of vegetative and land clearing debris will require a detailed evaluation of potential sites and possible revisits at future dates to see if site conditions have changed or if the surrounding areas have changed significantly to alter the use of the site. The following guidelines are presented in locating a site for "chipping/grinding" and are considered "minimum standards" for selecting a site for use: • Sites should be located outside of identifiable or known floodplain and flood prone areas; consult the Flood Insurance Rate Map for the location in your county to verify these areas. Due to heavy rains associated with hurricanes and saturated conditions that result, flooding may occur more frequently than normally expected. • Storage areas for incoming debris and processed material should be at a minimum 100 feet from all surface waters of the state. "Waters of the state" includes but is not limited to small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels, ponds, wetlands, etc. . • Storage areas for incoming debris and processed material shall be at least 100 feet from the site property boundaries and on-site buildings/structures. Management of processed material shall be in accordance with the guidelines for reducing the potential for spontaneous combustion in compost/mulch piles. • Storage areas for incoming debris shall be located at least 100 feet from residential dwellings, commercial or public structures, potable water supply wells, and septic tanks with leach fields. • Sites that have identified wetlands should be avoided, if possible. If wetlands exist or wetland features appear at a potential site, verification by the local Corps of Engineers office will be necessary to delineate areas of concern. Once areas are delineated, the areas shall be flagged and a 100 -foot buffer shall be maintained for all activities on-going at the site. • Sites bisected by overhead power transmission lines need careful consideration due to large dump body trucks/trailers used to haul debris, and underground utilities need to be identified due to the potential for site disturbance by truck/equipment traffic and possible site grading. • Sites shall have an attendant(s) during operating hours to minimize the acceptance of unapproved materials and to provide directions to haulers and private citizens bringing in debris. • Sites should be secure after operating hours to prevent unauthorized access to the site. Temporary measures to limit access to the site could be the use of trucks or equipment to block entry. Gates, cables, or swing pipes should be installed as soon as possible for 25 Permanent access control, if a site is to be used longer than two weeks. Sites should have adequate access that prohibits traffic from backing onto public rights-of-way or blocking primary and/or secondary roads to the site. When possible, signs should be installed to inform haulers and the general public on types of waste accepted, hours of operation, and who to contact in case of an after hours emergency. Grinding of clean wood waste such as pallets and segregated non-painted/non-treated dimensional lumber is allowed. Final written approval is required to consider any TDSRS to be closed. Closeout of staging and processing sites shall be within six (6) months of receiving waste. If site operations are necessary beyond this time frame, permitting of the site may be required. If conditions at the site become injurious to public health and the environment, then the site shall be closed until conditions are corrected or permanently closed. Closeout of sites shall be in accordance with the closeout and restoration guidelines for TDSRS. D. Reproducible Forms Full size reproducible forms are contained on the following pages for: • Debris Estimating Formulas • Debris Loading Site Monitoring Checklist • Debris Disposal Site Monitoring Checklist • Stockpiled Debris Field Survey Form • Debris Disposal Site Load Tracking Log • Temporary Debris Management Baseline Data Checklist • Temporary Debris Storage and Reduction Site Closure Checklist • Right of Entry/Hold Harmless Agreement 26 page 27 page 28 page 29 page 30 page 31 page 32 page 33 page 34 DEBRIS ESTIMATING FORMULAS Estimating Rule of Thumb • 15 trees, 8 inches in diameter= 40 CY • Single wide mobile home = 290 CY • Double wide mobile home = 415 CY • Root system (8'-10' dia.) = One flat bed trailer to move • Treat debris piles as a cube, not a cone, when performing estimates. • Average pace = 2' 6" Formulas Conversions: • 27 cubic feet=l cubic yard • One mile=5280 feet or 1760 yards • Building formula: 0.2 x total square feet (footprint x number of stories) = Cubic Yards of debris • Debris pile formula: L'xW'xH'= Cubic Yards of debris 27 Conversion Factors from Cubic Yards to Tons • Mixed Construction & Demolition Debris = 500 LBS/CY or CY x 0.25 = Tons • Yard Vegetation = 300 LBS/CY or CY x 0.15 = Tons • Mulch = 500 LBS/Cy or CY x 0.25 = Tons • Regular Trash = 300 LBS/CY or CY x 0. 15 = Tons • Concrete = 2000 LBS/CY or CY x 1.0 = Tons • Sand = 2600 LBS/CY or CY x 1.3 = Tons • Land Clearing (Root balls with dirt) 1500 LBS/CY or CY x 0.75 = Tons 27 DEBRIS LOADING SITE MONITORING CHECKLIST Date: Arrival Time: Departure Time: Weather Conditions: Loading Site Location: (Street address or nearest intersection) GPS Location: N ; W Loading Site Monitor's Name (Print Name) Debris Monitor's Name: (Print Name) (Signature) Loading Site 1. Is the Site Monitor filling out the Load Ticket properly? YES ❑ NO ❑ If NO explain actions taken: 2.Is the Contractor loading eligible debris from the designated right -of way (approximately 15' from curb)? YES ❑ NO C If NO explain actions taken: 3. Is the Contractor loading trucks to capacity? YES -j NO If NO explain actions taken: 4. Identify Contractor's truck numbers observed while on site: 5. Were photographs taken at the loading site? YES ❑ NO ❑ If YES, list photo log number: General Notes and Comments: (Include observations within the general area as to overall cleanup activities) (Use reverse side if necessary) FM DEBRIS DISPOSAL SITE MONITORING CHECKLIST Date: Arrival Time: Departure Time: Weather Conditions: Disposal Site Location: (Street address or nearest intersection) GPS Location: N ; W Disposal Site Monitor's Name (Print Name) Roving Monitor's Name: (Print Name) (Signature) Disposal Site 1. Is the Disposal Monitor filling out the Load Ticket properly? YES ❑ NO 7 If NO explain actions taken: 2. Is the Disposal Monitor attaching a copy of the Weight Ticket to the Load Ticket? YES ❑ NO ❑ If NO explain actions taken: 3. Are the Contractor's trucks loaded to capacity? YES ❑ NO If NO explain actions taken: 4. Identify Contractor's truck numbers observed while on site: 5.Were photographs taken at the loading site? YES :1 NO If YES list photo log numbers: ; General Notes and Comments: (Include observations of operations at the landfill) se reverse side if necessary) 29 STOCKPILED DEBRIS FIELD SURVEY FORM - INSERT PICTURES 30 CITY OF SEBASTIAN DEBRIS DISPOSAL SITE LOAD TRACKING LOG Debris Disposal Site Load Tracking Log Date Supervisor's Name Debris Contractor's Site Representative's Name Weather. am: Weather: pm Location Monitor's Name(s) Truck No. Ticket No. Ticket Owner Estimated Quantity (CY) Monitor' s Initials Load Accepted Load Denied Remarks 31 TEMPORARY DEBRIS STORAGE AND REDUCTION SITE BASELINE DATA CHECKLIST The following site baseline data checklist should be used to evaluate a site before a Contractor begins operations and used during and after to ensure that site conditions are properly documented. Before Activities Begin • Contact DEP to activate the DMS sites (two approved by DEP) • Take ground or aerial photographs and/ or video. • Note important features, such as structures, fences, culverts, and landscaping. • Take random soil samples, if required. • Take random groundwater samples, if required. • Check the site for volatile organic compounds. After Activities Begin • Establish groundwater -monitoring wells. • Take groundwater samples. • Take spot soil samples at household hazardous waste, ash, and fuel storage areas. Progressive Updates • Update videos/photographs. • Update maps/sketches of site layout. • Update quality assurance reports, fuel spill reports, etc. Close-out Activities • Contact DEP to close the DMS sites (two approved by DEP) • Take ground or aerial photographs and/ or video. • Note important features, such as structures, fences, culverts, and landscaping. • Take random soil samples, if needed. • Take random groundwater samples, if needed • Check the site for volatile organic compounds. 32 TEMPORARY DEBRIS STORAGE AND REDUCTION SITE CLOSURE CHECKLIST The Contractor must assure the DDM that all DMS are properly remediated. There will be significant costs associated with this operation as well as close scrutiny by the local press and environmental groups. Site remediation will go smoothly if baseline data collection and site operation procedures are followed. • Contractor responsible for removing all debris from the site. • Contractor conducts an environmental assessment with SWA and landowner. • Contractor develops a remediation plan. • Remediation plan reviewed by SWA, landowner, and appropriate environmental agency. • Remediation plan approved by the appropriate environmental agency. • Contractor executes the plan. • Contractor obtains acceptance from SWA, appropriate environmental agency, and the landowner. The following checklist should be used to document site closure activities ❑ Site location. ❑ Date closure complete. ❑ Household hazardous waste removed. ❑ Contractor equipment and temporary structures removed ❑ Contractor petroleum spills remediated. ❑ Comparison of baseline information to conditions after the Contractor has vacated the temporary site. ❑ Appendices • Closure documents • Contracting status reports • Contract • Testing results • Correspondence • Narrative responses 33 CITY OF SEBASTIAN RIGHT OF ENTRY / HOLD HARMLESS AGREEMENT RIGHT OF ENTRY PERMIT NO. DATE PROPERTY ADDRESS / DESCRIPTION NAME (OWNER'S OR OWNER'S AUTHORIZED AGENT) RIGHT OF ENTRY: I certify that I am the owner or the owner's authorized agent of the above-described property. I grant freely and without coercion the right of access and entry to said property to representatives of the Federal Emergency Management Agency (FEMA), the U.S. Army Corps of Engineers (USACE) and the USDA Forest Service to inspect the property for purposes of determining whether disaster -generated debris is eligible for removal under FEMA'S programs and to monitor that removal, and to (eligible applicant) , its agents, contractors and subcontractors for the purpose of removing and/or clearing that disaster -generated debris from that property. HOLD HARMLESS: I understand that this permit is not an obligation upon the government to perform debris removal. I agree to hold harmless the United States Government, FEMA, USACE, the USDA Forest Service, (eligible applicant) and any of their agencies, agents, contractors, and subcontractors, for damages of any type whatsoever, either to the above-described property, or to persons situated thereon. I release, discharge, and waive any action, either legal or equitable, that might arise by reason of any action of the above entities while removing disaster -generated debris from the property. I will mark sewer lines, septic tanks, water lines and utilities located on the property. DUPLICATION OF BENEFITS: Most homeowner's insurance policies have coverage to pay for removal of storm -generated debris. I understand that federal law (42 U.S. C. 5155 et seq.) requires me to reimburse (eligible applicant) the cost of removing the storm - generated debris to the extent covered in my insurance policy. I also understand that I must provide a copy of the proof/statement of loss from my insurance company to (eligible applicant) . If I have received payment, or when I receive payment, for debris removal from my insurance company or any other source, I agree to notify and send payment and proof/statement of loss to (eligible applicant) . I understand that all disaster -related funding, including that for debris removal from private property, is subject to audit. SWORN & ATTESTED All owners/agents must sign below. Printed Name: Signature: Name of Insurance Co. Policy No. WITNESSED: Printed Name: 34 Signature: APPENDIX Airport DMS location map ................................................... Procurement Policy.............................................................. SafetyPolicy......................................................................... Bid Proposal/Selection/Award Debris Contract ................... Debris Hauling Contractors Scope ....................................... Force Account Equipment/Labor........................................ 35 A B C D E F BROTHERS' CONSTRUCTION, INC. 2017 Hurricane and Severe Storm Plan for City of Sebastian Fishing Pier Replacement Sebastian , Florida 1) Hurricane and Severe Storm Plan a) Types of storms anticipated i) Hurricanes (1) Hurricane season is from June 1 - November 30 ii) Tornadoes (1) Not common in the area but can be encountered, especially during hurricanes b) Time intervals before storms when action will be taken and details of the actions taken i) Weather phenomena are divided into four distinct categories or conditions. Each condition, as it occurs, can be identified by its physical characteristics, time intervals, and actions. (1) Condition 4 (a) Physical characteristics: possible threat of storm within seventy-two (72) hours (b) Action: All non-essential gear and equipment should be properly stored and secured. Priority repairs should be made immediately, and a six (6) hour weather watch initiated. (Weather reports, bulletins, notices and other pertinent weather information should be carefully checked every six (6) hours. (2) Condition 3 (a) Physical characteristics: storm in general area within forty-eight (48) hours of job site (b) Action: All non-essential equipment shall be moved away from the structure. Movable equipment, i.e. drums, tanks, barrels, etc., shall be secured. A three (3) hour weather watch initiated. Following final securing of all equipment, all personnel shall be sent home or to safe shelter. (3) Condition 2 (a) Physical characteristics: storm in near vicinity (fifty (50) to seventy-five (75) miles), possibility that it will pass over, or near to, location. At this time, the fringe effects of the storm may be experienced. (b) Action: A constant weather watch and communication with key personnel shall be set up and maintained. (4) Condition 1 (a) Physical characteristics: Storm is eminent and will pass directly over, or very near to, location within three (3) to six (6) hours (b) Action: Ensure the safety of all personnel. (c) After the storm has passed, all employees shall return to the site and remove any and all debris from the work area and equipment. (5) Tornado (a) When the Weather Bureau issues a Tornado Alert, an immediate check of all radio equipment is to be made and a visual weather watch initiated. (b) Tornadoes and Severe Thunderstorms are associated with a Cumulonimbus Cloud. Thunderstorms occur most frequently and reach their greatest intensity in the summer. (c) They strike at any time over land, over rivers, and over inland lakes. They prefer the late afternoons or early evenings. These storms move at approximately twenty-five (25) miles per hour. (d) Due to the rapid movement and brief warning time associated with Tornadoes, the following shall be Standard Operational Procedure during a Tornado Alert. (e) Even though Tornadoes and Severe Thunderstorms are limited as to duration and size, they should command your attentive observation and action — they are vicious and unpredictable. (f) Action: All employees, including equipment operators, shall seek shelter. All loose equipment shall be stored immediately and all movables secured. ii) It is the intent of this plan that the superintendent and supervisors make the Condition determination based on the physical conditions listed. Once the Condition is determined, this should trigger the immediate implementation of the recommended procedures listed under ACTION in each condition. c) List of equipment to be used on the job and its ability to handle adverse weather i) Cranes —boom to be lowered in extreme weather ii) Loaders & excavators —no loose items left in cabs d) List of safe harbors and the distances from the work area to these harbors and the time required to move the equipment to these harbors i) Job site is safe location for storage of equipment during severe weather e) Plan of evacuation i) Employees to be directed away from the site early enough as to avoid unsafe driving conditions. ii) Specified Evacuation Routes to be utilized as necessary iii) All state or local evacuation orders to be followed BROTHERS' CONSTRUCTION, INC. 2017 Hurricane and Severe Storm Plan for City of Sebastian Fishing Pier Replacement Sebastian , Florida 1) Hurricane and Severe Storm Plan a) Types of storms anticipated i) Hurricanes (1) Hurricane season is from June 1 - November 30 ii) Tornadoes (1) Not common in the area but can be encountered, especially during hurricanes b) Time intervals before storms when action will be taken and details of the actions taken i) Weather phenomena are divided into four distinct categories or conditions. Each condition, as it occurs, can be identified by its physical characteristics, time intervals, and actions. (1) Condition 4 (a) Physical characteristics: possible threat of storm within seventy-two (72) hours (b) Action: All non-essential gear and equipment should be properly stored and secured. Priority repairs should be made immediately, and a six (6) hour weather watch initiated. (Weather reports, bulletins, notices and other pertinent weather information should be carefully checked every six (6) hours. (2) Condition 3 (a) Physical characteristics: storm in general area within forty-eight (48) hours of job site (b) Action: All non-essential equipment shall be moved away from the structure. Movable equipment, i.e. drums, tanks, barrels, etc., shall be secured. A three (3) hour weather watch initiated. Following final securing of all equipment, all personnel shall be sent home or to safe shelter. (3) Condition 2 (a) Physical characteristics: storm in near vicinity (fifty (50) to seventy-five (75) miles), possibility that it will pass over, or near to, location. At this time, the fringe effects of the storm may be experienced. (b) Action: A constant weather watch and communication with key personnel shall be set up and maintained. (4) Condition 1 (a) Physical characteristics: Storm is eminent and will pass directly over, or very near to, location within three (3) to six (6) hours (b) Action: Ensure the safety of all personnel. (c) After the storm has passed, all employees shall return to the site and remove any and all debris from the work area and equipment. (5) Tornado (a) When the Weather Bureau issues a Tornado Alert, an immediate check of all radio equipment is to be made and a visual weather watch initiated. (b) Tornadoes and Severe Thunderstorms are associated with a Cumulonimbus Cloud. Thunderstorms occur most frequently and reach their greatest intensity in the summer. (c) They strike at any time over land, over rivers, and over inland lakes. They prefer the late afternoons or early evenings. These storms move at approximately twenty-five (25) miles per hour. (d) Due to the rapid movement and brief warning time associated with Tornadoes, the following shall be Standard Operational Procedure during a Tornado Alert. (e) Even though Tornadoes and Severe Thunderstorms are limited as to duration and size, they should command your attentive observation and action — they are vicious and unpredictable. (f) Action: All employees, including equipment operators, shall seek shelter. All loose equipment shall be stored immediately and all movables secured. ii) It is the intent of this plan that the superintendent and supervisors make the Condition determination based on the physical conditions listed. Once the Condition is determined, this should trigger the immediate implementation of the recommended procedures listed under ACTION in each condition. c) List of equipment to be used on the job and its ability to handle adverse weather I) Cranes— boom to be lowered in extreme weather ii) Loaders & excavators— no loose items left in cabs d) List of safe harbors and the distances from the work area to these harbors and the time required to move the equipment to these harbors i) Job site is safe location for storage of equipment during severe weather e) Plan of evacuation i) Employees to be directed away from the site early enough as to avoid unsafe driving conditions. ii) Specified Evacuation Routes to be utilized as necessary iii) All state or local evacuation orders to be followed SEBASTIAN AIRPORT STORM DEBRIS MANAGEMENT PLAN Sec. 2-10. - Procurement of goods and services. (a) Applicability. Except as specifically set forth herein, all procurements for goods and services for the city shall fall under the ultimate responsibility of the charter officer utilizing the goods or services (hereinafter called the "purchasing officer"), and shall be effected in accordance with this section. (b) Purchasing thresholds. Any request for the purchase of materials, equipment, services and supplies unless otherwise exempt under this section is subject to competitive bid procedures as follows: (1) Up to $2500.00—Purchasing officer or their designee may authorize purchase. (2) $2500.01 to $5,000.00—Two or more verbal quotes where practical; purchasing officer or designee may authorize purchase. (3) $5,000.01 to $15,000.00—Three or more written quotes; purchasing officer or designee may authorize purchase. (4) $15,000.01 to $25,000.00—Three or more written quotes; city council authorization required. (5) Over $25,000.00—Formal sealed bids and city council authorization required. (c) Exceptions to thresholds. (1) Joint bid: The purchasing officer shall have the authority to cooperate with other local governments or other public entities in the development and use of mutually cooperative procurement contracts or master agreements. Such contracts shall require council approval. (2) Piggyback: The purchasing officer shall have the authority to utilize contracts or master agreements of state, federal or other local governments or other public entities to procure goods and services, if the contract or agreement has been awarded through procedures substantially equivalent to the requirements of this section. The purchasing officer shall have the authority to procure goods and services if the purchase is with a person, firm, organization, or corporation whose offer to sell to the city is at sale price for that commodity equal to or lower than the existing piggyback price for the same or equal commodity being sought. All such purchases over $15,000.00 shall continue to require council approval. (3) Sole source. A contract may be awarded for goods or services without competitive bids when the purchasing officer determines in writing that there is only one practical source for the required item. Approval shall be in accordance with the dollar threshold established by this section. (4) Emergency purchase. Where the purchasing officer finds it to be in the best interest of the city, they may declare the existence of an emergency procurement condition and suspend any or all provisions of this section. Spending authority under this provision shall not exceed $25,000.00, however, if a state of emergency covering the city has been declared the limit shall be raised to $50,000.00. All emergency purchases over $15,000.00 shall be reported to council as soon as practical. As used in this section, the term "emergency" means a sudden unexpected turn of events that causes: a. An immediate danger to the public health or safety; b. An immediate danger of loss of public or private property; c. An interruption in the delivery of an essential governmental service; or d. An interruption in the normal function and operation of any city department that would result in a work stoppage or other substantial monetary loss. (5) Change orders. The purchasing officer may approve cumulative changes of up to 15 percent of the total contract price. Changes in excess of 15 percent of the total contract price or any change in excess of $15,000.00 must have the prior approval of the city council. Page 1 (6) Contract renewals. Any contract containing a provision for renewal may be renewed in accordance with its terms. Authorization for approval shall be in accordance with the dollar threshold established by this section. (d) Exemptions to applicability. This section shall not apply to: (1) Purchases between the council and nonprofit organizations, other governments, or other public entities, and intragovernmental services. (2) Purchases of advertising, works of art for public display, medically related professional services, employee benefit related purchases, water, utility services, postage, shows/displays/cultural events sponsored by the city. (3) Purchase of real property. (4) Professional and personal service contracts including but not limited to attorney services, appraisers and expert witnesses services, which shall be approved by the city council if in excess of $15,000.00. (5) Procurement of goods and services when the same is governed by a mandatory procedure established by statute. (6) Franchise, sponsorship orjoint enterprise agreements. (7) Any situation where compliance with this code will place the city in conflict with mandatory provisions of state law, federal law or the terms of any grant. (e) Prohibitions. No contract or purchase shall: (1) Be purposely subdivided to circumvent any requirements of this section. (2) Be made in excess of the amounts allocated from the general fund for the general classification of expenditures in the budget for the then current budget year, nor shall any expense of a special fund exceed the amount of money available to that fund. (f) Waiver. City council may waive or modify the bidding requirements for good cause. (Ord. No. 0-06-01, § 1, 2-22-06) Page 2 UiY OF SEit � Cs T V HOME OF PELICAN ISLAND 1225 MAIN STREET • SEBASTIAN, FLORIDA 32958 TELEPHONE: (772) 589-5330 • FAX (772) 589.5570 CITY OF SEBASTIAN SAFETY POLICY STATEMENT People are our most important asset — Their safety is our greatest responsibility.. This safety program, developed to assume compliance with Federal, State and Local regulations, is our commitment to protect our employees against occupational injury or illness, and to prevent property damage and interruption of operations. Tlvs commihnent extends to the protection of those we serve, the general public. Management and supervisory personnel will be accountable for the safety of the employees working under their supervision. Supervisors are expected to see that all operations are conducted in a safe manner at all times. As employees, you have a responsibility to yourself for your own safety, and also to your family, fellow employees, and the community. All employees are expected to follow safe Procedures and take no unnecessary chances. You are required to use all safeguards and the safety equipment provided, and make safety a part of your job. Employees can reference manager, hould you nual in eed detaileir ed mforrnatiorL theirent, from immediate supervisor or department Good safety records reflect the quality of management, supervision, and work force. Our Policy is to accomplish work in the safest possible manner consistent with good work Practices. Management at every level is into positive action charged with the task of translating this policy Date q-Z`�-GS On OR SES`_ STAN HOME OF PELICAN ISLAND Exhibit A SCOPE OF SERVICES DEBRIS REMOVAL AND DISPOSAL SERVICES April 18, 2016 City of Sebastian 1225 Main Street Sebastian, FI 32958 Page 1 of 13 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 events such as tornadoes and hurricanes. The Contractor shall 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 and roads. Work will include the following: ♦ Examine debris to determine whether or not debris is eligible, burnable or non -burnable ♦ Load the debris ♦ 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 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. 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 to produce or contract for said services. CITY PROJECT ADMINISTRATION All firms are hereby placed on notice that the City has designated the City of Sebastian Public Works Director, as the liaison 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 the contract. 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 OWNER and its authorized representatives shall be permitted access at every facility or property for the inspection of all work. ♦ Work by OWNER: The City hereby reserves the right to perform activities in the area where work is being done under this contract with its own forces. Page 2 of 13 • 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 OWNER 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. 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 or work 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 his contract even though such work and equipment have been previously inspected by the OWNER and accepted; it shall not obligate the OWNER to final acceptance nor shall it prevent the OWNER 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 OWNER shall have the right to stop work and remedy the cause at the expense of the CONTRACTOR. If the OWNER deems it expedient to accept minor imperfect work, the OWNER shall have the right to retain such work and an equitable deduction shall be made in the Contract price. DAMAGE TO ROADWAYS, RIGHTS-OF-WAY AND PRIVATE PROPERTY Until final acceptance of the work by the OWNER, it shall be under the charge and care of the CONTRACTOR and he shall take every necessary precaution against injury or damage to property by the action of the elements, or from any other cause whatsoever. The CONTRACTOR shall rebuild, repair, restore and make good, at his 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 OWNER. 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. Page 3 of 13 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 his work in such a manner as to avoid damage to adjacent private or public property and shall immediately repair or pay for any damage incurred through his operations. The CONTRACTOR shall take cognizance of all existing utilities and he shall operate with due care in the vicinity of such utilities and shall immediately repair or have repaired at no additional costs to the OWNER any breakage or damage caused by his operation. Should the OWNER 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 this Contract by both parties unless terminated earlier in accordance with its terms. The County 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 upon any change in ownership or financial condition of the company. The City reserves the right to terminate any contract entered into between the City and an awarded Contractor if in the City's sole and absolute judgment changes to the company's ownership or financial condition renders the Contractor unable to perform the scope of services sought under this contract. The Contractor shall disclose future contractual obligation within the State of Florida or other Counties or Municipalities 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: OWNER shall make progress payments on account of 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). Page 4 of 13 Final Payment: Upon final completion and acceptance of the Work, OWNER shall pay the remainder of the Contract Price including any retainage as recommended by City Contract Administrator. r_IQ ky,IInh11R-11IfoP The City shall appoint a contract administrator for this contract with the authority to issue Notices to Proceed for Federal 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" sufficient to allow emergency vehicles to traverse the roadway. The City will determine route priorities for this push. 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 Street as part of this contract after a storm event. 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. It may be necessary to make 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— Removal of debris beyond public rights-of-way as necessary to abate imminent and/or significant threats to the public health and safety of the community Should an imminent threat to life, safety, and health to the general public be present on private property, the Contractor, as directed by the City, will accomplish the removal of debris from private property, to include private roadways. 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. Page 5 of 13 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 Removal, Transport and Disposal - Work consists of removal, transportation and disposal of Eligible household hazardous waste. (HHW). Eligible Abandoned Vehicle 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 TDSRS 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. Mixed Debris is primarily vegetation with building debris such as roofing, siding, insulation, drywall, signage and other light construction debris. Construction and Demolition (C&D) Debris includes but is not limited to building debris such as roofing, siding, insulation, drywall, signage, plywood, lumber fencing and other miscellaneous construction debris. eiohazardous Waste means any solid or liquid waste which may present a threat of infection to humans. Items such as may be found as a result of damage to a veterinary or medical office. The term includes but is not limited to: • Non -liquid human tissue and body parts; autopsy waste, • Laboratory and veterinary waste which contains human disease -causing agents; • Used disposable sharps and contaminated equipment Human blood, human blood products and body fluids; • Human Pathogens; • Animal Cell Cultures, Page 6 of 13 • Infected or potentially infected animals and/or excised tissue; • Infected or potentially infected human tissue, secretions or blood. Hazardous Waste is waste or combination of wastes of a solid, liquid, contained gaseous or semisolid form which, because of its quantity, concentration, or physical, chemical, or infectious characteristics may: • Cause or significantly contribute to an increase in mortality or an increase in serious irreversible or incapacitating reversible illness; or • Pose a substantial present or potential hazard to human health or the environment when improperly treated, stored, transported, disposed of, or otherwise managed. Also includes material and products from institutional, commercial, recreational, industrial and agricultural sources that contain certain chemicals with one or more of the following characteristics, as defined by the Environmental Protection Agency (EPA): 1) Toxic, 2) Flammable, 3) Corrosive; and/or 4) Reactive. Such wastes may include, but are not limited to, those that are persistent in nature, assimilated, or concentrated in tissue or which generate pressure through decomposition, heat, or other means. The term does not include solid or dissolved materials in domestic sewage or solid dissolved materials in irrigation return flows, or industrial discharges, which are point sources subject to state or federal permits. Household Hazardous Waste (HHW) includes used or leftover contents of consumer products that contain chemicals with one or more of the following characteristics, as defined by the Environmental Protection Agency: 1) Toxic, 2) Flammable, 3) Corrosive and/or 4) Reactive. Examples of household hazardous waste include small quantities of normal household cleaning and maintenance products, latex and oil based paint; cleaning solvents, gasoline, oils, swimming pool chemicals, pesticides, and propane gas cylinders. 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. The City will select these sites at the beginning of the each hurricane season. Preparation, maintenance and operation of these TDSRS facilities are entirely the Contractor's responsibility. Preparation and maintenance of facilities shall include maintenance of the TDSRS 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. At the City's discretion, owned rights of way or other entity owned property could be provided for temporary storage of debris. TDSRS Debris Removal Operations Plan and Environmental Protection Plan —This plan is to 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 site ♦ Site preparation -clearing, erosion control, and grading ♦ Traffic control procedures ♦ Safety ♦ Segregation of debris Page 7 of 13 ♦ Location of ash disposal area, hazardous material containment area, contractor work area, and inspection tower ♦ Location of incineration operations, grinding operation (if required). Burning operations require a 100 -foot clearance from the stockpile and a 1000 -foot clearance from structures. ♦ Location of existing structures or sensitive areas requiring protection ♦ Restoration of Site All debris shall be processed in accordance with local, State and Federal law, standards and regulations. 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 and the Federal Highway Administration (FHWA) for such fees. Assist the City and Debris Monitoring Staff in the following: ♦ Monitoring multiple contractors and multiple trucks delivering materials to the TDSRS. ♦ Verify that each truck that delivers to the TDSRS matches its manifest ticket —truck and maximum 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 trucks 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 TDSRS check-in area to empty its load. ♦ Document location of origin of debris. ♦ Troubleshoot questions and problems at the TDSRS 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. 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 TDSRS personnel to verify and maintain records regarding the contents and cubic yards of the vehicles entering and leaving the TDSRS. The Debris Monitoring Personnel will coordinate data collection and information management systems, including but not limited to: Page 8 of 13 ♦ 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 TDSRS 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 Contractorwill 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. TDSRS Site Reclamation —Site reclamation shall be accomplished in accordance with all Federal, State and local laws, standards and regulations. Site reclamations shall be accomplished in accordance with the Contractor's Debris Removal Operations Plan and Environmental Protection Plan, as approved by the City. Work Areas—The City will establish and approve all areas that the Contractor will be allowed to work. These include Right of Way, public land, private properties/accesses and TDSRS. The Contractor will remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition. Fill dirt, re -vegetation and grading may be required to achieve the desired condition. 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 TDSRS 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 TDSRS, 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. Page 9 of 13 Determination of when a site is in a clean and neat condition will be at the reasonable judgment of the City. Such determination will not be unreasonably withheld. Safety —The Contractor shall have at least one Safety Officer on duty at all times. 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 (FDOT MOT) standards. All work zones shall conform to FDOT 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 have received 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, as APPROVED OR directed by 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 not be removed until the Utility Company has removed or relocated their facilities. 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 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 State 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 Page 10 of 13 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 ♦ 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. 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. 0 The Contractor shall only utilize mechanical loading equipment with grapple or clamshell type devices 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 for the 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. Page 11 of 13 5 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. 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. Page 12 of 13 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 1. 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. Page 13 of 13 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, 2225 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. 135 of 246 IM Will �_im�®�a�®�®�®gym m■®�® m �■ MENE 0 imi®im•��oI SEEM EMME I■GEi_m.�®�®gym ®■®�® IMME IMME IMME IMME fff � I��C �I�millMEME MINE IN- MEMMI EME 1_I_ 1_ ■INNEI OMEN 11M111 HOME OF PELICAN ISLAND CITY COUNCIL AGENDA TRANSMITTAL Council Il'Iecting Date: 22 March 2017 Agenda Item Title: Disaster Debris Removal and Disposal Contracts Recommendation: Award Disaster Debris Rcmoval/Disposal `Hauler' contracts to: Tim Rose Contracting and Ceres Environmental. Authorize the City Manager to execute appropriate agreements. Background: Part of the `after action' review of the Hurricane Matthew event recommended improvement to the Debris Removal and Disposal obligation of the City. Therefore, City Staff published a Request for Proposals (RFP) B17-03 Disaster Debris Removal and Disposal. Ten (10) proposals were received. On 13 March 2017, the selection committee held a public meeting to review the qualifications and announce scores for each proposal. The two highest scores were Tim Rose Contracting and Ceres Environmental. FEMA requires local agencies to have two debris haulers, a primary and a secondary, selected and approved through a procurement process. Attached is the summary sheet of the scoring. The contract period is for two (2) years with two additional extensions of 24 months each. Staff is recommending award approval for Tim Rose Contracting, Primary, and Ceres Environmental, Secondary. If Agenda Item Reouires Expenditure of Funds: N/A 1� Administrative Services Department/CFO Review:,) Attachments: I. Request for Proposals 1,17-03 2. Scoring Summary 3. Tim Rose Contracting Agreement 4. Ceres Environmental Agreement City Manager Authorization: Date: 14 March 2017 134 of 246 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 1 02/22/2017 The PROPOSER proposes and agrees, if this Bid is accepted, to enter into an agreement for the work as follows: ICategory j Description Unit Cost Per Unit 2.24 C 'Z 0-15 Miles Veg from Right of Way (ROW) to Debris Management Site (DMS) CY $ 7.42 i m = 16-30 Miles Veg from ROW to DMS CY I $ 7.94 Y CY I $ Open Burning vegetative debris CY $ 0.48 C 31-60 Miles Veg from ROW to DMS CY $ 8.97 > I o >60 Miles Veg from ROW to DN15 CY $ 10.44 Debris Preparation, management, and segregation at debris management site 'Single Price Veg from ROW to DMS CY $ 8.97 25 Grinding/chipping vegetative debris CY S 2.24 C 'Z 16-30 Miles C&D from ROW to DMS CY $ 7.94 Air Curtain Burning vegetative debris CY $ 1.05 3 rs 560 Miles from DMS to Final Disposal CY I $ Open Burning vegetative debris CY $ 0.48 n Compacting vegetative debris CY 5 0.48 m Addendum if4] Debris Preparation, management, and segregation at debris management site CY S 1.94 25 0-15 Miles C&D from Right of Way (ROW) to Debris Management Site (DMS) CY $ 7.42 A u _ 16-30 Miles C&D from ROW to DMS CY $ 7.94 c = 31-60 Miles C&D from ROW to DMS CY I $ 8.97 560 Miles from DMS to Final Disposal CY I $ 5.98 o 06 >60 Miles C&D from ROW to DMS I CY J$ $ 10,44 LL Single Price C&D from ROW to DMS I CY I $ 8,97 25 0-15 Miles from DMS to Final Disposal CY J$ 3.44 16-30 Miles from DMS to Final Disposal CY is 4.12 n 31-60 Miles From DMS to Final Disposal CY I $ 4.98 560 Miles from DMS to Final Disposal CY I $ 5.98 Single Price from DMS to Final Disposal I CY $ 4.98 LL Tipping Fees (Vegetative) Pass through amount [Line Item Deleted by Addendum if4] Tipping Fees (Mix) Pass through amount [Line Item Deleted by Addendum it4] Tipping Fees (C&D) Pass through amount [Line Item Deleted by Addendum k4] 25 Firm: Ceres Environmental Services, Inc. Category Description Unit Cost Per Unit Remove Hazardous Trees 6"-12' trunk Tree $ 58.00 Remove Hazardous Trees 13"-24" trunk Tree $ 127.00 Remove Hazardous Trees 25"-36" trunk Tree $ 188.00 N c Remove Hazardous Trees 37"-48" trunk Tree $ 239.00 Y Remove Hazardous Trees > 48" trunk Tree $ 298.00 d CL O Remove Trees with Hazardous Limbs >2 from tree Tree $ 84.84 F Remove Hazardous Sumps 24"-36" diameter Stump $ 118.00 Remove Hazardous Sumps 37"-48" diameter Stump $ 168.00 Remove Hazardous Sumps >49" diameter Stump $ 218.00 Fill dirt for stump holes after removal CY $ 26.71 Debris Removal from canals, rivers, creeks, streams, and ditches Cy $ 39.97 Pick up, screen, and return debris laden sand/mud/dirt/rock CY $ 16.83 Removal of eligible vehicles EA $ 145.00 Removal of eligible vessel from land LF $ 41.56 Removal of eligible vessel from waterway LF $ 99.89 0 v Carcass and Putrescent Removal (animals and organic Fleshy matter) LB $ 0.76 L' White Goods from Row to Disposal EA $ 36.00 Freon Management and Recycling EA $ 31.00 CL u Demolition of Private Structure price for Non-RACM, sae note below CY $ 18.16 Ewaste containing hazardous materials (CRT, computers, monitors and TVs) EA $ 34.95 Silt Removal Cy $ 9.87 Biowaste LB $ 19.67 HHW LB $ 8.90 c Beach/Lake Restoration (Berm/Beach Construction) Cy $ 29.80 r C 0 & Canal Shoreline Restoration CY $ 32.42 Demolition of Private Structure, RACM 25 CY $27.84 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. Ceres Environmental Services, Inc. Name of Firm Authorized Signature Chief Financial Officer Title February 27, 2017 Date Signed 26 6968 Professional Parkway East Address Sarasota, FL 34240 City, State, Zip Code t 800 1 218 _ 4424 Phone gail.hanscom@ceresenv.com E-mail HOURLY COST PROPOSAL TO INCLUDE OPERATOR, FUEL AND MAINTENANCE City of Sebastian Bid 17-03 EQUIPMENT HOURLY RATE WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 2 CY) $125.00 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 3 CY) $135.00 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 4 CY) $145.00 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 5 CY) $158.00 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 6 CY) $170.00 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 7 CY) $188.00 EXTENDABOOM FORKLIFT WITH DEBRIS GRAPPLE 78.00 SKID STEER LOADER WITH STREET SWEEPER $82.00 SKID STEER LOADER WITH BUCKET or GRAPPLE (Capacity 1000 CY) $77.00 SKID STEER LOADER WITH BUCKET or GRAPPLE (Capacity 2000 CY) 2- 2 1/2 CY ARTICULATED LOADER WITH BUCKET 30-50 HP FARM TRACTOR WITH BOX BLADE OR RAKE DOZER (7S HP) $198 no DOZER (105 HP) DOZER (160 HP) DOZER (250 HP) DOZER (360 HP) MOTOR GRADER (110-150 HP) $168.00 TRACK HOE WITH DEBRIS GRAPPLE $188.00 TRACK HOE WITH BUCKET AND THUMB $184.00 RUBBER TIRED EXCAVATOR WITH DEBRIS GRAPPLE ( 184 HP) $188.00 RUBBER TIRED EXCAVATOR WITH DEBRIS GRAPPLE (230 HP) $198.00 RUBBER TIRED EXCAVATOR WITH DEBRIS GRAPPLE (238 HP $218.00 SELF LOADER SCRAPER $165.00 HAND FED DEBRIS CHIPPER $105.00 300-400 HP GRINDER $375.00 800-1000 HP GRINDER $455.00 50 TON CRANE $260.00 75 TON CRANE $350.00 100 TON CRANE (EIGHT HOURS MINIMUM)_$475,00 40'-60' BUCKET TRUCK 60' OR GREATER BUCKET TRUCK FUEL/SERVICE TRUCK $91 00 WATER TRUCK 2000 GALLON %82 nn PORTABLE LIGHT PLANT ni nn LOWBOY TRAILER WITH TRACTOR FLATBED TRUCK SELF LOADING TRUCK with DEBRIS GRAPPLE & TRAILER $185.00 SELF LOADING DUMP TRUCK & WITH DEBRIS GRAPPLE $168.00 SINGLE AXLE DUMP TRUCK 5-12 CY $77.00 TANDEM AXLE DUMP TRUCK 16-20 CY $79.00 TANDEM AXLE DUMP TRUCK 21-30 CY $82.00 TANDEM AXLE DUMP TRUCK 31-50 CY $85.00 TANDEM AXLE DUMP TRUCK 51-80 CY $89.00 TANDEM AXLE DUMP TRUCK/TRACTOR TRAILER OVER 80 CY $92.00 GENERATOR (25-125 HP) 60 kW $183.44 GENERATOR (240-500 HP) 200 kW $410.45 GENERATOR (500-1000 HP) 400 kW CHAINSAW TEMPORARY OFICE TRAILER (8 ft. x 32 ft. minimum) RESPONSE TRAILER 20' 145 no RESPONSE TRAILER 36' PORTABLE TOWER WITH CANOPY (DMS) $19.00 LABORER WITH HAND TOOLS $36.00 FLAGGER/MOT $36.00 SKILLED SAW MAN (TREE TRIMMING) CREW FOREMAN WITH TRUCK AND COMMUNICATIONS Eii$41.00 $56.00 OPERATIONS MANAGER WITH TRUCK AND COMMUNICATIONS 8 .00 CLIMBER WITH GEAR 00 * ALL EQUIPMENT DESCRIPTIONS WILL BE IN ACCORDANCE WITH THE FEMA Cost Code for Equipment and Vehicles *" ALL EQUIPMENT RATES INCLUDE THE COST OF THE OPERATOR, FUEL, AND MAINTENANCE UNLESS OTHERWISE NOTED. *** ALL LABOR RATES INCLUDE THE APPLICABLE PERSONAL PROTECTIVE EQUIPMENT SUCH AS HARD HATS, SAFETY SHOES, GLOVES, SAFETY GLASSES/SHIELD, HEARING PROTECTION AND TRAFFIC SAFETY VESTS. 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 l 2.22.1-1 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 $ Co. SO M = 16-30 Miles Veg from ROW to DMS CY $ SO Y m 31-60 Miles Veg from ROW to DMS CY $ -1,9s j v 0 >60 Miles Veg from ROW to DMS CY $ -3.4s Single Price Veg from ROW to DMS CY $ -Iroo Grinding/chipping vegetative debris CY $ 2 Coo c E7 Air Curtain Burning vegetative debris cy $ J'(00 to41Open Burning vegetative debris CY $ C IW41 Ma Compacting vegetative debris CY $0.-30 c) c M Debris Preparation, management, and segregation at debris management site CY $ (,00 0-15 Miles C&D from Right of Way (ROW) to Debris Management Site (DMS) CY $ 'j ,"10 R 16-30 Miles C&D from ROW to DMS CY $ 8.10 u _ = 31-60 Miles C&D from ROW to DMS CY $ $,'l0 U 0 >60 Miles C&D from ROW to DMS CY $ U10 Cd U Single Price C&D From ROW to DMS CY $ $ -?o 0-15 Miles from DMS to Final Disposal CY $ 3.25 16-30 Miles from DMS to Final Disposal CY $ Lk '25 N 31-60 Miles from DMS to Final Disposal CY $ 5.25 a >60 Miles from DMS to Final Disposal CY $ (D 2S m Single Price from DMS to Final Disposal CY $ 5, 3S E Tipping Fees (Vegetative) Pass through amount [Line Item Deleted by LL Addendum #4] Tipping Fees (Mix) Pass through amount [Line Item Deleted by AddendumA#4]Tipping Fees (C&D) Pass through amount [Line Item Deleted by Addendu P41 Category Description Unit Cost Per Unit Remove Hazardous Trees 6"-12" trunk Tree $ qS w Remove Hazardous Trees 13"-24" trunk Tree $ qs," Remove Hazardous Trees 25"-36" trunk Tree c r✓ Remove Hazardous Trees 37"-48" trunk Tree $ Remove Hazardous Trees > 48" trunk Tree d o Remove Trees with Hazardous Limbs>2" from tree Tree $ (p$ v Remove Hazardous Sumps 24"-36" diameter Stump $ Remove Hazardous Sumps 37"-48" diameter Stump $ (ct5 00 Remove Hazardous Sumps >49" diameter Stump $ ZQS " Fill dirt for stump holes after removal CY $ VD 0,5 Debris Removal from canals, rivers, creeks, streams, and ditches CY $ Z-1.00 Pick up, screen, and return debris laden sand/mud/dirt/rock CY $ (Z o0 Removal of eligible vehicles EA $ (Spa O Removal of eligible vessel from land LF $ j5 QO Removal of eligible vessel from waterway LF $ .21g.00 0 m Carcass and Putrescent Removal (animals and organic fleshy matter) LB $ Z $O White Goods from Row to Disposal EA $ 3500 Freon Management and Recycling EA $ 3SO° ,° Demolition of Private Structure CY $ ,a.00 Ewaste containing hazardous materials (CRT, computers, monitors and TVs) EA $ -Zo.0 Silt Removal CY $ 1Z.00 Biowaste LB $ -Z.00 HHW LB $ ?_.00 c Beach/Lake Restoration (Berm/Beach Construction) CY $ 19,00 0 Canal Shoreline Restoration CY $ 2-'S'•a0 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. Nam�C� Authorized Signature .1 _.1 nr, 2� �..� 1, eftajb f�,�L azn('02 City, State, Zip Code-- �t rrZ\4L--k L-112-) -0-JIM(, Title Phone Date Signed E-mail HOURLY COST PROPOSAL TO INCLUDE OPERATOR, FUEL AND MAINTENANCE City of Sebastian Bid 17-03 EQUIPMENT HOURLY RATE WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 2 CY)00 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 3 CY) lSs', oo WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 4 CY) '( o0 WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 5 CY) k Moll WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 6 CY) Z2-0.0" WHEEL LOADER WITH DEBRIS GRAPPLE or BUCKET (Bucket capacity 7 CY) EXTENDABOOM FORKLIFT WITH DEBRIS GRAPPLE 00 SKID STEER LOADER WITH STREET SWEEPER S^ 0 SKID STEER LOADER WITH BUCKET or GRAPPLE (Capacity 1000 CY) �5 w SKID STEER LOADER WITH BUCKET or GRAPPLE (Capacity 2000 CY) (Q 0 0 2- 2 1/2 CY ARTICULATED LOADER WITH BUCKET t 00 30-50 HP FARM TRACTOR WITH BOX BLADE OR RAKE 1 w DOZER (75 HP) ( 5 00 DOZER (105 HP) ( S DOZER (160 HP) 'R5 �- DOZER (250 HP) 2 "1S `" DOZER (360 HP) ZS •- MOTOR GRADER (110-150 HP) o 00 TRACK HOE WITH DEBRIS GRAPPLE TRACK HOE WITH BUCKET AND THUMB gs w RUBBER TIRED EXCAVATOR WITH DEBRIS GRAPPLE ( 184 HP) $S w RUBBER TIRED EXCAVATOR WITH DEBRIS GRAPPLE (230 HP) qs w RUBBER TIRED EXCAVATOR WITH DEBRIS GRAPPLE (238 HP SELF LOADER SCRAPER Z oc) ;w HAND FED DEBRIS CHIPPER ZO k 300-400 HP GRINDER S, k 800-1000 HP GRINDER ZSR 50 TON CRANE 75 TON CRANE 100 TON CRANE (EIGHT HOURS MINIMUM) w 40'-60' BUCKET TRUCK 60' OR GREATER BUCKET TRUCK L5 w FUEL/SERVICE TRUCK k WATER TRUCK 2000 GALLON PORTABLE LIGHT PLANT 5 K LOWBOY TRAILER WITH TRACTOR FLATBED TRUCK t Z , SELF LOADING TRUCK with DEBRIS GRAPPLE & TRAILER 'a' SELF LOADING DUMP TRUCK & WITH DEBRIS GRAPPLE SINGLE AXLE DUMP TRUCK 5-12 CY j s, TANDEM AXLE DUMP TRUCK 16-20 CY TANDEM AXLE DUMP TRUCK 21-30 CY q "' TANDEM AXLE DUMP TRUCK 31-50 CY �Zp LL TANDEM AXLE DUMP TRUCK 51-80 CY (5 TANDEM AXLE DUMP TRUCK/TRACTOR TRAILER OVER 80 CY L SQ. GENERATOR (25-125 HP) Z(Qo. N GENERATOR (240-500 HP) 4S6, w GENERATOR (500-1000 HP) ' CHAINSAW 10.0 C TEMPORARY OFICE TRAILER (8 ft. x 32 ft. minimum) � RESPONSE TRAILER 20' Zp , U. RESPONSE TRAILER 36' 3s,LL PORTABLE TOWER WITH CANOPY (DMS) 3 LABORER WITH HAND TOOLS FLAGGER/MOT " SKILLED SAW MAN (TREE TRIMMING) 5. " CREW FOREMAN WITH TRUCK AND COMMUNICATIONS 5, OPERATIONS MANAGER WITH TRUCK AND COMMUNICATIONS Q CLIMBER WITH GEAR u * ALL EQUIPMENT DESCRIPTIONS WILL BE IN ACOORDANCE WITH THE FEMA Cost Code for Equipment and Vehicles "ALL EQUIPMENT RATES INCLUDE THE COST OF THE OPERATOR, FUEL, AND MAINTENANCE UNLESS OTHERWISE NOTED. ***ALL LABOR RATES INCLUDE THE APPLICABLE PERSONAL PROTECTIVE EQUIPMENT SUCH AS HARD HATS, SAFETY SHOES, GLOVES, SAFETY GLASSES/SHIELD, HEARING PROTECTION AND TRAFFIC SAFETY VESTS. Name k/. 0 .1 M LX SE�`ST�N HOME OF PELICAN ISLAND City of Sebastian Disaster Debris Management Workshop 2017 Hurricane Readiness Presentation by True North Consultant June 21, 2017 - Sign in sheet Company/City Department y\AcCc,I IL� vv r� e 0o r ,rG�eFie lnli(1isK►S C4y Clerks bffi�e ,.lA T AGlmm&w, V-1 v,I Cu -s ES;�M� a11,7