10-2026011 RFP for Disaster Debris Management.pdf

Request for Proposals

Project Name: Disaster Debris Management

RFP #: 2026011

Public Construction Bond Required: Yes, per event

RFP Due Date: March 20, 2026 RFP Due Time: 2:00 P.M.

All proposals must be submitted through electronically through the Euna Bonfire platform (https://indianriver.bonfirehub.com). Hard copy proposals are not accepted.

Initial screening, ranking, final ranking, and negotiations will be in accordance with the criteria specified within this solicitation. The Board of County Commissioners reserves the right to accept or reject any and all submittals and to waive any and all informalities.

https://indianriver.bonfirehub.com/

2026011 - Rfp Disaster Debris Management

Scope of Services

Background Disaster Recovery Contractors (“Contractors”) are sought to support Indian River County (“County”) in the management of debris resulting from but not limited to catastrophic events such as tornadoes and hurricanes in accordance with rules and requirements of the Federal Emergency Management Agency (FEMA), the Florida Department of Environmental Protection (FDEP), the Florida Department of Emergency Management (FDEM) and local County ordinances. Contractor(s) shall have the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes and shall possess sufficient experience in the specialized management of disaster response and subcontractors for the purpose of debris removal services during the preparation, response, recovery, and mitigation phases of potential emergency situations or disasters. Disaster Recovery will also include beach cleaning due to Red Tide or other Marine Related Events. The Contractor shall clear and remove any and all “eligible” debris (See "Additional Provisions” for definition of “eligible” debris) primarily from public right-of-way on County streets and roads and from clearing and removing debris from publicly owned beaches;

however, the Contractor may be requested to provide the same for private streets, roads and beaches, if eligible and necessary. 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 an approved staging area Disaster Debris Management Site (DDMS), dumpsite recycling or landfill facility 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 / processed debris to permitted disposal site Respond and repair damages resulting from Contractor’s work Keep records consistent with FEMA requirements and provide copies to County upon request.

Assist Indian River County in FEMA reporting and reimbursement efforts Respond to Red Tide/Algae events to access and remove vegetation and/or deceased fish/marine wildlife as directed.

Contractor shall comply with all provisions contained in "Additional Provisions” in this section.

The County intends to award a contract to one Primary Contractor and one Secondary Contractor.

COUNTY PROJECT ADMINISTRATION

The County has designated the Solid Waste Disposal District Managing Director (SWDD MD) as the liaison for this project. The County also has a Disaster Recovery Management Consultant (DRMC) that supports Indian River County in the management of disaster recovery and debris removal services after the County has suffered catastrophic events such as tornadoes and hurricanes. These services involve comprehensive management of the County’s disaster recovery program, including planning and executing debris collection and disposal, and ensuring road clearance schedules are adhered to. When activated, the DRMC also serves as the County’s designee in directing disaster recovery efforts, including managing debris pick up and disposal tasks. The DRMC will be responsible for ensuring compliance with all FEMA requirements, including monitoring, truck and trailer certifications, load ticket validations and ticket accounting services.

Established debris zone boundaries may be viewed at the following web page:

https://ircgis.maps.arcgis.com/apps/instant/sidebar/index.html?appid=56b764b05b8842988101f512 8dc19010

Scope of Work

COOPERATION/COORDINATION

The County and its authorized representatives shall be permitted access at every facility or property for the inspection of all work.

Work by County: The County hereby reserves the right to perform activities in the area where work is being done under this contract with its own forces.

Work by Other Contractors: The County 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 County 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 County.

COMMENCEMENT OF WORK

Preparation for mobilization and response shall commence within twenty-four (24) hours of County being placed in the National Oceanic Atmospheric Administration five (5) -day hurricane forecast, Contractor(s) shall contact County regarding potential contract activation. Within twelve (12) hours of being issued Notice to Proceed orders from County / SWDD MD or when the winds subside to less than 39 miles per hour, whichever is later, Contractor(s) shall mobilize equipment and resources in County.

Within twenty-four (24) hours of being issued NTP orders from County / SWDD MD or when the winds subside to less than 39 miles per hour, whichever is later, Contractor(s) shall be prepared to begin 25% debris removal operations as directed by the SWDD MD.

PAYMENT AND PERFORMANCE BONDS

Contractor shall provide the County with a Public Construction Bond (in place of separate Payment and Performance Bonds) in the following amounts, within three (3) calendar days of a written Notice to Proceed by County. Predicted Category I storm winds would require a $2,000,000 Bond, Category II winds would require a $4,000,000 Bond, Category Ill winds would require a $6,000,000 Bond, Category IV winds would require an $8,000,000 Bond, and Category V would require a $10,000,000 Bond. Once activated, the 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 storm category increases above the originally provided bond, the Contractor shall be required to provide an updated Public Construction Bond to reflect the actual storm category.

CONTRACT PERIOD

The initial term of the contract(s) shall be for three years with the option to renew for one additional two year term. The initial term of the contract will have an effective date per execution of the contract The renewal terms are upon mutual consent and determination that renewal is in the best interest of the County.

ADJUSTMENTS TO RATES

Any requested price amendments must be submitted in writing, with evidence of circumstances and need, reflecting current market rates. County will perform a Cost or Price Analysis to determine if a https://ircgis.maps.arcgis.com/apps/instant/sidebar/index.html?appid=56b764b05b8842988101f5128dc19010 https://ircgis.maps.arcgis.com/apps/instant/sidebar/index.html?appid=56b764b05b8842988101f5128dc19010 change can be supported. If authorized, formal ratification of the change by both parties will be necessary. No automatic increases are incorporated in this agreement.

ADMINISTRATION

The County Administrator or his/her designee shall have 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 County needs. The work to be undertaken includes, but is not limited to the following:

DEBRIS REMOVAL

Emergency Road Clearance – Removal of debris from the primary transportation routes as directed by the County. In this role, the contractor will perform an emergency “PUSH,” sufficient to allow emergency vehicles to traverse the roadway. The Contractor shall provide, as necessary, all labor, equipment, materials, and fuel to perform this push to clear and remove debris from County roadways, to make them passable immediately following a declared disaster event. The County will determine route priorities for this push. Additionally, in preparation for an imminent hurricane strike, contractor crews may be asked to stage outside the strike area. In this case, contractors are to provide the emergency push into the County. The County will designate roadway priorities for this push.

Debris Removal from Public Property – Removal of debris from public rights‐of‐way. 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. These areas may include vacant public lands, operational facilities, utility facilities and other land owned by the County. 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 County.

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 County, will accomplish the removal of debris from private property, to include private roadways. County and Contractor must demonstrate the removal of debris from private property is in the public interest.

Eligible ROW Vegetative Debris Removal – Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to pick up and transport Eligible disaster-related vegetative debris existing on County ROW to a County approved DDMS or a County Designated Final Disposal Site in accordance with all federal, state and local rules and regulations.

For the purposes of this contract, Eligible vegetative debris that is piled in immediate close proximity to the street and is accessible from the street with loading equipment (i.e., not behind a fence or other physical obstacle) will be removed.

Removal of Eligible vegetative debris existing in County will be performed as identified by County’s DRMC and/or SWDD MD.

Once the debris removal vehicle has been issued a load ticket from County’s authorized representative, the debris removal vehicle will proceed immediately to a County approved DDMS or a County Designated Final Disposal Site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

All Eligible debris will be removed from each location before proceeding to the next location unless directed otherwise by County or its authorized representative.

Entry onto private property for the removal of Eligible vegetative hazards will only be permitted when directed by County or its authorized representative. County will provide specific Right-of-Entry (ROE) legal and operational procedures.

Any eligible debris, such as fallen trees, which extends onto the ROW from private property shall be cut at the ROW line and removed.

Contractor must provide traffic control as conditions require or as directed by County Debris Manager.

Management and Collection of Eligible Vegetative Debris from Citizen Drop Off Site(s) – Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to pick up and transport Eligible disaster-related vegetative debris from Citizen Drop Off Sites to a County approved DDMS or a County Designated Final Disposal Site in accordance with all federal, state, and local rules and regulations.

Removal of Eligible vegetative debris from Citizen Drop Off Site(s) will be performed as identified by County Debris Manager.

Once the debris removal vehicle has been issued a load ticket from County’s authorized representative, the debris removal vehicle will proceed immediately to a County approved DDMS or a County Designated Final Disposal Site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

Contractor shall provide separate crews for the Management and for the Debris Collection at Citizen Drop Off Site(s) debris so that these debris types can be accurately reported for FEMA reimbursement. These services include, but no limited to, equipment to manage debris piles, load debris for haul-out, traffic control signage, fencing/barricades to protect existing structures/trees at these sites. Full restoration to pre-use conditions at no additional cost to the County.

No reduction activities shall be permitted on these sites.

There is no additional compensation as the Contractor is compensated based on the distance between the Citizen Drop Off Site(s) and the DDMS and/or County’s Designated Final Disposal Site. The Citizen Drop Off Sites(s) are intended to provide convenience for the public while assisting the contractor in expediting recovery efforts.

Only Eligible vegetative debris from Unincorporated IRC residents will be accepted at the Citizen Drop Off Site(s).

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 County approved DDMS site or County designated final disposal site.

Eligible Demolition, Removal and Transportation of Structures ‐ Work consists of the demolition of structures on public property or private property, as directed by the County, obtaining necessary permits and hauling the resulting debris to a County 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 County ROW for collection under the stipulations in “Additional Provisions” .

Beach Scrape and Clean – Under this element, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to scrape and collect eligible debris laden sand from County beaches, haul to a processing screen, process the sand through a maximum two (2) inch screen, haul screened sand back to a County beach and shaping of the sand to final grade.

Removal of eligible debris laden sand from County beaches will only be permitted when directed in writing by the County or its authorized representative.

County designated beaches will be scraped to a maximum depth as prescribed in writing by the County.

Eligible vegetative debris or C&D debris removed from screened sand will be loaded and removed in accordance with the terms, conditions, and compensation schedule for, “ROW Vegetative Debris Removal” and “ROW Construction and Demolition (C&D) Debris Removal”, respectively.

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 County and subsequently transported to a County 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 County.

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 County. Stumps shall be hauled to DMS where they shall be inspected and categorized by size. GPS X and Y coordinates are required for reimbursement by FEMA.

Fill Dirt – The Contractor shall place compacted fill dirt in ruts created by equipment, holes created by removal of hazardous stumps and other areas that pose a hazard to public access upon direction of the County.

Canals, Streams and Conservation Areas – The Contractor shall coordinate with the appropriate local, state, or federal agencies with jurisdictional authority to remove debris in natural or manmade waterways.

DEBRIS PROCESSING:

Disaster Debris Management Sites (DDMS)– The Debris Monitoring Consultant (“Monitor”), as assigned under separate agreement by the County (a separate solicitation is pending for these services), will determine the minimum number of sites required for each storm event. The County will designate the specific DDMSs to be activated from the sites identified at the beginning of each hurricane season.

Preparation, maintenance and operation of these DDMS facilities are entirely the Contractor’s responsibility, upon NTP.

Preparation and maintenance of facilities shall include maintenance of the DDMS 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, at the Contractor’s expense, a roofed inspection tower sufficient for a minimum of three (3) inspectors for the inspection of all incoming and exiting loads. The Contractor shall provide, as necessary, all labor, equipment, materials and fuel to perform its duties at the DDMS. The Contractor will be responsible for obtaining any required permits, which shall be paid at cost by the County. At the County’s discretion, owned rights of way or other entity owned property could be provided for temporary storage of debris.

DDMS 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 Location of ash disposal area (if incineration operations are approved by the County), hazardous material containment area, contractor work area, and inspection tower Location of incineration operations (when approved by the County), grinding operation (if required). Burning operations require a 100‐foot clearance from the stockpile and a 1000‐foot clearance from structures.

Location of temporary fuel tank(s), port-a-potties, inspection tower, etc.

Location of existing structures or sensitive areas requiring protection Restoration of Site including but not limited to removal of all trash/debris, removal of temporary fuel tank(s), removal of all equipment and materials

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 County. 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 County 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 County needed to receive eligible reimbursement through FEMA and the Federal Highway Administration (FHWA) for such fees.

Assist County and Debris Monitoring Consultant in the following:

Monitoring multiple contractors and multiple trucks delivering materials to the DDMS.

Verify that each truck that delivers to the DDMS 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 DDMS check‐in area to empty its load.

Document location of origin of debris.

Troubleshoot questions and problems at the DDMS 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 County personnel, e.g. conduct final inspections and issue closeout reports.

DOCUMENTATION AND RECORDS:

Storm debris shall be subject to inspection by the County. Inspections will be to ensure compliance with the contract and applicable local, State and Federal laws. The Contractor will, at all times, provide the County access to all work sites and disposal areas. The Contractor and Debris Monitoring Consultant will have in place at the DDMS personnel to verify and maintain records regarding the contents and cubic yards of the vehicles entering and leaving the DDMS. The Debris Monitoring Consultant will coordinate data collection and information management systems, including but not limited to:

Prepare detailed estimates and for use in Project Worksheet preparation.

Implement and maintain a disaster debris management system linking load ticket and DDMS information, including reconciliation and photographic documentation processes.

Provide daily, weekly or other periodic reports for County 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 Consultant that is necessary for proper documentation for reimbursement of costs from 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 County Debris Monitoring Consultant Review documentation for accuracy and quantity Assist in preparation of claim documentation.

DDMS 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 County.

Work Areas – The County 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 DDMS. 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 County. Hauling of eligible debris to the DDMS will be allowed during visible daylight hours only between dawn and dusk unless otherwise authorized by the County. The Contractor may work during these hours seven (7) days per week including holidays. It is understood between the parties that at the DDMS, 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 County approval. The County 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 County will establish and approve all areas that the Contractor will be allowed to work. Daily and/or weekly scheduled meetings will be held to determine approved work areas. The Contractor shall remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition. Determination of when a site is in a clean and neat condition will be at the reasonable judgment of the County. 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 Standards (FDOTMOT). All work zones shall conform to FDOTMOT 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.

Additional Provisions

A. The Contractor shall collect, remove, transport, and process disaster debris at the Disaster Debris Management Sites (DDMS) as designated by Indian River County.

B. Collection of debris shall include identification, assessment and removal of hazardous materials, hazardous wastes, bio-hazardous wastes, dead animals, white goods, e-waste, 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.

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. The Utility lines may be electric, gas, telephone, cable, fiber optic, water and sewer, etc. The Contractor shall take all precautions to ensure the safety of their employees, equipment, protection of public/private property and to not damage/disrupt these Utilities.

F. Processing of debris shall include the establishment and operation of multiple temporary debris-staging areas/processing-sites throughout Indian River County where collected debris may be sorted, recycled, ground, mulched, burned (if approved), or otherwise segregated for transport and disposal to the Indian River County Class 1 Landfill or other approved disposal facilities. C&D debris shall be collected separately from the right-of-way and be transported to an approved disposal facility.

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 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 Indian River County.

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 Indian River County 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 County for the entire project upon request if electronic debris tracking is not available for use. 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 County at least 3 days in advance of any unusual “ramping up” of work forces.

N. 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.

O. 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.

R. All loaded trucks and trailers shall be tarped or covered during transport, in accordance with Florida law and local codes.

S. Every Operator must hold a valid driver's license appropriate for the equipment and vehicle class being operated. Indian River County assumes no liability for equipment or vehicles being operated without the proper credentials required by state and federal law.

T. The Contractor shall meet minimum production demands established by the County and begin debris removal phasing (C & D removal and mulch reduction and hauling) within three days of the County’s request.

U. All collection activities shall be directed in a logical, sequential manner, approved by the County, with no materials skipped over or left behind.

V. The Contractor shall assure that all subcontractors have English speaking supervisors or representatives available in the field at all times during the contract period.

W. 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.

X. The Contractor shall provide the following facilities at each debris-staging area/processing-site, regardless of who provides the site (Contractor or County):

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 County.

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.

AA. Compliance of Federal, State, and Local Laws, Rules, and Regulations

All processing activities shall be conducted in compliance with all federal, state, and local laws, rules, and regulations.

i) The Contractor shall be responsible for obtaining and paying for all permits needed to construct, operate, maintain, close, and reclaim the debris processing sites.

ii) The Contractor shall be responsible for any environmental sampling required at the debris staging area. Normally areas used to stage vegetative debris do not require any environmental sampling. Areas used to stage mixed debris, or ash from burning mixed debris, will normally require environmental sampling to close the site after the debris or ash is removed. It would also be advisable to sample the area prior to staging any mixed debris to identify any existing contamination at the site.

iii) The Contractor shall maintain the site in accordance with all local, state, and federal laws, rules, and regulations including at a minimum erosion control, storm water management, and fire control.

iv) The Contractor shall not be responsible for C&D disposal fees at the approved disposal facility

v) The Contractor shall provide and pay for all the necessary labor, fuel, 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.

vii) The Contractor shall comply with laws and regulations designed to protect natural, cultural, and historic resources

AB. Contractor Assistance and Cooperation

The Contractor shall provide the County any assistance, in its capacity, for 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 County in responding to federal and state agencies request for additional information and/or auditing as directed by the County.

2. The Contractor shall conduct the Debris Removal and Disposal Contract in strict accordance with guidelines set forth in this contract document.

3. The Contractor shall coordinate and cooperate fully with the County Debris Monitoring Consultant at all times.

End of Technical Specifications

Submittal Instructions

Information to Be Submitted: Proposals shall be uploaded as a single, searchable pdf file, per page limits in each section and organized as follows:

COVER LETTER (0 Points)

Provide a cover letter indicating your company’s understanding of the requirements/scope of services/specifications of this solicitation. The letter must be a brief (no more than two pages) formal letter from the Proposer that provides information regarding the company’s familiarity with and interest in providing the required services. A person who is authorized to commit the Proposer to provide the goods/services included in the response must sign the letter in ink.

TAB A - QUALIFICATIONS AND EXPERIENCE

Proposer should clearly and succinctly demonstrate its experience in providing the services requested in this RFP. This section of the proposal should be no more than twenty (20) pages, and at a minimum should include the following:

Provide an overview of Proposer’s experience indicating the resources, understanding, qualifications, and background, etc. in providing the services as detailed in the Scope of Work. List in detail experience with relevant projects completed within the previous ten (10) years, including the name of the project, location, type and value, and project contact information. If deemed applicable, experience will be based on the principals of the proposing company and their prior company backgrounds to accommodate divestitures and acquisitions.

Include any pertinent information needed to determine the proposer’s experience and ability to perform the anticipated work.

The proposer shall supply sufficient documentation, such as identification of major subcontractors and equipment suppliers, that they are well versed in all aspects of FEMA documentation, reimbursement and project management as well as demolition and debris removal work.

Specifically, the proposal shall include:

A list of major debris removal projects completed within the past 5 years.

A description of major debris removal projects completed beyond five years in Florida and also throughout the United States.

Information on how the proposer has previously handled disposal of hazardous materials, construction debris and white goods.

A write‐up on how the proposer has previously managed tracking the source location, debris type, source and documentation to debris manager and FEMA.

A write‐up of how the proposer was previously deployed and their response times for deployment.

Include a description of the resources and equipment used and available for past debris removal projects described.

A list of equipment, estimate of workload, and future commitments to other emergency response contracts.

Address the proposer’s ability to mobilize including what is anticipated for a maximum time to mobilize.

For each of the above items the proposer shall make sure to include details of the project such as: the public agency, their contact, FEMA contacts, all pertinent phone numbers and dollar amounts. The proposer should provide information necessary to investigate the work with the public agency.

TAB B – PROFESSIONAL REFERENCES

Provide at least three (3) references for the same or similar services provided within the past ten (10) years of direct or relevant projects completed that are the same or similar to the magnitude for this RFP, including company/agency name, contact person, phone number and e‐mail address. The information provided under this tab, must be current and the County must be able to contact references for verification as part of the evaluation process. This section of the proposal should be no more than six

(6) pages.

TAB C – FINANCIAL INFORMATION

All Proposers shall document that it has the financial capability to provide the equipment and resources needed to satisfactorily conduct the services requested in this RFP by demonstrating that it has available cash or uncommitted line/letter of credit capacity or other identifiable resources for procurement of equipment, facilities, and other initial material and staffing needs for this project.

Regarding the latter, Proposer should either indicate the entity that is providing internally generated funds and document that such funds are available and will be allocated for this purpose or provide commitments from external sources indicating that an acceptable level of credit or resources will be available. All proposers shall supply a financial statement, preferably a certified audit, but a third party prepared financial statement and the latest D & B report will be accepted to demonstrate that the applicant has the financial resources to provide the proposed services on a continuous and uninterrupted basis throughout the term of the contract. This section of the proposal should be no more than ten (10) pages, not including financial statements.

TAB D – PROJECT APPROACH AND SCHEDULE

• State your firm’s plans and approach for providing the goods and services outlined in this RFP.

• Provide a summary regarding your firm’s ability to deliver the requested services in a specific timeframe.

• The information presented shall be in enough detail to enable the County to ascertain the

Proposer understands the effort to be accomplished and should essentially outline the steps in the total services proposed.

Provide your interpretation of what is required to meet the needs of the County. The proposer will use this document, their knowledge and experience to develop their understanding of this project. The proposer is urged to develop scenarios or examples to fully explain their position. Describe how the work will be accomplished, the quality control, and how FEMA requirements will be met. Include the operational processes for the debris reduction sites. Identify the resources you will mobilize for each scenario and state your commitment and timeframe to deploy these resources when called upon.

Provide the management processes anticipated to be used. Include how the interaction may take place between you, the County, and the Debris Monitoring Personnel. Provide a matrix detailing your approach to the project and list of costs associated with personnel and equipment.

Include your subcontractor selection and management plan. Detail how subcontractors will be recruited, scrutinized, background screened, and selected. Identify any pre-approved subcontractors.

This section of the proposal should be no more than twenty (20) pages.

Proposal Pricing will be submitted on the form provided in Bonfire (without any modification, except to enter your firm name and unit pricing where requested). Printing, and including with the proposal is not necessary, or requested.

Mandatory Forms:

The following forms must be completed and submitted as individual attachments in Bonfire, in the indicated “Requested Information” section, and excluded from the pdf:

Anti-Human Trafficking Affidavit Certification regarding debarment Sworn statement on Disclosure of Relationships as per Section 105.06 of the Indian

River County Code Foreign Entity Ownership Affidavit Certification regarding lobbying RFP/RFQ Compliance Form Certification Regarding Prohibition Against Contracting with Scrutinized Companies Proposal Pricing Form.

Specimen Insurance Certificate, showing coverage required in agreement and/or letter from carrier stating Contractor’s ability to obtain prior to execution of the agreement.

Evidence of Bonding capacity

Optional Information Any requested changes to the County’s Sample Agreement, submitted in track changes

Proposals should not be marked “confidential”, “trade secret” or the like. Any information submitted that is exempt from disclosure, in accordance with Florida Statute, MUST be submitted as a separate file, and include the reference in Florida statute that authorizes the County to withhold that specific information from public record requests. The County reserves the right to not consider Proposals containing excessive exempt material, at the County’s sole interpretation. This includes submittals summarily marked as exempt, confidential, or the like.

Method of Selection: The County shall convene a Selection Committee of which the responsibility shall be as follows:

a. Each Committee member shall independently review and evaluate each submittal by assigning a number of points for each criterion, as established in the solicitation, and then totaling the number of points for all criteria for each firm.

b. As a "Committee of the whole", develop a combined ranking order of all Submittals meeting minimum qualifications. The ranking of firms shall be done in the following manner:

1. The total number of points received by each firm from all Committee members shall be totaled and divided by the number of Committee members, to produce an average score.

2. The firm receiving the highest average score shall be ranked the # 1 firm, and the process repeated until all firms have been ranked according to their average score.

3. In the event of a tie, the ranking of tied firms shall be determined by consensus scoring, based on discussion on the tied firms among the committee.

4. After the initial ranking is established, the Committee may discuss the scores and their reasons behind them, and each member may modify their ranking or scores of firms accordingly until the Committee is satisfied with the rankings.

5. After interviews (if held), and based upon information learned during the interviews, each Committee member will rank the firms in order of preference and a consolidated final Committee ranking established.

6. The evaluation process shall continue until the Committee declares the rankings final.

c. The County may, solely at its own option, seek additional Submittals with this or a similar Submittal in the event the County, solely at its own option, determines that the quantity and/or quality of Submittals received is insufficient to meet the County's needs and/or that award of a contract arising from this RFP would not be in the public interest.

d. The committee will proceed with negotiations with the firm identified in the final rankings as the top ranked firm, if necessary. Should negotiations with the top ranked firm fail, the committee will negotiate with subsequently ranked firms until a final recommendation of award is determined.

Criteria for Award:

EVALUATION CRITERIA

EVALUATION POINTS

MAXIMUM

1. Qualifications and Experience 25

2. References 15

3. Financial Information 10

4. Project Approach and Schedule 25

5. Proposal Pricing 25

TOTAL 100

General Terms and Conditions

By submitting a proposal in response to this request, firm acknowledges the instructions and information provided herein.

Cone of Silence. Potential respondents and their agents must not communicate in any way with the Board of Commissioners, County Administrator or any County staff other than Purchasing personnel in reference or relation to this solicitation. This restriction is effective from the time of RFP issue until the Board of County Commissioners meets to authorize award. Such communication may result in disqualification.

Interpretations: All questions about the meaning or intent of the Request for Proposals are to be submitted to the County through the Bonfire platform. Interpretations, modifications, responses, or clarifications considered necessary by County in reply to such questions will be issued by Addenda.

Only questions answered or changes made by Addenda will be binding. Oral and other interpretations, modifications, or clarifications will be without legal effect. All such Addenda shall become part of the RFP and contract documents.

Proposal Submission: All proposals and required documents must be submitted electronically via the Bonfire portal, prior to the closing date and time for the proposals. Verbal, printed, emailed or faxed submissions will not be considered, nor will late submittals. The County will not reimburse any proposer for costs associated with preparation or submittal of a proposal.

Public Record Exemption: Correspondence, materials, and documents received pursuant to this Request for Proposals become public records subject to the provisions of Chapter 119, Florida Statutes.

Should the Proposer assert any exemptions to the requirements of Chapter 119, Florida Statutes, and related statutes, the burden of establishing such exemption, by the way of injunctive or other relief as provided by law, shall be upon the Proposer.

Proposal Rejection: Failure to comply with all the enclosed instructions may result in rejection of the proposal.

Valid Period of Proposal:…