RFP_Debris Removal Services2_.pdf

CITY OF RINCON, GEORGIA

REQUEST FOR PROPOSAL

RFP NO. 060425-002

ANNUAL CONTRACT FOR DISASTER DEBRIS REMOVAL

SERVICES

ISSUED DATE: JUNE 4th, 2025 DATE DUE: JULY 7th, 2025, at 11:30 AM

The purpose of this invitation is to solicit written proposals from qualified firms for debris removal services for The City of Rincon. Sealed proposals will be received at City Hall located at 302 S Columbia Avenue, Rincon, Georgia 31326 for hand or express delivery; for standard mailed documents send to PO Box 232, Rincon, Georgia 31326 by 11:30 A.M., July 7th, 2025.The City reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a bid are contained in this Request for proposal package.

Please note that specific forms for submission of a bid are required. Proposals must be typed or printed in ink.

Any questions pertaining to this request for proposal must be made in writing and received no later than 11:00 A.M., June 17th, 2025. No responses will be given to questions received after that time. Questions may be faxed to 912.756.5882, emailed to kachtziger@eommgmt.com , or hand delivered to The City of Rincon located at 302 S Columbia Avenue Rincon, GA 31326.

Any changes to the conditions and specifications must be in the form of a written addendum to be valid;

therefore, the City will issue a written addendum to document approved changes.

mailto:kachtziger@eommgmt.com

DOCUMENT CHECK LIST

The following documents, when marked, are contained in and made a part of this Bid Package or are required to be submitted with the bid. It is the responsibility of the Proposer to read, complete and sign, where indicated, and return these documents with his/her bid. FALURE TO DO SO MAY BE CAUSE FOR

DISQUALIFICATION.

COMPANY NAME: _______________________________________________________________

REQUIRED COMPLETED ITEM DESCRIPTION

INSTRUCTIONS TO PROPOSERS

GENERAL TERMS, CONDITIONS AND EXCEPTIONS

X PROPOSAL FORM

SURETY REQUIREMENTS

PERFORMANCE BOND

PAYMENT BOND

X CERTIFICATE OF INSURANCE

X W-9

LEGAL NOTICE

X EXCEPTION SHEET

X DRUG FREE WORKPLACE CERTIFICATION

X PROMISE OF NON-DISCRIMINATION STATEMENT

X CONTRACTOR AFFIDAVIT & AGREEMENT (E-VERIFY)

X DISCLOSURE OF RESPONSIBILITY STATEMENT

X SUBCONTRACTOR AFFADAVIT & AGREEMENT (if applicable)

X FIRMS CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

INELIGIBILITY AND VOLUNTARY EXCLUSION

X AFFADAVIT REGARDING LOBBYING

ACKNOWLEDGE RECEIPT OF ADDENDUM(S) ______________________________

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR PROPOSAL

SECTION I

INSTRUCTIONS TO PROPOSER

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a proposal to The City of Rincon for professional services as described herein. All proposals are governed by the Code of The City of Rincon, local and state laws.

1.2 HOW TO PREPARE PROPOSALS:

A Proposals shall be submitted on the form enclosed and shall be typewritten or completed with pen and ink and signed by the business City or authorized representative.

B Any erasures or corrections must be initialed and dated by the official signing the Bid.

All signature spaces must be signed.

C Firms are encouraged to carefully review all provisions and attachments of this document. Each bid constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS:

A Proposals must be submitted in a sealed opaque envelope, plainly marked with the bid number, bid title, bid closing date and time, and company name.

B Mailed or delivered as follows in sufficient time to ensure receipt by the City on or before the time and date specified above.

a Mailing Address: City of Rincon City Hall, PO Box 232 Rincon, Georgia 31326 b Hand Delivery: City of Rincon City Hall, 302 S Columbia Avenue Rincon, Georgia

31326

C Please check the City’s website https://www.cityofrincon.com/BidOpportunities.aspx prior to submission for any addendum to the RFP.

PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE OPENED OR

CONSIDERED.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Proposers to this request for proposal and/or these specifications should be brought to the attention of the City in writing. The objections contemplated may pertain to the form and/or substance of the request for proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this request for proposal.

1.5 ERRORS IN PROPOSALS: Firms or their authorized representative are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer’s own risk.

https://www.cityofrincon.com/BidOpportunities.aspx

1.6 STANDARDS FOR ACCEPTANCE OF FIRMS FOR CONTRACT AWARD: The City of Rincon reserves the right to reject any or all proposals and to waive any irregularities or technicalities in proposals received whenever such a rejection or waiver is in the best interest of the City.

The City reserves the right to reject the bid of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used it shall encompass the "person", "business", "firm", or other party submitting a bid to The City of Rincon in such capacity before a contract has been entered into between such party and the City.

1.8 RESPONSIBLE / RESPONSIVE PROPOSER: Responsible Proposer means a person or entity that has the capability in all respects to perform fully and reliably the contract requirements.

Responsive Proposer means a person or entity that has submitted a proposal that conforms in all material respects to the requirements set forth in the invitation for proposals.

1.9 CITY: Whenever the term “City” or “Owner” is used it is to refer to the City of Rincon.

1.10 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the City the Proposal shall become the property of the City without compensation to the Proposer, for disposition or usage by the City at its discretion. Respondent names who submit proposals on this request for proposal and total prices will be read aloud publicly, but the details and particulars of the proposal documents will remain confidential until the final award of the contract / purchase order.

1.11 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a Proposer's staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your bid to be rejected.

1.12 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, Worker’s compensation insurance and comply with any and all other standards or regulations required by Federal, State or City statute, ordinances and rules during the performance of any contract between the Proposer and the City. Any such requirement specifically set forth in any contract document between the Proposer and the City shall be supplementary to this section and not in substitution thereof.

1.13 DEBARRED FIRMS AND PENDING LITIGATION: Any potential Proposer/firm listed on the

Federal or State of Georgia Parties Listing (barred from doing business) will not be considered for contract award. Firms shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any Proposer/firm previously defaulting or terminating a contract with the City will not be considered. Proposer acknowledges that in performing contract work for the City, Proposer shall not utilize any firms that have been a party to any of the above actions. If Proposer has engaged any firm to work on this contract or project that is later debarred, Proposer shall sever its relationship with the firm with respect to City contract.

** All Firms are to read and complete the Disclosure of Responsibility Statement enclosed as Attachment C to be returned with response. Failure to do so may result in your solicitation response being rejected as non-responsive.

Proposer acknowledges that in performing contract work for the City, Proposer shall not utilize any firms that have been a party to any of the above actions. If Proposer has engaged any firm to work on this contract or project that is later debarred, Proposer shall sever its relationship with that firm with respect to City contract.

1.14 PROTECTION OF RESIDENT WORKERS: The City of Rincon actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the Unites States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

1.15 IMMIGRATION: On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section 2) became effective. All employers, contractors and subcontractors entering a contract or performing work must sign an affidavit that he/she has used the E-Verify System.

E-Verify is a no-cost federal employment verification system to ensure employment eligibility.

Affidavits are enclosed with this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

** All Firms are to read and complete the E-Verify affidavit enclosed as Attachment D to be returned with response. Failure to do so may result in your bid being rejected as non-responsive.

http://www.uscis.gov/

SECTION II

GENERAL TERMS, CONDITIONS AND EXCEPTIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the Proposer but shall put the Proposer on notice to inquire of or identify the same to the City. Whenever herein mentioned is made of any article, material or workmanship to be in accordance with laws, ordinances, building codes, underwriter’s codes, ASTM regulations or similar expressions, the requirements of these laws, ordinances, etc., shall be construed to be the minimum requirements of these specifications.

2.2 COMPLETENESS: All information required by the request for proposal must be completed and submitted to constitute a qualifying proposal.

2.3 PRICES TO BE FIRM: Proposer accepts all terms and conditions set forth in this request for proposal. This proposal will remain subject to acceptance for sixty (60) days after the proposal opening, or for such longer period of time that Proposer may agree to in writing upon request of City.

2.4 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer. Any alternative bid must be brought to the City’s attention prior to the question deadline submitted in writing.

2.5 LIABILITY PROVISIONS: Where Firms are required to enter or go into The City of Rincon property to take measurements or gather other information in order to prepare the proposal as requested by the City, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless The City of Rincon from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with The City of Rincon.

2.6 AWARD OF CONTRACT: The contract, if awarded, will be awarded to the proposer responsible whose proposal will be most advantageous to The City of Rincon, price and other factors considered. The City of Rincon will make the decision as to which proposal best serves the interest of the city. The successful respondent will be expected to execute a contract within 30 days of the notice of the award.

2.7 ASSIGNMENT: The successful Proposer shall not assign or transfer any interest in the contract without the written consent of the City.

2.8 COST TO PREPARE: The city assumes no responsibility or obligation to the Firms and will make no payment for any costs associated with the preparation or submission of the proposal.

2.9 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the city staff may be filed with the city for review and resolution.

2.10 INSURANCE PROVISIONS: The selected Proposer shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Proposer, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in the proposal. Contract work will not proceed unless The City of Rincon has in their possession a current Certificate of Insurance. The City of Rincon invokes the defense of sovereign immunity. The City is not to be included as an additional insured on insurance contracts. Failure to maintain insurance as described below will result in termination of the contract.

A. General Information that shall appear on a Certificate of Insurance:

i. Name of Producer (Contractor’s insurance Broker/Agent).

ii. Companies affording coverage (there may be several).

iii. Name and address of the Insured (this should be the Company or Parent of the firm The City of Rincon is contracting with).

iv. Summary of all current insurance for the insured (includes effective dates of coverage).

v. Brief description of operations to be performed, the specific job to be performed, or contract number.

vi. Certificate Holder (This is to always include The City of Rincon).

B. Limits of Insurance:

i. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or Tenant. This policy coverage includes premises and operations, use of independent contractors, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards.

Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

ii. Worker’s Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties. Employer's Liability coverage is usually included in Worker's Compensation policies, and ensures common law claims of injured employees made in lieu of or in addition to a Worker's Compensation claim. Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker's Compensation limit.

C. Special Requirements:

i. Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the Certificate of Insurance.

ii. Extended Reporting Periods: The Contractor shall provide the City with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option.

iii. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

iv. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the City.

v. Proof of Insurance: The City of Rincon shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the City before services are rendered. The Contractor must ensure Certificate of insurance are updated for the entire term of the City.

vi. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M.

Best's rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five-year basis, the current total Best's rating will be used to evaluate insurer acceptability.

vii. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by The City of Rincon.

viii. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the city. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the City, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.11 INDEMNIFICATION: The Proposer agrees to protect, defend, indemnify, and hold harmless The City of Rincon, its council, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the Proposer or its sub Firms. The Proposer’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. Proposer further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless The City of Rincon, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractors or anyone directly or indirectly employed by any of them.

The Proposer's obligation to indemnify The City of Rincon under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the Proposer.

2.12 COMPLIANCE WITH SPECIFICATION – TERMS AND CONDITIONS: The Request for proposal, Legal Advertisement, General Conditions and Instructions to Firms, Specifications, Special Conditions, Proposer’s Proposal, Addendum, and/or any other pertinent documents form a part of the Firms proposal or proposal and by reference are made a part hereof.

2.13 STATEMENT OF DISCLOSURE: All Proposers must provide a statement of disclosure which will allow the City to evaluate possible conflicts of interest.

Interests of Public Officials

The Proposer warrants for itself and any subcontractor that no elected or appointed official or employee of the City of Rincon, Georgia, has any interest in their proposal or the proceeds of any contract/agreement which may result thereof. In the event that an elected or appointed official or employee acquires any interest in any contract/agreement which may result from this proposal, or the proceeds thereof, the Proposer agrees to disclose such interest to the City immediately by submitting a written notice. For breach or violation of this clause, the City may annul any contract/ agreement resulting from this proposal without liability, terminate any contract/agreement resulting from this proposal for default, or take other remedial measures. “Interest” as used herein means direct or indirect pecuniary or material benefit accruing to an appointed official or employee as a result of a matter which is or which is expected to become the subject of an official action by or with the city, except for such actions which, by their terms and by the substance of their provisions, confer the opportunity and right to realize the accrual of similar benefits to all other persons and/or property similarly situated. The term “interest” shall not include any remote interest. For purposes of this proposal, an appointed official or employee shall be deemed to have an interest in the affairs of: (1) his or her family; (2) any business entity in which the appointed official or employee is a member, officer, director, employee, or prospective employee; and (3) any business entity as to which the stock, legal Ownership, or beneficial Ownership of an appointed official or employee is in excess of five percent of the total stock or total legal and beneficial Ownership, or which is controlled or owned directly or indirectly by the appointed official or employee. Remote interest as used herein means the interest of (1) a volunteer director, officer, or employee of a nonprofit corporation; (2) a holder of less than 5 percent of the legal or beneficial Ownership of the total shares of a business.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The signed proposal shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the City or their designee. In case of a default on the part of the Proposer after such acceptance, The City of Rincon may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.15 PROPOSAL DEADLINE: The response to this request for proposal must be received by the City

Hall no later than 11:30 A.M., July 7th, 2025. Any proposal received after the time stipulated will be rejected and returned unopened to the proponent. It is emphasized that late proposals will be rejected

For good and sufficient reason, up to 24 hours before the advertised deadline, the City may extend the response schedule. An addendum will be issued setting forth the new date and time.

2.16 WITHDRAWAL OF PROPOSAL: Any proposal submitted before the deadline may be withdrawn by a written request received by the city before the time fixed for receipt of proposals.

Withdrawal of any proposal will not prejudice the right of a proponent to submit a new or amended proposal as long as The City of Rincon receives it by the deadline as provided herein.

2.17 REJECTING PROPOSALS: The City reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of The City of Rincon. Similarly, the city is not bound to accept the lowest dollar proposal if the offer is not considered in the City's best interest.

2.18 QUESTIONS: Any questions pertaining to this request for proposal MUST be made in writing and received no later than 11:00 A.M., June 17th, 2025. No responses will be given to questions received after that time. Questions may be emailed to kachtziger@eommgmt.com or hand delivered to The City of Rincon located at 302 S Columbia Avenue Rincon, GA 31326.

The only official answer or position of The City of Rincon will be the one stated in writing.

2.19 GEORGIA OPEN RECORDS ACT: The responses will become part of the City’s official files without any obligation on the City’s part. Ownership of all data, materials and documentation prepared for and submitted to the City of Rincon in response to a solicitation, regardless of type, shall belong exclusively to City and will be considered a record prepared and maintained or received in the course of operations of a public office or agency and subject to public inspection in accordance with the Georgia Open Records Act, Official Code of Georgia Annotated, Section 50-18-70, et. Seq., unless otherwise provided by law. Responses to ITB's shall be held confidential from all parties other than the City until after the contract is awarded by the City. The Proposer and their proposal price in response to the ITB will be read aloud at public proposal openings. After Proposal Tabulations, the ITB shall be available for public viewing. The City of Rincon shall not be held accountable if material from responses is obtained without the written consent of the Proposer by parties other than the City, at any time during the solicitation evaluation process.

2.20 GEORGIA TRADE SECRET ACT of 1990: In the event a Proposer/Proposer submits trade secret information to the City, the information must be clearly labeled as a Trade Secret. The City will maintain the confidentiality of such trade secrets to the extent provided by law.

2.21 METHOD OF SELECTION: The City of Rincon will evaluate all proposals submitted to the RFP.

Proposers must meet all technical requirements, or such proposals will be disqualified as being non-responsive. Proposals deemed to be incomplete as they pertain to substance and content may be returned without further consideration. An award, if made, will be made to the responsible Proposer whose Proposal is most advantageous to The City of Rincon, taking into consideration experience, qualifications, management, pricing and other factors set forth in this Request for Proposal (RFP). The city will not use any other factors or criteria in the evaluation of the Proposals received.

2.22 CONTRACT: The successful Proposer shall not commence work under this request for proposal until a written contract is awarded by the City. If the successful Proposer does commence any work or delivers items prior to receiving an executed contractor, he does so at his own risk.

2.23 TERMINATION OF CONTRACT: The City of Rincon has the right to terminate any contract. The

Proposer shall be paid for services rendered and not in question or dispute through the effective date of such termination. Further, provided a contract is awarded, if a Proposer fails to fulfill any of its obligations hereunder, the City may, by giving written notice to the mailto:rdykes@richmondhill-ga.gov

Proposer at issue, terminate the agreement with said Proposer for such default. If this agreement is so terminated, the Proposer shall be paid only for work satisfactorily completed.

2.24 CHANGES: In the event a contract is awarded, the City may, with prior Council approval, make changes at any time during the contract period within the general scope of the contract and its technical provisions. If any such change causes any increase or decrease in the Proposer’s cost of performing any part of the contract, an equitable adjustment shall be made in the contract prices, or in the time of performance, or in both. A written memorandum of such adjustments shall be made prior to any changes in contract pricing schedules.

2.25 PAYMENTS: Payment of invoices will be made within the time frame specified in the contract resulting from this request for proposal.

A. The proposer will be paid the agreed upon compensation upon satisfactory delivery of the products or completion of the work as more fully described in the contract documents.

B. Upon completion of the work, the Proposer will provide the City with an affidavit certifying all suppliers, persons or businesses employed by the Proposer for the work performed for the City have been paid in full.

C. The City of Rincon is a tax-exempt entity. Every contractor, Proposer, business or person under contract with The City of Rincon is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to The City of Rincon by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

SECTION III

3.1 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. The proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an interview or oral presentation which would be scheduled at the discretion of the City of Rincon.

3.2 EVALUATION FACTORS: Factors such as proponents’ overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation.

3.3 FORMAT: The offeror shall submit one original (conspicuously marked “ORIGINAL”), one complete copy and one USB flash drive of their written proposal that presents their qualifications and understanding of the work to be performed. Include all information requested, organized in tabbed sections clearly identified in a table of contents in the order of the sections listed below.

3.4 PROPOSALS MUST BE RESPONSIVE TO:

A. INTRODUCTORY / COVER LETER (SECTION A): Proposers must provide a letter of introduction with no more than two (2) pages highlighting or summarizing information you deem appropriate as a cover letter. At a minimum this letter must include name, address, telephone number, fax number and one (1) contract with whoever will serve as the authorized representative for all correspondence. This section should demonstrate the Proposer understands of the Request for Proposal and contract requirements as well as how the Proposer intends to meet those requirements.

B. QUALIFCATION AND EXPERIENCE (SECTION B):

1. The name, title, address, and telephone number of the person (s) who will be assigned to perform service under the proposal.

2. Resumes/credentials of the person(s) who will perform the services required as well as how long they have been with your firm. Include a resume for each key staff person that will participate in the program. Provide an organizational chart. Highlight key and relevant experience. Attach copies of all licenses, certificates and certifications for key personnel. Credentials may be subject to verification.

3. Provide a listing of Disaster Recovery projects within the last five (5) years with a brief narrative of each project, client, and services provided by consultant, whether they were the lead agency or a sub-contractor, value of services and current status on date of completion.

4. Provide an equipment list to meet or exceed the minimum requirements of the Scope of Services and indicate if owned, leased, sub-contracted, and time of availability should contract be exercised.

5. Provide a copy of the company's disaster response policies and/or plan.

6. Provide documentation of the company’s financial strength and certificate of insurance.

7. Provide listing of current and/or pending lawsuits and indicate the status of each.

8. State if your firm has operated under a different name within the past 10 years and provide that name that your firm previously operated under.

9. Provide complete details of any contract termination within the last 5 years and state the reason(s) for the termination.

10. Demonstrate experience in administering all aspects of federal and state disaster and mitigation program.

11. Demonstrate reporting to the State of Georgia Emergency Management (GEMA) and the Federal Emergency Management Agency (FEMA).

12. Must demonstrate complete and full working knowledge of numerous FEMA documents including Public Assistance Guide (FEMA 322), Public Assistance Handbook (FEMA 323), and the Public Assistance Debris Management Guide

(FEMA 325).

13. Must provide documentation that shows the Contractor has met the

Emergency Management Program accreditation requirements as outlined in

NFPA 1600.

14. Key personnel must be trained in National Incident Management Systems

(NIMS) for Public Works including copies of incident Command System certifications.

15. Demonstrate effective and efficient automated processing of all documents for reimbursement.

C. PROJECT UNDERSTANDING AND METHODOLOGY (SECTION C): Discuss the methodology that will be used to meet or exceed the minimum requirements of the Scope of Work and the approach to rendering the required services. Methodology shall specifically describe how the company will approach the service to meet the City's Scope of Work and what deliverables the City can expect from the Contractor.

Any special techniques, strategies and capabilities should be discussed here. A detailed narrative statement to demonstrate the offeror's' understanding of the Scope of Work described below to include:

1. The statement shall include by not necessarily be limited to the offeror's' proposed organizational structure and procedures to provide the required services;

2. Equipment and software to be used;

3. Expectations regarding the City's responsibilities and contributions under the contract;

4. Any limitations in delivering all the required services;

5. Any potential problem areas that might impede the successful implementation of the contract;

6. Any other information not specifically required elsewhere in this Request for

Proposal but considered pertinent by the offeror.

3.4 FINANCIAL STRENGTH (SECTION D): Provide one (1) original (preferred) or copy of your audited and already published financial statements for three (3) annual periods preceding the due date for your Proposal. Please be certain that the statements provided are in the same legal name as those in which you intend to do business with the City and not in the name of parent organizations or include other subsidiaries. Proponent shall provide proof from a surety company authorized to issue bonds in the State of Georgia indicating the Proposer's capability to provide adequate performance and payment bonds for this Project

3.5 REFERENCES: Please provide at least three (3) governmental references. Proposer must disclose existing governmental contract of similar nature, and the term limits of those contracts that are within the southeast region of the United States. Please provide the client's name, address, phone number and the name of a contact person.

3.6 FEE SCHEDULE: Use the fee schedule form and submit with proposal. Quantities are estimates based on projected needs and are for evaluation purposes only. The City reserves the right to authorize tasks to a selected contractor.

3.7 DRAFT CONTRACT: Provide a draft contract for review by the City.

3.8 EVALUATION:

A. STEP 1: PROPOSAL EVALUATION

PROPOSAL EVALUATION POSSIBLE POINTS

Qualifications and Experience 30

Project Understanding / Methodology 20

Financial Strength 15

References 15

Fee Schedule 20

B. STEP 2: INTERVIEWS / PRESENTATIONS: If required by The City of Rincon. 30 possible points

SECTION IV

SCOPE AND CLASSIFICATION

4.1 SCOPE OF WORK: The purpose of this Request for Proposal is to solicit competitive proposals from qualified companies to provide Debris Removal Services in the event of a disaster, man-made or natural, including hurricanes. This service would extend only to the incorporated areas of The City of Rincon under the City Manager. Contractors hired by The City of Rincon will be expected to assist Public Works to respond to debris removal services as outlined in the plan. It is the City's intent to award to a primary and a secondary contractor. The secondary will be utilized in the event that the primary cannot perform. The contract term length shall be one year with an option for two additional renewals subject to Council approval.

4.2 GENERAL REQUIREMENTS:

A. The Contractor must have the capacity to manage a major workforce with multiple subcontractors and to cover the expenses associated with a major recovery operation prior to the initial payment and between subsequent payments, as well as the capacity to provide the necessary bonds and insurance.

B. Contractor shall furnish Performance and Payment Bonds within seven (7) days after an Event Notice to Proceed is issued, as security for the faithful performance and payment of all Contractor's obligations under the resulting Contract. These Bonds shall remain in effect at least until one year after the date when final payment becomes due, except as provided otherwise by Laws or Regulations or by the Contract Documents. The bond shall be issued by an agency authorized to do business in the State of Georgia with a rating of "A" or higher, as listed in the A.M. Best & Company latest published rating. An attorney in fact who signs Performance and Payment Bonds must file with the bond a certified copy of his/her power of attorney to assign said bond.

Concurrently with an assessment of the damage immediately following a disaster event, the City, in consultation with the Contractor, shall determine the Contractor's scope of services and an estimated dollar value of the work for the event, based upon the best data available at the time. The initial Task Order issued by the City for each specific event shall require the Contractor to provide the appropriate size Performance and Payment Bonds, each equal in sum to the estimated dollar value of the work. If the value of the contracted work increases, the Contractor shall be required to provide an updated Performance and Payment Bond in an amount equal to the new value.

Performance and Payment Bonds for each event shall comply with all other requirements, unless otherwise stated. If the catastrophic event diminishes after the Event Notice to Proceed is issued, a stop work order shall be issued to cancel the Performance and Payment Bonds tied to said event.

Contractor(s) shall post a payment/performance bond, certified check or money order made payable to The City of Rincon Finance Department in the amount of 100% of the estimated dollar value of the work. Such bond(s) are due as a guarantee that goods meet specifications and will be delivered per contract. Such bonds will also guarantee quality performance of services and timely payment of invoices to any subcontractors.

Whenever a bond is provided, it shall be executed by a surety authorized to do business in the State of Georgia and approved by The City of Rincon.

C. The Contractor must also have an established management team, an established network of resources to provide the necessary equipment and personnel, comprehensive debris removal and volume reduction operations plans, and demonstrable experience in major disaster recovery projects.

D. The Contractor must be duly licensed to perform the work in accordance with the State of Georgia code requirements. The Contractor shall obtain all permits necessary to complete the work.

E. The Contractor shall be knowledgeable on the rules and regulations governing the transport of heavy equipment and oversized loads across state boundaries. An emergency situation in the City does not ensure any waiver of regulations or assistance in expediting equipment transportation by other states.

F. When a major disaster occurs or it is imminent, the City will contact the firm(s) holding

City contracts for debris removal and disposal to advise them of the City's intent to activate the contracts. Debris removal will generally be limited to debris in, upon, or brought to public streets and roads, rights-of-way, City properties and facilities, and other public sites. The Contractor shall not enter onto private property during the performance of this contract unless specifically authorized by the City in writing. The Contractor will be responsible for determining the method and manner of debris removal and lawful disposal of all debris and debris-reduction by-products generated at all Debris Management Sites (DMS), formally known as Temporary Debris Staging and Reduction Sites (TDSRS). For purposes of the contract the terms DMS and temporary debris management site are considered to be synonymous.

G. If a disaster is imminent, the city will initially send out an alert to the selected

Contractor(s). This alert will serve to activate the lines of communication between the Contractor representatives and the city and may require the Contractor to send an operations manager to the city within 24 hours to begin planning for operations and mobilization.

H. The Contractor shall assign and provide an operations manager to serve as the principal liaison between the City Project manager and the Contractor's forces. The assigned operations manager must be knowledgeable of all facts of the Contractor's operations and have authority in writing to commit the Contractor. The operations manager shall be on call 24 hours per day, seven days per week and shall have an electronic linkage capability for transmitting and receiving relevant contractual information and making arrangement for onsite accommodations. This linkage shall provide immediate contact via cell phone, fax machine, and Internet capabilities. The operations manager will participate in daily meetings and disaster exercises, functioning as a source to provide essential element information. The operations manager will report to the City Project manager. The operations manager will be required to be physically capable of responding to the City Project manager within one hour of notification.

I. The Contractor shall be responsible for control of pedestrian and vehicular traffic in work areas.

J. The Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the Contractor's personnel and equipment is the responsibility of the Contractor. The Contractor(s) shall take all reasonable steps to ensure safety for both workers and visitors to the DMS and debris collection sites. Safety at these sites includes traffic control such as traffic cones and flag personnel. The Contractor(s) will also be solely responsible to ensure that all OSHA requirements are met, and a safety officer is assigned to the project for the duration of this contract.

Additionally, the Contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of the contract.

4.2 SCOPE OF SERVICES: The successful Proposer at a minimum shall do, perform and carry out the services as follows in a satisfactory and proper manner and in conformance with the standard practices and procedures of their profession. Specific responsibilities include, but are not limited to:

A. Contractors shall be able to provide the following services and further described in the scope of services herein as follows:

i. Task 1: Emergency City-wide Road clearance also known as the “Initial Push”

ii. Task 2: Debris removal from public property (road right-of-way, storm water structures and open channels, parks, etc.), to include load and haul to City approved DMS location or City Designated Final Disposal Site

iii. Task 3: Debris removal from private property

iv. Task 4: Temporary staging, reduction and transportation of debris for disposal including DMS Site remediation

v. Task 5: Tree stump removal, transportation and disposal. Includes transporting to a city approved DMS location or City Designated Final Disposal Site.

vi. Task 6: Hazardous waste abatement. Includes removal, transportation and proper disposal at a permitted Hazardous Waste TSDF.

vii. Task 7: Sand screening

viii. Task 8: Removal, hauling and disposal of White Goods Disaster Debris

ix. Task 9: Removal, hauling and disposal of Electronic Disaster Debris Waste (E-

Waste)

x. Task 10: Removal of Putrescent Disaster Debris

xi. Task 11: Removal, hauling and disposal of Infectious Disaster Debris Waste

xii. Task 12: Marine Disaster Debris Waste removal

B. In addition to using force account labor and equipment, the City may execute three (3)

(but reserves the right to execute more or less than) debris removal and disposal contracts on a contingency basis for the purpose of having Contractor(s) immediately available and committed to assisting the City and the authorized agencies in the aftermath of a major disaster. Each Contractor under contract will serve as a General Contractor for the purpose of debris removal and disposal operations and will be able to use his/her own subcontractor resources to meet the obligations of the contract.

4.3 GENERAL SCOPE OF WORK

A. The contract to be awarded under this Request for Proposal will be a contingency contract that will be activated only in the face of an emergency. As such, no compensation will accrue to the Contractor unless and until the contract is activated either in anticipation of a natural disaster or immediately after such disaster.

B. In addition, a Contractor who receives a contingency contract for the work will be required to participate in certain City directed disaster recovery training and/or exercises, 1 to 2 days each year, at no cost to the City.

C. Recycling of debris by the Contractor is encouraged and will be coordinated with the city and the authorized agencies. Recycling efforts will also be carried out under the current recycling programs existing at most landfills. The strength or weakness of the various landfills recycling programs will be a factor in choosing disposal locations.

D. The Contractor shall be responsible for correcting any notices of violations issued as a result of the Contractor's or any subcontractor's actions or operations during the performance of the contract. Corrections for any such violations shall be at no additional cost to the City and/or the authorized agencies.

E. The Contractor shall ensure that wherever non-English speaking crews are utilized, at least one crew supervisor must be fluent in English.

F. The Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of federal, state or local governments or agencies, or of any public utilities or other private Contractor.

G. The contractor must be able to mobilize management staff and field crews at least 25% capacity on-site in the City of Rincon within 24 hours after being authorized from the City. The contractor is responsible for all mobilization fees including, but not limited to, lodging, transportation, fuel, meals, or other travel-related expenses.

4.4 DEBRIS MANAGEMENT

A. Debris Management operations is a function of The City of Rincon in accordance with the City's Emergency Management Ordinance. The City's Manager, in coordination with secondary agencies, will direct the debris removal and disposal operations.

B. The City of Rincon has "Right of Entry" Agreements with multiple private single-family residential communities gated or otherwise. The contractor is to verify these locations and include these within the scope of this contract.

C. The general concept of debris removal operations includes multiple scheduled passes of each site, location, or right-of-way. This will allow residents to return to their properties and bring debris to the right-of-way as recovery progresses.

D. With assistance and recommendations from the Contractor, the city will direct the specific schedule to be used after ascertaining the scope and schedule for debris removal and will be consistent with the description of critical facilities and route clearing priorities based on as assessment of the disaster.

E. The City may employ a Debris Monitor to oversee, audit and regulate debris management operations to ensure compliance with FEMA requirements, rules and regulations.

F. Curbside segregation of debris and disaster-generated or related wastes is an element of the City's disaster recovery program. The debris removal and disposal Contractor will be required to aid in the segregation and waste stream management processes. Waste includes the following categories with responsibility as shown:

• Household trash - continued responsibility of private solid waste refuse haulers.

Not included in the scope of this contract unless otherwise mutually agreed under separate arrangements.

• Vegetative and clean, woody debris, suitable for chipping, grinding or burning, loosely stacked, placed by curb or road shoulder. This includes logs, stumps, limbs, branches, and complete trees that may be removed and placed by the curb or road shoulder for collection. Any reduction of size of woody debris to make suitable for chipping, grinding or burning is part of the Contractor's responsibility - Contractor responsible for removal and disposal.

• Construction and demolition debris, furniture, furnishings, appliances, etc.

suitable for being land filled or recycled, stacked by curb or shoulder - Contractor responsibility for removal and disposal.

• Household and toxic waste (HTW), separated from all other types of waste and debris, placed at curb or road shoulder - Contractor responsible for removal and disposal.

• White Goods are household appliances such as refrigerators, freezers, air conditioners heat pumps, ovens, ranges, washing machines, clothes dryers, and water heaters. The contractor is responsible for removal, decommission, decontamination and disposal.

• Electronic waste, e-waste or e-scrap refers to electronics that contain hazardous materials such as cathode ray tubes including computer monitors and televisions-…