176-20250324115502 DFA.pdf

INVITATION FOR BIDS

IFB No. 2025-02 RFx: 3160007286

Preapproved List of Vendors for Emergency Disaster Debris

Removal Services

Mississippi Department of Finance and Administration 501 North West Street, Suite 1300

Jackson, Mississippi 39201

Issue Date:

March 24, 2025

Closing Date:

May 12, 2025, at 5:00 pm

Contact:

Shannon Smith

OSSS@dfa.ms.gov

Invitation for Bids for Emergency Disaster Debris Removal Services PVL Table of Contents

TABLE OF CONTENTS

Section 1. Solicitation Information

1.1. Authority

1.2. Purpose

1.3. No Guarantee of Work, Compliance, and/or Reimbursement

1.4. Timeline

1.5. Questions or Requests for Clarification

1.6. General References Throughout the IFB

1.7. Acknowledgment of Amendments

1.8. Attachments to the IFB

1.9. Restrictions on Communication with DFA and MEMA Staff

1.10. Conflict of Interest: Emergency Disaster Debris Removal and Monitoring

Section 2. Scope of Services and Requirements

2.1. Contract and Notice to Proceed

2.2. Resource and Mobilization Timelines Requirements

2.3. Training Requirements

2.4. Location of Emergency Disaster Debris Removal Sites

2.5. Debris Location Site Preparation and Management

2.6. Compliance Records Requirements

2.7. Socioeconomic Requirements

2.8. Scope of Services

2.9. Responsibility for Damage and Violations

2.10. Equipment

2.11. Reporting Requirements

2.12. Grant Funding and Reimbursement Requirements

2.13. Insurance Requirements

2.14. Payment and Performance Bonds

2.15. Pricing and Payment Procedures

2.16. Detailed Scope to be Provided by City/County

2.17. Geographic Regions

2.18. Duration of Services to be Provided

2.19. Bid Prices

2.20. Stop Work Order

2.21. Termination

2.22. Applicable Law

2.23. Compliance with Equal Opportunity in Employment Policy

2.24. E-Verification

2.25. Removal from PVL

Section 3. Bid Submission

3.1. Bid Submission Format

3.2 Bid Submission Requirements

3.3. Expenses Incurred in the Procurement Process

3.4. Independent Price Determination

3.5. Withdrawal of a Bid

3.6. Debarment

3.7. Note to Agencies and Vendors

Table of Contents

3.8. Minor Informalities and Irregularities

3.9. Contract Rights

3.10. Property Rights

Section 4. Bid Evaluation and Award

4.1 Minimum Qualifications to be Deemed Responsible

4.2 Basis for Award

4.3. Award Notification

ATTACHMENT A: Regional Map ATTACHMENT B: Bid Cover Sheet ATTACHMENT C: Bid Form ATTACHMENT D: Certifications & Assurances ATTACHMENT E: References ATTACHMENT F: Reference Score Sheet ATTACHMENT G: Required Federal Procurement Clauses as This Contract is Eligible for Reimbursement from FEMA

Section 1. Solicitation Information

Section 1. Solicitation Information

1.1. Authority

The Mississippi Department of Finance and administration (DFA) “shall develop and implement a process that creates a preferred vendor list for both disaster debris removal and monitoring.”

Miss. Code Ann. § 31-7-13(x)(i)

1.2. Purpose

The Mississippi Department of Finance and Administration (DFA), on behalf of the cities and counties of Mississippi, is seeking to establish a Preapproved Vendor List (PVL) for Emergency Debris Removal Services. This list will be available for use by the cities and counties of Mississippi (Contracting Cities/Counties or Cities/Counties). DFA invites bids from qualified vendors who provide debris removal services (Vendors) for placement on the list. After DFA establishes the list, Mississippi’s counties and cities can use the services that have been competitively bid as required by law, avoiding the need for an individual procurement for emergency contracts. Cities/Counties may select and contract with Vendors from the list.

Attachment A divides the State into nine (9) geographic regions for which Vendors may submit bids. Vendors will be recommended for placement on the PVL as described in Section 4 of this IFB. Vendors placed on the PVL must agree to extend services on an as-needed basis to all authorized Cities/Counties within the geographic limits of the region(s) for which it is placed on the PVL under the prices, terms, conditions, and specifications as described in this Invitation for Bids (IFB) for a term of five years. Multiple Vendors may be listed per region, and a single vendor may be listed in multiple regions. Being placed on the PVL does not guarantee that contracts will be issued.

1.3. No Guarantee of Work, Compliance, and/or Reimbursement

DFA DOES NOT guarantee any work or contracts with Cities/Counties for any vendor placed on either the Emergency Disaster Debris Removal Services PVL or the Emergency Disaster Debris Removal Monitoring Services PVL. Cities/Counties ARE NOT REQUIRED to use either the Emergency Disaster Debris Removal and/or Monitoring Services PVLs. This IFB and the resulting PVL are issued solely for the convenience of Cities/Counties in need of these emergency services and in accordance with Mississippi law.

DFA CANNOT guarantee Cities/Counties or vendors) placed on either the Emergency Disaster Debris Removal Services or Emergency Disaster Debris Removal Monitoring Services PVLs that either PVL is in compliance with or meets the procurement requirements of any other state, federal, or other regulatory authority, including but not limited to FEMA and NTSA.

DFA CANNOT guarantee that invoices submitted and/or paid for services provided by a vendor placed on the Emergency Disaster Debris Removal and/or Emergency Disaster Debris Removal Monitoring Services PVLs meet reimbursement requirements of any other regulatory authority, including but not limited to FEMA and NTSA.

Before contracting with any vendor from any DFA PVL, cities/counties should contact their legal representative and confirm with regulatory authorities that the use of the PVL meets procurement, reimbursement, and any other regulatory and contract requirements.

Neither DFA nor the State of Mississippi is liable for any loss and/or damages associated with using the PVLs.

1.4. Timeline

IFB Issue Date: March 24, 2025

Questions and Requests for Clarification Due: April 1, 2025, at 5:00 pm CDT

Anticipated Posting of Answers to Questions: April 25, 2025

Bid Package Submission Deadline: May 12, 2025, at 5:00 pm CDT

Anticipated Date of the Notice of Intent to Award: June 20, 2025

DFA reserves the right to post Answers to Questions and to issue the Notice of Intent to Award on dates other than those stated above without amendment to this IFB. No other dates shall be changed unless a written amendment is issued.

1.5. Questions or Requests for Clarification

1.5.1. All questions and requests for clarification must be directed by email to Shannon Smith at OSSS@dfa.ms.gov.

1.5.2. Questions and requests for clarification must be submitted in writing by email on or before April 1, 2025, at 5:00 pm CDT. The Bidder bears all delivery risks and is responsible for promptly submitting questions. DFA may not answer questions received after the above-stated date and time.

1.5.3. DFA will publish all questions, requests for clarification, and answers on the DFA website and the procurement portal.

1.5.4. DFA will not be bound by any verbal or written information not contained within this IFB unless a written amendment to the IFB is issued.

1.6. General References Throughout the IFB

1.6.1. Any reference to "DFA" or "MEMA" throughout this IFB includes both entities to the extent relevant.

1.6.2. Unless expressly indicated otherwise, any reference to the “DFA website” refers to the website found at: https://www.dfa.ms.gov/invitations-bids.

1.6.3. Any reference to the “procurement portal” throughout this IFB refers to the website at: https://www.ms.gov/dfa/contract_bid_search/Home/Buy.

1.7. Acknowledgment of Amendments

Should an amendment to the IFB be issued, DFA will post it on the DFA website and the procurement portal in a manner that all Bidders will be able to view. Further, Bidders shall acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the bid package, identifying the amendment number and date in the space provided on the bid mailto:OSSS@dfa.ms.gov https://www.dfa.ms.gov/invitations-bids https://www.ms.gov/dfa/contract_bid_search/Home/Buy form, or by letter. DFA must receive the acknowledgment by the time and at the place specified as the bid package submission deadline. Bidders are responsible for monitoring the DFA website for amendments to the IFB.

1.8. Attachments to the IFB

The Attachments to this IFB are fully incorporated into the IFB.

1.9. Restrictions on Communication with DFA and MEMA Staff

At no time shall any Bidder or its personnel contact, or attempt to contact, any DFA or MEMA staff regarding this IFB other than the contact person listed on the cover page of this IFB.

1.10. Conflict of Interest: Emergency Disaster Debris Removal and Monitoring The Mississippi Department of Finance and Administration (DFA) is soliciting bids for Emergency Disaster Debris Removal and Emergency Disaster Debris Monitoring services. To uphold transparency, integrity, and efficiency in disaster response efforts, a single vendor shall not provide both services simultaneously for the same project in the same location. Vendors awarded a contract for Emergency Disaster Debris Removal shall be ineligible to perform Emergency Disaster Debris Monitoring for the same project location and vice versa. Any bid submission in violation of this requirement may be deemed non-responsive and disqualified from consideration.

By submitting a bid, vendors acknowledge and agree to comply with this restriction and certify that they do not have, and will not establish, any conflicting contractual obligations that would result in a violation of this clause.

Section 2. Scope of Services and Requirements

2.1. Contract and Notice to Proceed

Any City/County within a region identified in this Invitation for Bids shall be authorized under the terms of this Invitation for Bids to enter into a contract for services in the event of a disaster in the City/County warranting the need for debris removal and/or disposal activities. No City/County in a region shall be required to use the resulting Preapproved Vendor List (PVL) for emergency disaster debris removal services. However, if a City/County within the region desires to utilize the services of a PVL debris removal contractor, the City/County will contract with the selected Contractor directly per the recommended process described herein.

2.1.1. The City/County should contact multiple (two (2) or more) Contractors on the PVL and request a service quote.

2.1.2. The City/County should provide a list or statement of required services and request a "best price" quote from each selected Contractor.

2.1.3. The Contractor shall provide the best price for the requested services at or below the maximum price listed on the PVL.

2.1.4. The City/County should negotiate contract terms and conditions and award a contract to the lowest "best price" Contractor.

2.1.5. If the City/County is unable to reach an agreement with the lowest "best price" Contractor, it should move to the next lowest "best price" Contractor until it enters into a contractual agreement with the lowest "best price" Contractor.

2.1.6. The City/County should consult with legal counsel to ensure that any contracts resulting from this Invitation for Bids comply with all applicable state and federal laws and regulations. Legal review is strongly recommended before contract execution to confirm compliance.

2.1.7. If the resulting contract is terminated for any reason, the City/County may contact the next lowest "best price" Contractor, begin a new PVL selection process, or acquire the services by other means.

2.1.8. Nothing in this IFB prohibits the City/County from entering into a standby agreement with one or more PVL vendors.

2.2. Resource and Mobilization Timelines Requirements

The Contractor must maintain and provide a list of resources, including:

• Equipment (e.g., trucks, loaders, grinders) and specifications for each item.

• Personnel categorized by roles (e.g., supervisors, operators, laborers).

• Subcontractors, if applicable, with details on their roles and capabilities.

2.2.1. When the City/County is ready to begin work, it should forward a written Notice to Proceed to the Contractor.

2.2.2. Upon receipt of the Notice to Proceed, the Contractor shall provide the City/County with the list of resources, required bonds, work plan, proof of training, and all necessary environmental and regulatory permits. To the satisfaction of the City/County, the work plan shall detail a 7- and 14-day projection of activities, including planned temporary and final disposal sites. The Contractor shall update the work plan every week throughout the project period. The City/County may prioritize areas where the Contractor shall perform specified activities.

2.2.3. The Contractor must mobilize and commence operations within 24 hours following the issuance of a Notice to Proceed as soon as weather allows, as directed by the City/County. Mobilization includes deploying all necessary personnel, equipment, and materials to the designated staging area(s). Once notified to proceed, the Contractor shall provide the services set out in this IFB to the extent necessary to meet the needs of the City/County.

2.2.4. The Contractor must be able to provide the minimum services included in this IFB upon activation and must be prepared to place project personnel, including a project manager, in the City/County within 24 hours of receipt of the written Notice to Proceed. The Contractor shall be responsible for coordinating with these designated City/County representatives to ensure compliance with the 24-hour mobilization requirement is met.

2.3. Training Requirements

The Contractor shall provide all employees and contract labor, including the project manager, with adequate training concerning safety, eligibility for reimbursement, if reimbursement is available, and disaster-specific information. All training shall meet FEMA and FHWA requirements and, where possible or required by FEMA or FHWA rules or regulations, shall involve personnel from either or both agencies. Proof of training shall be provided to the City/County when responding to a Notice to Proceed. The Bidder must demonstrate in the bid documents that it has adequately trained all workers before performing any project work.

2.4. Location of Emergency Disaster Debris Removal Sites

The Contractor shall be required to remove debris from all areas identified by the City/County as included in the Notice to Proceed and other directions from the City/County. This may include the removal of debris from City/County roads, federal aid highways, State roads, City/County-maintained public property, and/or drainage easements. In some instances, this may include removing debris from private property, but only if the disaster triggers the activation of private property debris removal (PPDR) and if authorized explicitly by the City/County. The City/County may limit the scope or type of debris the Contractor shall remove. The Contractor shall not perform any work in an area not explicitly assigned to the Contractor by the City/County.

The Contractor shall make as many passes as necessary through the locations where debris is to be removed and as directed by the City/County. There shall be up to three passes with a minimum of one weekend between each pass; provided, however, the Contractor shall complete each pass over all locations in the City/County before beginning the next pass. The Contractor shall not move from one designated work area to another designated work area without prior approval from the City/County. The scheduling of passes will be coordinated and approved by the designated City/County representative.

2.5. Debris Location Site Preparation and Management

The Contractor shall be responsible for all vehicular and pedestrian traffic control at all debris removal locations, which shall be accomplished in conformance with the latest edition of the Manual on Uniform Traffic Control Devices. The Contractor shall provide all flag persons, signs, traffic control, and other equipment to necessary personnel working at the site. At least one flag person shall be posted at each approach to the work area. Work performed without proper traffic control shall not be subject to reimbursement by the City/County.

2.5.1. Closure or blocking of public streets and other rights of way shall only be permitted if the Contractor makes prior arrangements with the City/County and coordinates the closures with City/County personnel as directed by the City/County.

2.5.2. Before performing any work at a debris removal location site, the Contractor shall contact 811 and any other utility company to identify utility lines and components.

2.6. Compliance Records Requirements

The Contractor shall retain records demonstrating compliance with, including but not limited to, the following (where applicable) in the version that is in effect at the time of the declared event:

o FEMA Public Assistance Program and Policy Guide Version 4 (June 1, 2020) o FEMA Procurement Disaster Assistance Team (PDAT) Field Manual o Title 2 U.S. Code of Federal Regulations, Part 200 o 41 C.F.R. Part 60-1.4 Equal Opportunity Clause o 29 C.F.R. §5.5(b) Contract Work Hours and Safety Standards Act o Clean Air Act and Federal Water Pollution Control Act o 2 C.F.R. part 180 and 2 C.F.R. part 3000 Suspension and Debarment Compliance o 31 U.S.C. § 1352 and 44C.F.R. Part 18 Byrd Anti-Lobbying Amendment (as amended) o Section 6002 Solid Waste Disposal Act o 31 U.S.C. Chapter 38 Program Fraud and False or Fraudulent Statements or Related Acts o Emergency Relief Manual (Federal-Aid Highways) (May 2013) o FEMA and Federal Requirements for Access to Records o Prohibition on Use of Department of Homeland Security Seal, Logo, and Flags o Compliance with Federal Law, Regulations, and Executive Orders for FEMA Financial

Assistance

2.7. Socioeconomic Requirements

In addition to the compliance requirements above, the Contractor shall comply with requirements under 2 C.F.R. §200.321. If subcontracts are to be let, the awarded Contractor agrees to assure that minority businesses, women’s business enterprises, veteran-owned businesses, and labor surplus area firms are used when possible. The affirmative steps must include:

2.7.1. Placing qualified small, minority businesses, women’s business enterprises, and veteran-owned businesses on solicitation lists;

2.7.2. Assuring that small, minority businesses, women’s business enterprises, and veteran-owned businesses are solicited whenever they are potential sources;

2.7.3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small, minority businesses, women’s business enterprises, and veteran-owned businesses;

2.7.4. Establishing delivery schedules, where the requirement permits, which encourages participation by small, minority businesses, women’s business enterprises, and veteran-owned businesses;

2.7.5. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration, the Minority Business Development Agency, and veteran-focused business development organizations of the Department of Commerce.

2.8. Scope of Services

DFA has worked with the Mississippi Emergency Management Agency (MEMA) to develop the scope of services and requirements in compliance with Mississippi law, Federal Emergency Management Agency (FEMA) guidelines and regulations, Federal Highway Administration (FHWA) guidelines and regulations, and all applicable federal laws and regulations. Throughout this Invitation for Bids, any reference to FEMA shall also mean FHWA compliance when the circumstances dictate, such as when sites eligible for emergency relief work are involved.

The primary purposes of this bid offering for regional debris removal and disposal services are to contract for:

(1) the removal of all eligible disaster-generated debris from a City/County’s right of way as directed by the City/County and

(2) the proper disposal of all eligible disaster-generated debris

The Contractor must be able to provide the services set out in this scope of services in full compliance with all FEMA and FHWA guidelines and regulations and federal law and regulations applicable when work is performed to ensure reimbursement if reimbursement is available.

However, compliance with these requirements does not guarantee reimbursement, and the City/County should not assume reimbursement will be granted for any or all expenses. Any conflict with the language included in these requirements shall be construed to comply with FEMA requirements.

The Contractor will work closely throughout the project with designated City/County personnel and/or the monitoring services Contractor. The City/County and the monitoring services Contractor will provide the Contractor with names, contact information, and program areas of the appropriate City/County and monitoring services Contractor personnel.

As the contract may require simultaneous performance in more than one City/County in the region, the successful Bidder must demonstrate the ability to provide each of these services simultaneously on a regional basis. The scope of services described below shall be considered minimum standards to meet in submitting bids and/or providing services if the Bidder is awarded the regional contract under this bid offering.

2.8.1. Project Management and Work Forces

The Contractor shall provide all management, supervision, labor, materials, and equipment necessary for the efficient and effective removal, disposal, and reduction of all eligible debris. At a minimum, this shall include a project manager, an adequate number of workers acting under the project manager's direction, and proper and sufficient equipment and materials to accomplish the functions of the contract. All workers, including contract workers, shall report to and work under the supervision of the project manager.

The Bidder must demonstrate in the bid documents the ability to provide adequately trained personnel for this function within 24 hours of receiving a Notice to Proceed. The Contractor may use contract labor for this function and is encouraged to employ local residents and subcontractors in the City/County. However, the Bidder shall document in his or her bid that his or her company can, using company personnel and equipment, remove at least 30% of debris utilizing the Bidder's own equipment and personnel within the 180-day time frame for project completion.

2.8.2. Project Manager

The contractor shall assign a dedicated project manager to each activated jurisdiction within 24 hours of contract activation.. The Contractor shall provide the City/County with adequate contact information regarding this person in its initial response to the Notice to Proceed. The Bidder must demonstrate in the bid documents the ability to assign a project manager to a City/County when responding to a Notice to Proceed and that said project manager will be able to perform all duties set out herein. The project manager shall be someone with authority to handle all issues that arise throughout the project period and shall be knowledgeable and experienced in handling issues with emergency disaster debris removal activities and/or FEMA and FHWA-related issues. Additionally, the project manager shall perform, at a minimum, each of the following duties:

2.8.2.1. Meet with designated personnel from the City/County immediately upon receipt of the Notice to Proceed to discuss the scope of services expected

2.8.2.2. Remain within the City/County during all work hours throughout the length of the project

2.8.2.3. Schedule and coordinate daily debris removal activities with designated City/County personnel and debris monitoring personnel and provide planning for future operations pertinent to the specific event requiring the debris removal activities

2.8.2.4. Oversee and supervise all debris removal and disposal activities throughout the project

2.8.2.5. Regularly communicate with designated City/County and monitoring services contractor personnel to keep the City/County informed of all aspects of the debris removal and disposal activities

2.8.2.6. Provide input to the City/County to improve the efficiency of collection and removal of debris

2.8.2.7. Identify, address, and troubleshoot potential problems and questions that could impact all elements of the debris removal and disposal process, including but not limited to work area safety and the eligibility of reimbursement for removal of certain types of debris

2.8.3. Safety Officer

The Contractor shall have a safety officer assigned to a project in any City/County to ensure that work site conditions and equipment are safe and operable and that all workers are safely performing all activities. The safety officer may be the Contractor's project manager.

However, he or she shall be able to dedicate the appropriate time to safety issues as deemed necessary by the City/County to ensure safe work conditions and practices in all work areas. The safety officer shall be available in person to designated City/County personnel at any time during the project. The City/County may require the Contractor to appoint a new safety officer if the City/County determines the Contractor is not adequately addressing safety concerns. The City/County may also cease the Contractor's work if it determines that the Contractor has not addressed safety concerns promptly and sufficiently.

2.8.4. Environmental Permits, Fees, and Protections

The City/County is responsible for securing all necessary environmental and regulatory permits prior to the commencement of any debris removal or disposal activities, including burning. The City/County may require assistance in identifying a suitable location for a temporary debris management site (TDMS) and in completing the MDEQ application process. If MDEQ approves the City/County’s request for authorization, a letter of temporary authorization will be issued, detailing operating requirements, time limitations, closure requirements, and other applicable guidelines. The MDEQ reserves the right to inspect the temporary site at reasonable times. Additionally, should any responsible party, including local governments, landowners, or contractors, fail to comply with the conditions outlined in the MDEQ’s authorization letter or any relevant laws, regulations, or ordinances, MDEQ may impose additional operating conditions or terminate operations.

The Contractor is required to implement comprehensive dust control measures and adhere to all environmental safeguards as mandated by local, state, and federal regulations. The City/County will provide the Contractor with copies of all documentation confirming the proper permits and approvals before any activities begin.

2.8.5. Eligible Debris Removal

The Contractor shall be responsible for clearing, separating, and removing all eligible debris from all locations identified by the City/County using the procedures set out in these bid specifications. At a minimum, services shall include::

2.8.5.1. Examining and sorting debris into separate categories

2.8.5.2. Loading the sorted debris onto appropriate hauling equipment and

2.8.5.3. Hauling the eligible, sorted debris to an appropriate, approved reduction and/or disposal site

The Contractor shall only be authorized to clear, separate, and remove eligible debris as directed by the City/County and shall only be paid by the City/County for the removal of eligible debris. The Contractor shall document ineligible debris left at a debris removal location and notify the designated City/County representative immediately of any ineligible debris placed at the right of way for collection.

2.8.5.4. Definition of Eligible Debris

“Eligible debris” is all disaster-related debris located on City/County roads, rights of ways, federal aid highways, State roads, City/County-maintained public property, and/or drainage easements.

2.8.5.5. Eligibility Criteria

For debris to be considered eligible, it must (1)comply with current or future FEMA and FHWA debris eligibility guidelines and regulations, (2) be the legal responsibility of the City/County to remove, and (3)present an immediate health and safety threat to the public or the users of an eligible public facility

2.8.6. Eligible Debris and Definitions

The types of eligible debris that the Contractor may be required to remove include, at a minimum, each of the following:

Category I Vegetative Debris

Category II Construction and Demolition Debris

Category III Household Hazardous Waste

Category IV White Goods

Category V Electronic Waste

Category VI Waterway Debris

Category VII Soil, Mud, and Sand

Category VIII Vehicles and Vessels

This IFB sets out special rules and procedures for the removal and/or disposal of certain types of eligible debris. The Contractor shall always comply with these procedures and all FEMA and FHWA guidelines and regulations related to them.

2.8.6.1. Vegetative Debris

Vegetative debris may comprise whole trees, tree stumps, branches, tree trunks, and other leafy material. Most vegetative debris consists of large piles of tree limbs and branches that are piled on the public rights-of-way by the residents. The collection of this type of debris is eligible for reimbursement if it is within public rights-of-way and collected by an eligible applicant.

2.8.6.2. Construction & Demolition (C&D) Debris

Construction & Demolition (C&D) Debris can be defined as damaged components of buildings and structures, such as lumber and wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and floor coverings, window coverings, pipe, concrete, fully cured asphalt, equipment, furnishings, and fixtures. Some construction and demolition debris may be hazardous, such as asbestos roofing, floor tile, and lead pipes.

2.8.6.3. Household Hazardous Waste (HHW)

Household Hazardous Waste (HHW) refers to hazardous products and materials used and disposed of by residential consumers rather than commercial or industrial consumers. HHW includes but is not limited to, some paints, stains, varnishes, solvents, pesticides, and other products or materials containing volatile chemicals that catch fire, react, or explode under certain circumstances or that are corrosive or toxic.

2.8.6.4. White Goods

White goods are discarded household appliances such as refrigerators, freezers, air conditioners, heat pumps, ovens, ranges, washing machines, clothes dryers, and water heaters. Many white goods contain ozone-depleting refrigerants, mercury, or compressor oils that must be removed and processed following environmental protocols and procedures before the white goods can be further processed for disposal and recycling.

2.8.6.5. Electronic Waste (E-Waste)

Electronic waste (e-waste) refers to electronics that contain hazardous materials, such as cathode ray tubes. Examples of e-waste include but are not limited to, computer monitors and televisions. Typically, these products contain minerals and chemicals that require specific disposal methods.

2.8.6.6. Waterway Debris

Waterway debris is any solid material, including vegetation and man-made objects, that obstructs or disrupts the normal function of waterways. This debris includes items that accumulate in rivers, streams, or other bodies of water due to hurricanes, floods, or industrial spills.

2.8.6.7. Soil, Mud, and Sand

Soil, mud, and sand are any soft or fine-grade earth sediments.

2.8.6.8. Vehicles and Vessels

Vehicles and vessels are means of transportation, such as cars, trucks, and boats.

For the removal of vehicles and vessels to be eligible, the applicant must demonstrate that:

• The vehicle or vessel presents a hazard or immediate threat that blocks ingress/egress in a public-use area;

• The vehicle or vessel is abandoned, e.g. the vehicle or vessel is not on the owner's

• property and ownership is undetermined;

• The applicant followed local ordinances and State law by securing ownership and

• The applicant verified the vehicle or vessel's chain of custody, transport, and disposal.

2.8.6.9. EXCLUSION of Chemical, Biological, Radiological, and Nuclear (CBRN)-Contaminated Chemical, Biological, Radiological, and Nuclear (CBRN)-Contaminated debris require specialized contractors. This PVL does not include contractors specialized in the removal of this type of debris.

2.8.7. Debris Removal Procedures

The Contractor shall perform all necessary services as the City/County directs. The City/County may limit the services to be performed by the Contractor. The Contractor shall safely accomplish all work per State and City/County standards and guidelines and leave all debris removal work areas clear of debris and as clean as reasonable and practical before the Contractor leaves the area.

The City/County may periodically inspect debris removal locations, verify the quantities of debris collected, and review the Contractor's debris removal activities.

The Contractor shall conduct all work in a manner that will not interfere with the disaster response and recovery activities of federal, State, and local governments or agencies or any public utilities. The Contractor shall only perform services authorized by the City/County. Additionally, the Contractor shall not enter onto private property for debris removal activities conducted on behalf of the City/County and shall not solicit work from private citizens or others while performing services for the City/County.

The Contractor will utilize the following procedures for each debris category and the work set out below.

2.8.7.1. Trees, Limbs, and Stumps

The Contractor shall remove hazardous trees, limbs, and stumps that meet the eligibility criteria outlined in the current FEMA Public Assistance Program and Policy Guide and FHWA Emergency Relief Manual. The Contractor must document how each removed item meets these criteria to ensure compliance with FEMA documentation requirements. Prior approval from FEMA and FHWA may be required.

Eligible, approved uprooted trees with 50 percent or more of the root-ball exposed shall be removed in their entirety, and the resulting stump hole shall be backfilled with approved material. The Contractor shall backfill to ground level with approved soil any holes present due to uprooted trees in the public right of way. If grinding a stump in place is more cost-effective than extraction, FEMA considers it an eligible expense.

Stumps that are partially uprooted on improved public property or rights of way, with a diameter of 2 feet or more measured 2 feet above the ground, must be removed if they pose an immediate threat to life, public health, or safety. Stumps requiring extraction by mechanical means shall be addressed on a case-by-case basis by the City/County and, where applicable, only after FEMA and FHWA approval. Stumps that do not meet FEMA eligibility criteria shall be flush cut to the ground and disposed of accordingly. Stumps shall be hauled separately from other debris and individually measured by the City/County for conversion to cubic yards, following FEMA’s Public Assistance Program and Policy Guide, Appendix E: Stump Conversion Table.

Leaning or fallen trees extending onto the public right of way or roadway from private property, and determined by the City/County to pose an immediate threat to the roadway or public safety, shall be cut at the property line or the edge of the right of way. The Contractor shall remove only that portion of the debris within the public right of way. Standing dead trees are not eligible for removal unless they meet FEMA’s hazard criteria.

Hazardous tree limbs two inches or greater in diameter, still hanging in the tree (tree hangers), and posing an immediate threat to a public use area such as a trail, sidewalk, or road, shall be cut down and removed. The Contractor must document the hazardous condition in accordance with current FEMA Policies and Procedures.

Only the minimum cut necessary to eliminate the hazard is eligible for FEMA reimbursement; cutting beyond this is ineligible.

The Contractor shall follow FEMA’s guidelines on pricing structure for hazardous tree and stump removal, ensuring compliance with FEMA’s per-unit pricing and documentation requirements to avoid jeopardizing Public Assistance funding.

2.8.7.2. Construction, Demolition, and Scattered Displaced Debris The Contractor shall remove construction, demolition, scattered displaced debris, and homeowners' debris placed within the City/County's right-of-way areas. The Contractor should not mix construction and household debris with vegetative debris, appliances, or hazardous and toxic waste. The Contractor shall not collect household garbage.

2.8.7.3. Household Hazardous Waste (HHW)

Material classified as household hazardous waste shall be segregated from all other debris using a method that will allow the remaining non-household hazardous waste debris to be processed separately. The Contractor shall immediately notify designated City/County personnel when it finds household hazardous waste. The Contractor will move all household hazardous waste debris and place it in the designated household hazardous waste containment area at the appropriate disposal site.

2.8.7.4. Vegetative Debris

The Contractor shall collect, manage, and dispose of vegetative debris in compliance with all applicable federal, State, and local laws and regulations.

Vegetative debris may be collected and transported to permitted solid waste management facilities authorized to manage such debris. The Contractor may temporarily stage and/or reduce vegetative debris at a temporary, emergency disaster debris management site, if authorized by the MDEQ. Vegetative debris reduction may include chipping, grinding, mulching, or open burning with a forced draft air system. The City/County must obtain authorization from MDEQ for the operation of a temporary debris management site. The city/county and its Contractor must operate the temporary debris management site in accordance the authorization conditions issued by MDEQ.

Vegetative debris may be managed by open burning with a forced-draft air system whenever possible. The City/County shall obtain authorization from MDEQ for the operation of a temporary burn site and have proper access to the burn site prior to beginning debris management activities at any location. Preparation and operation of the site for burning shall meet all safety standards and recommendations by local and State officials with applicable responsibilities. Ash from the burning of the vegetative debris shall be disposed of at a municipal solid waste landfill.

Alternatively, the Contractor may test the ash, as prescribed by the MDEQ and, if test results allow, ash may be land-applied into the soil by tilling. The land application site (e.g. the burn site or other appropriate property) must be of adequate size to support the activity and approved by MDEQ. If regulatory restrictions or other circumstances preclude open burning as the method of vegetative debris reduction, the Contractor may accomplish vegetative debris reduction by chipping, and/or grinding as directed by the City/County.

2.8.7.5. White Goods

The Contractor shall collect and dispose of eligible white goods in compliance with all applicable federal, State, and local laws and regulations.

2.8.7.6. Electronic Waste

The Contractor shall collect and dispose of eligible electronic waste in a manner that complies with all applicable federal, state, and local laws, rules, and regulations. Electronic waste means electronic products placed at the right of way, including but not limited to televisions, computers, computer peripherals (e.g., monitors and keyboards), audio and stereo equipment, VCRs, DVD players, video cameras, telephones, cellular phones and other wireless devices, fax and copy machines, and video game consoles.

2.8.7.7. Waterway Debris Removal

The Contractor shall be responsible for removing debris from canals, rivers, creeks, and streams. Once the debris is retrieved and measured by the cubic yard, disposal and payment for the disposal will depend on the type of debris retrieved.

2.8.7.8. Soil, Mud, and Sand Removal

Where applicable, the Contractor shall be responsible for recovering, loading, and disposing of sand, silt, mud, dirt, and rock deposited on the City/County's right of way or public property.

2.8.7.9. Vehicle and Vessel Removal

The Contractor shall be responsible for recovering, loading, determining ownership, and disposing of vehicles and vessels deposited on the City/County's right of way, waterways, or public property.

2.8.7.10. Biowaste

The Contractor shall be responsible for removing and disposing of waste capable of causing infection to humans, such as animal waste, human blood, and pathological waste. Material classified as biowaste shall be reported immediately to designated City/County personnel. This material shall be segregated from the remaining debris using a method that will allow the remaining non-biowaste debris to be processed separately.

2.8.8. Debris Disposal Sites and Procedures

The disposal of all debris removed from debris location sites shall be the responsibility of the Contractor. The Contractor shall dispose of debris in full compliance with all applicable federal, state, and local laws, rules, regulations, or guidelines governing the proper disposal of each type of debris. The following outlines the Contractor’s responsibilities and requirements related to debris disposal sites and procedures.

2.8.8.1. Disposal Site Selection and Approval

The Contractor shall be responsible for securing staging, reducing, and disposal sites for all debris collected, with one site identified as the primary debris management site. The Contractor shall submit to the City/County a listing and location map for all proposed staging, reducing, and disposal sites. All disposal sites, including the primary debris management site, shall be approved in writing by the City/County before any disposal site is used.

2.8.8.2. Permitting and Fees

The City/County shall be responsible for obtaining all necessary and applicable permits for each disposal site and paying all landfill disposal fees for the proper final disposal of collected debris. The Contractor is responsible for returning the primary debris management site to pre-disaster conditions upon project completion.

2.8.8.3. Inspection Towers

The Contractor shall provide inspection towers at all debris management sites and all approved disposal sites. This tower shall be constructed so debris removal monitors can see the empty bed and fully view the debris load (at least 15 feet above the existing ground surface) to establish the loaded volume. The inspection tower shall be constructed to meet all local, State, and federal safety requirements. The Contractor shall remove and dispose of the inspection towers following completion of the debris removal.

2.8.8.4. Portable Restroom Facilities

The Contractor shall provide portable restroom facilities at all approved disposal sites.

2.8.8.5. Household Hazardous Waste Containment

The Contractor shall construct a household hazardous waste containment area consisting of an earthen berm with a non-permeable liner at all disposal sites where such debris will be transported. The Contractor shall cover the containment area with a non-permeable cover at all times.

2.8.8.6. Site Management and Operation

The Contractor shall manage all disposal sites, including the primary debris management site. The daily operation of all disposal sites shall coincide with hauling operations during daylight hours, seven days per week. Management and execution of burning operations will be 24 hours per day, seven days per week, unless directed otherwise by designated City/County personnel or as required by law or regulation.

Other management responsibilities will include, but are not limited to:

(1) providing all-weather road access for debris trucks,

(2) providing dust control,

(3) providing fire prevention treatments to the site,

(4) providing site security,

(5) managing the volume of debris in an orderly and safe manner, and

(6) stockpiling of material.

2.9. Responsibility for Damage and Violations

The Contractor shall exercise due care in performing all activities to minimize damage to trees, shrubs, landscaping, and public or private property. The Contractor shall be responsible for damages clearly attributable to its equipment or workers and shall take all necessary precautions to avoid unnecessary harm. However, the Contractor shall not be held responsible for pre-existing damage or damage caused by the storm itself. The Contractor shall promptly notify the City/County of any damage observed or caused during debris removal activities. The City/County reserves the right to determine the extent of the Contractor’s responsibility based on available evidence.

2.9.1. The Contractor shall be responsible for all corrective action required in response to any notices of violation issued by any federal, state, or local agency as a result of the Contractor’s actions while conducting activities on behalf of the City/County. All corrective actions shall be completed at the Contractor’s expense. Additionally, the Contractor shall be solely responsible for paying any fines or penalties resulting from such violations.

2.10. Equipment

All equipment to be utilized by the Contractor shall comply with all applicable federal, state, and local rules and regulations and shall be inspected and approved by the City/County before use. The Contractor shall provide all labor and materials necessary to fully operate and maintain all utilized equipment. Additionally, all equipment must meet the following minimum standards:

2.10.1. All loading equipment shall be able to operate from the road using buckets and/or booms and grapple devices to remove and load the debris.

2.10.2. All trucks and other equipment shall be equipped with back-up alarms.

2.10.3. Any truck or trailer used to haul debris must be mechanically loaded and capable of rapidly dumping its load without the assistance of other equipment.

2.10.4. “Handloading” of trucks and trailers is prohibited.

2.10.5. Sideboards or other extensions to the bed of trucks shall meet all applicable rules and regulations, cover the front and both sides, and be constructed to withstand severe operating conditions.

2.10.6. Sideboards shall be constructed of 2” by 6” boards or greater and not extend more than two feet above the metal bedsides.

2.10.7. All trailers shall have a metal-framed exterior and interior walls made of at least 5/8" plywood (not wafer board).

2.10.8. All equipment used to haul debris shall have a tailgate that effectively contains the debris during transport and permits the truck to be filled to capacity.

2.10.9. Plastic webbing is not acceptable for a tailgate.

2.10.10. All hauling equipment shall be measured and marked for load capacity.

2.10.11. Loading equipment shall be sized properly to fit loading conditions.

2.10.12. All trucks and other heavy equipment utilized by the Contractor shall be equipped with signs attached to both sides of the equipment which contain the following information:

(1) company name, (2) truck number, (3) cubic yardage, and (4) inspector’s name and date.

2.10.13. Magnetic signs are not permitted.

2.10.14. The Contractor shall allow inspection by the City/County of all trucks, trailers, or containers that will be used for hauling debris before commencing any debris removal activities and shall notify the City/County each time a new truck, trailer, or container is to be used. The Contractor shall measure each truck or trailer to determine the load capacity and shall clearly display the capacity of the truck or trailer at all times. The Contractor shall not allow the capacity of debris loaded on any truck or trailer to exceed 100% of the measured volume.

2.10.15. The City/County may re-measure all equipment at any time.

2.10.16. If the Contractor plans to rent equipment for any debris removal activities, the Contractor shall include the cost of such rental in the unit prices bid.

2.11. Reporting Requirements

The Contractor shall be required to keep complete and accurate records of all activities as set out in this IFB. These records must be available for review by the contracting agency or its designees upon request. The Contractor shall use load tickets for all debris removal and disposal activities and file daily reports as set out herein.

2.11.1. Removal Site Documentation. The Contractor shall document conditions at all debris removal locations before beginning work there. Documentation shall include photographs and/or video of the area. The Contractor shall take all pictures and video footage from a perspective showing a threat to public safety and/or hazard. Additionally, the Contractor shall document with photographs and /or video all items left at the debris removal location when the Contractor leaves the area. Failure to accurately depict the site conditions before debris removal activities may result in the Contractor not receiving reimbursement from the City/County for the subject work.

2.11.2. Load Tickets. The Contractor shall utilize either paper or electronic load tickets to record the cubic yard volume of debris removed from a debris removal location. Any item paid by weight shall indicate the tare and gross weight of the load. Load tickets shall be submitted to the City/County for approval before beginning work on a project. The load ticket shall contain the following information:

(1) Ticket Number

(2) Contractor Name

(3) Sub-Contractor Name

(4) Date

(5) Truck or Roll-off Number

(6) Truck Capacity

(7) Point of Debris Collection

(8) Point of Debris Disposal

(9) Loading Departure Time

(10) Disposal Site Arrival Time

(11) Percent of Load

(12) Actual Debris Volume

(13) Debris Eligibility

(14) Debris Classification

(15) Tare and gross weight, where applicable

2.11.3. Debris Load Ticket Procedures. Designated personnel from the City/County or debris monitoring services contractor shall electronically issue load tickets to the Contractor before…