11086-20240821142259 ADAMS.doc

REQUEST FOR BIDS

FOR

DISASTER DEBRIS MONITORING

Notice is hereby given that sealed bids will be received by the Adams County Board of Supervisors for the purchase, from the lowest and best bidder, of the following items as needed, for the Department of Road Management, of Disaster Debris Monitoring Services, for a period of (1) year starting October 1, 2024 and ending September 30, 2025. Bids must be received by 10:00 A. M., Thursday, September 19, 2025 at the County Administration Building, 314 State Street, Natchez, Mississippi, at which time bids will be opened.

Bids submitted with qualifications or exceptions will not be considered.

All bids are to be SEALED, PLAINLY ADDRESSED TO THE ADAMS COUNTY BOARD OF SUPERVISORS, and outside of envelope containing bids should be marked; “BID ON (# Item Bidding On)”.

Bids may be hand delivered to 314 State Street, Natchez, Mississippi or mailed to the County Administration Building, Natchez, Mississippi 39120.

Bid prices are to be firm and not subject to change during the period specified above.

The Board of Supervisors reserves the right to waiver informalities and to reject any and all bids.

DE’NEEN PRICE

PURCHASE CLERK

601-445-7941

PUBLICATION DATES:

August 23, 2024 August 30, 2024 Bid Opening: September 19, 2024

INSTRUCTIONS TO BIDDERS:

Bidders are cautioned that they are responsible for delivery to the specific location cited above. Therefore, if your proposal is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the above address. The Board will not be responsible for deliveries made to any place other than the specified address.

It is the sole responsibility of the bidder to ensure that his or her proposal timely reaches the Board. The time and date for receipt of proposals will be scrupulously observed. Late deliveries or mail delays will be rejected as non-responsive regardless for the reason for delay.

TERMS AND CONDITIONS:

The Board reserves the right to cancel a solicitation at any time prior to approval of the award by the Board. The Board reserves the right to request clarification of information submitted and to request additional information from any or all bidders. Although the selection will be based substantially on lowest costs, the Board reserves the right to select the bidder that best meets the needs of the County.

The bidders awarded this contract shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least three (3) years after completion of the contract. The Board shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of the agreement. This information shall be made accessible at the bidder’s place of business to the Board, its representatives, as well as, governmental agencies involved with this project and their designees, for purposes of inspection, reproduction and audit without restriction and bidder shall produce said records without any undue delay and without any additional cost outside the bid price.

PROPOSAL FORMAT:

Bidders must succinctly respond in the format delineated below. Elaborate, irrelevant, or otherwise unnecessary information will not be considered.

The following information should be tabbed to identify the required information. Failure to submit this information may render your proposal non-responsive.

1. QUALIFICATIONS OF THE FIRM

a. Provide a description and history of the bidder’s or firm focusing on previous governmental experience. Only past experience as the prime contractor will be considered. Firm qualifications must include, at minimum, the following:

i. Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

ii. Documented knowledge and experience coordinating with Federal, State and Local emergency agencies.

iii. Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA (Federal Emergency Management Agency), FHWA (Federal Highway Administration), and NRCS (Natural Resources Conservation Services).

iv. Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, sand recovery and beach remediation, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

b. Provide three (3) references for which the bidder’s business or firm has performed services within the past five (5) years that are similar to the requirements in the Scope of Services set forth hereinbelow. Provide the reference’s name, address, telephone numbers, and dates of any pertinent contracts.

2. QUALIFICATIONS OF STAFF

Provide an organizational chart, resumes, and summary of staff qualifications. Key project staff (management staff including, but not limited to: project manager, collection and disposal operations managers, FEMA reimbursement specialist, data manager, etc.) should be full time employees of the bidders and have experience, working for the bidders, in the following:

a. Experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

b. Documented knowledge and experience of federal, state and local emergency agencies, state and federal programs, funding sources and reimbursement processes.

c. Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

3. COST

Each bidder must submit on the Cost Form/Fee Schedule included herein. The Cost Form will be evaluated on the hourly rates submitted on the cost bid form for the labor positions listed.

4. INSURANCE

Each bidder must submit Certificates of Insurance to the Board to verify such coverage.

a. Workers’ Compensation – The bidders shall provide coverage for its employees with statutory workers’ compensation limits, and no less than $1,000,000.00 for Employers’ Liability. Said coverage shall include a waiver of subrogation in favor of the Board and its agents, employees and officials.

b. Commercial General Liability – The bidders shall provide coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury. The limits shall be not less than $1,000,000.00.

c. Business Automobile Liability – The bidders shall provide coverage for all owned, non-owned and hired vehicles with limits of not less than $1,000,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent.

d. Professional Liability (Errors & Omissions) – The bidders shall provide coverage for all claims arising out of the services performed with limits not less than $1,000,000.00 per claim. The aggregate limit shall either apply separately to this contract or shall be as least twice the required per claim limit.

SCOPE OF SERVICES

I. BACKGROUND

The Board requires management, recovery, and consulting services related to disaster recovery. Upon request of the Board other services may include, but not limited to, facilitating communication with FEMA, FHWA, the State of Mississippi and other agencies, coordination with insurance representatives, pre-event planning, and post-event reconstruction, grant funding, and reimbursement services.

II. SCOPE

A. DISASTER DEBRIS MONITORING SERVICES

The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public rights-of-way, private property, drainage areas/canals, waterways, and other areas designated as eligible by the Board. Specific services may include:

a. Coordinating daily briefings, work progress, staffing, and other key items with the Board’s designated representative.

b. Scheduling work for team members and contractors on a daily basis.

c. Hiring, scheduling, and managing field staff.

d. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency and speed up recovery work.

e. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring.

f. The Debris monitoring company shall capture a digital photograph, GPS coordinates, Signature(s), and a timestamp for each load of debris generated as it is loaded and as it dumped, and shall also capture before and after photos of each leaner, hanger, and stump removed along with GPS coordinates and timestamps.

g. Developing daily operational reports to keep the Board designee informed of work progress.

h. Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the Board’s designated representative for processing.

i. Warranting that performance paid by the county is reimbursable under FEMA/MEMA guidelines.

**This cost form/fee schedule must be completed in the bid package.**

COSTS FORM/FEE SCHEDULE

The rates listed below shall be straight time rates. All hours in excess of 40 per week shall be billed at 1.5 times the straight time rate.

DISASTER DEBRIS MONITORING SERVICES POSITIONS

HOURLY RATES

Principal

Project Manager

Operations Manager

Field Supervisors

Load Site Monitors

Debris Site/Tower Monitors

3097911