2025 Pierce RFP Debris Removal and Disposal S.pdf

Pierce County BOC Debris Removal and Disposal Services RFP

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PIERCE COUNTY GEORGIA

BOARD OF

COMMISSIONERS

PROPOSALS DUE: August 4, 2025, at 1:30 PM

REQUEST FOR PROPOSAL

Debris Removal and Disposal Services Project FY25007

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Table of Contents

REQUEST FOR PROPOSALS

INSTRUCTION TO PROPOSERS

REQUEST FOR LOCAL PREFERENCE CONSIDERATION

SCHEDULE OF EVENTS

INTRODUCTION TO PIERCE COUNTY, GEORGIA

DEFINITIONS AND GENERAL TERMS AND CONDITIONS

PROGRAM SERVICES

PROPOSAL FEE SCHEDULE

PROPOSAL REQUIREMENTS

PROPOSERS DOCUMENT CHECK LIST

REFERENCE PAGE

OATH

REPRESENTATION

GEORGIA SECURITY AND IMMIGRATION CONTRACTOR AFFIDAVIT

GEORGIA SECURITY AND IMMIGRATION SUBCONTRACTOR AFFIDAVIT

EQUAL EMPLOYMENT OPPORTUNITY (EEO) PRACTICE

LEGAL AND CHARACTER QUALIFICATIONS

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Finance Department 312 Nichols St., Suite 5 Blackshear, GA 31516

Phone 912 449-2022; Email: purchasing@Piercecountyga.gov

Debris Removal and Disposal Services Project FY25

RFP 25007

REQUEST FOR PROPOSALS

The Board of Commissioners, Pierce County, Georgia will receive sealed technical and fee proposals for Debris Removal and Disposal Services.

Proposals will be received in the Finance Office, 312 Nichols Street, Suite 5, until 1:00 PM on June 18, 2025, for the above referenced services which are described in the schedules attached hereto. Proposals will be publicly opened and only the name(s) of those Proposers responding will be mentioned. All Proposers are invited to be present during the proposal opening.

There will not be a Pre-proposal Conference. Any questions and /or misunderstandings that may arise from this Request shall be submitted in writing and forwarded to the Procurement Officer, Lana Blankenship, at purchasing@Piercecountyga.gov no later than August 4, 2025. All Questions and Answers submitted will be posted to the website no later than July 21, 2025. Answers to questions submitted that materially change the conditions and specifications of this Request for Proposal will be promulgated to all addressees as an addendum. Any discussions or documents will be considered non-binding unless incorporated and promulgated in an addendum. It shall be the Proposers responsibility to seek clarification as early as possible prior to the opening of proposals.

The Proposer’s response shall include a technical proposal (an original and three copies) and a separate fee proposal. Proposals should include all requested information as stated in this RFP. Please include a flash drive with all technical proposal and fee proposal information.

Pierce County Board of Commissioners anticipates making a single contract award; however, it reserves the right to make multiple awards should it deem in the best interest of the County. Such an award, if any, is projected to be completed within sixty (60) days from the proposal opening.

The Board of Commissioners, Pierce County, Georgia reserves the right to reject any or all proposals, waive technicalities, and make the award in the best interest of the County.

Sincerely, Raphel Maddox Pierce County Manager Pierce County Board of Commissioners mailto:purchasing@Piercecountyga.gov mailto:purchasing@Piercecountyga.gov

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Debris Removal and Disposal Services

REQUEST FOR PROPOSAL

NO. RFP 25071

INSTRUCTION TO PROPOSERS

Intent: It is intended that the Instructions to Proposers, General Conditions, and Detailed Specifications shall define and describe the complete work to which they relate.

Work to Be Done: To provide services to lawfully dispose of disaster generated debris (other than household putrescible garbage) from right of ways and to set up Temporary Debris Staging and Reduction Sites (TDSRS) in Pierce County immediately after a hurricane or other disaster.

Site Examination: None Required

Document Examination: The Proposer is advised to examine all documents and current parameters of the services in becoming fully informed as to their conditions. This includes the conformity with specific standards and the character, quality, and quantity of the reports and services provided. Failure to examine these areas will not relieve the successful Proposer of the obligation to furnish all products and services necessary to carry out the provisions of the contract.

Proposal and Contract Security: None required for this Request for Proposal

Determination of Successful Proposer: The Contract will be awarded to the Proposer with the highest score, if awarded.

(a) Responsibility: The determination of the Proposer’s responsibility will be made by the Owner.

The Proposer shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any Proposal if the evidence submitted by, or investigation of, the Proposer fails to satisfy the Owner that he is properly qualified to carry out the obligation of the Contract.

(b) Responsiveness: The determination of responsiveness will be made by the Owner based on a consideration of whether the Proposer has submitted a complete Proposal form without irregularities, excisions, special conditions, or alternative Proposals for any item unless specifically requested in the Proposal form.

Proposal Alternates: Proposers are requested to review proposal alternates, if any, as outlined on the Proposal Form.

CONTRACT TIME: Contract time shall consist of a base year and four (4) option year renewal periods as follows:

Base Year: The base year of this contract, if awarded, will commence August 5, 2025, and continue through April 30, 2026. First Option Year: The calendar period commencing on May 1, 2026, and continuing through April 30, 2027.

Second Option Year: The calendar period commencing on May 1, 2027, and continuing through April 30, 2028.

Third Option Year: The calendar period commencing on May 1, 2028, and continuing through April 30, 2029.

Fourth Option Year: The calendar period commences on May 1, 2029, and continues through April 30, 2030.

Exercising of Option Year Periods - Thirty (30) days prior to the expiration of a contract period, the BOC will evaluate the County's future needs and determine the necessity for continuing these services. The BOC's decision to exercise an option period will be provided to the successful bidder, in writing.

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Submission of Proposals: Proposals shall be submitted at the time and place indicated in the Request. Pierce County will not accept late Proposals. Proposers are reminded that documents and information in the possession of Pierce County will be treated as confidential/proprietary information only to the extent permitted by the Georgia Open Records Act, and will be exempt from disclosure to a third party only to the extent permitted by the Georgia Open Records Act.

Should you believe that your Proposal contains any trade secrets you must submit an affidavit, along with the Proposal/proposal, that states that specific portions of the Proposal/proposal contain trade secrets as defined by Georgia law (Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia). Furthermore, the affidavit must be detailed, citing specifically (citing paragraphs, articles, provisions, pages, etc.) the portions of the Proposal/proposal containing any trade secrets.

Required: One original technical/practical proposal and three copies. One fee proposal. One removeable flash-drive which includes both the technical/practical proposal and the fee proposal.

The following address should be used on the outside of the envelope containing the proposals:

Pierce County Board of Commissioners Purchasing Department 312 Nichols St., Suite 5 Blackshear, Georgia 31516 The following must be on the outside of the sealed envelope.

“SEALED PROPOSAL Debris Removal and Disposal Services-FY25-RFP 25007”

Proposal Form: Proposals shall be submitted on the schedule forms included herein. The Proposer will submit an original and THREE copies of its complete proposal, one separate fee proposal and one flash drive which includes all information.

For fee proposals, prices shall be based upon unit prices for estimated quantities excepting where Proposal items require lump sum proposals as indicated by the Proposal Form. Where errors or omissions result in discrepancies in Proposal totals, prices per unit as submitted will be binding. Final payment will be based upon actual in-place measured quanti-ties, excepting where lump sums are requested for Proposal items.

Gratuities: Pierce County acknowledges that, particularly during the holiday season, it may be customary to provide gifts to employees or departments. However, the Pierce County Personnel Policy prevents the acceptance of such gifts. Your cooperation in respecting the policy is appreciated.

Georgia Open Records Act: Proposers are reminded that documents and information in the possession of Pierce County will be treated as confidential/proprietary information only to the extent permitted by the Georgia Open Records Act, and will be exempt from disclosure to a third party only to the extent permitted by the Georgia Open Records Act.

Should you believe that your Proposal contains any trade secrets you must submit an affidavit, along with the Proposal, that states that specific portions of the Proposal contain trade secrets as defined by Georgia law (Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia). Furthermore, the affidavit must be detailed, citing specifically (citing paragraphs, articles, provisions, pages, etc.) the portions of the Proposal containing any trade secrets.

Pierce County Local Preference: This project/solicitation may qualify for local preference in Pierce County, Georgia.

Pierce County shall give Local Preference in the awarding of contracts for sealed solicitations and requests for proposal (hereinafter called “Proposals”) whenever the application of such a preference meets the criteria established in the County Ordinance. In order for Local Preference to be used in the evaluation, all documentation as required in the Local Preference Policy must be submitted with the Proposal. This Local Preference privilege shall not apply where prohibited by law.

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Local Vendor: shall mean that the vendor meets each of the following requirements.

The principal place of business must be with the geographical boundaries of Pierce County, Georgia.

“Principal Place of Business” means a physical structure, office, or suite, but does not include a post office box, a temporary job site, or project location. Further, “Principal Place of Business means that if a vendor is a corporation their corporate office must meet the criteria established above.

Must have a current occupational tax certificate from Pierce County. Must have paid all real and personal property taxes owed to Pierce County, Georgia.

Eligibility In order to be eligible for the Local Preference, the vendor must, if incorporated, provide proof from the Georgia Secretary of State that the corporate office is within Pierce County, Georgia. Vendors must provide a copy of their current Pierce County Occupational Tax Certificate and shall state that all real and personal property taxes due and owing to Pierce County are paid. These items must accompany the Proposal or the vendor will not be subject to award based on Local Preference.

Application of Local Preference for Sealed Proposals Local vendors complying with the above requirements shall be afforded the opportunity, within a time frame specified by the County, to match the Proposal amount of the lowest responsible, responsive Proposal if: (1) the lowest responsive and responsible Proposer is not a local vendor (2) the local vendor is the second lowest responsive and responsible Proposer; and (3) the local vendor’s Proposal is within two (2%) or $10,000.00 whichever is less, of the lowest Proposal. Local preference shall not apply to Public Works Construction projects of $100,000 or more nor to public road construction projects of $20,000.00 or more.

Proposers Practical and Fee Response These instructions are an integral part of any proposal. The Proposer’s response shall include the required number of practical proposals and one fee proposal with all other information requested in this Request for Proposal (RFP). Practical response must not have fees listed therein. If a fee is located in the practical response, the submission will be considered non-responsive and will not be evaluated. The fees shall be the full cost to the Board of Commissioners, Pierce County, Georgia. Practical and Fee Proposals must be sealed in separate envelopes with the solicitation name and number and type of Proposal listed on the outside.

Failure to do so WILL result in disqualification of the Request for Proposal submission. And please do not forget the flash-drive.

Pierce County anticipates making a single award; however, it reserves the right to make multiple awards should it deem in the best interest of the County. It is anticipated that such an award, if any, will be accomplished within sixty (60) days (unless otherwise agreed upon by the Proposer(s) and the County) from the proposal opening.

Pierce County provides equal opportunity for all businesses and does not discriminate against any person or business because of race, color, religion, sex, national origin, and handicap or veteran’s status. This policy ensures all segments of the business community have access to supplying the goods and services needed by Pierce County.

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REQUEST FOR LOCAL PREFERENCE CONSIDERATION

Please note that while it is your responsibility to provide all required documents, the check list below is to assist you with the inclusion of documents required for consideration of local preference.

We request local preference consideration for the following:

PROJECT TITLE:

COMPANY NAME, ADDRESS, PHONE #, E-MAIL, CONTACT NAME:

Your Proposal must include the following documentation.

If incorporated, proof from the Georgia Secretary of State that the principal place of business is in Pierce County, Georgia.

If not incorporated, proof that the principal place of business is in Pierce County, Georgia. Usually, the occupational tax certificate will serve this purpose.

A copy of current Pierce County or City of Blackshear Occupation Tax Certificate

You must have paid all real and personal property taxes owed to Pierce County for the current year. List your local business address below:

Failure to include this information with your Proposal will result in non-consideration for local preference.

By my signature I acknowledge that I have read and understand all documents included in the Proposal package and that this firm does qualify for local preference status.

Name (Please print):

Signature:

Date:

Subscribed and sworn to before me on the day of , 2025.

My commission expires on the day of , 20__.

NOTARY PUBLIC

(Notary Seal)

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SCHEDULE OF EVENTS

MILESTONE DEADLINE MILESTONE DEADLINE DATE

IFB/RFP advertised July 2, 2025 Deadline for question submission July 21, 2025 Deadline for County Response to written Questions

July 23, 2025

Deadline for submitting proposals August 4, 2025 @ 1:30 p.m.

Notification of Offeror Interviews xxxx

Offeror Interviews XXXX

Intended Date for Contract Award August 5, 2025

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INTRODUCTION TO PIERCE COUNTY, GEORGIA

1.0 LOCATION

Pierce County is located on the Southeastern part of the State of Georgia. Its Northern boundary is formed by the tributaries of the Little Satilla River and Appling County, Ware and Bacon Counties on the west, Southern boundary formed by the Satilla River and Brantley County, and the Little Satilla River and Wayne County on the east.

2.0 TOPOGRAPHY

Pierce County lies within the Lower Coastal Plain Physiographic Province and has topography typical of this province of very gently rolling uplands interspersed with low lying swampy area. Elevations range from 125’ above sea level to as low as 40’ above sea level along its Southern boundary with the Satilla River. The County encompasses 343 square miles.

3.0 POPULATION

The most recent census established the population of Pierce County at just above 20,000.

-End of This Section-

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DEFINITIONS AND GENERAL TERMS AND CONDITIONS

Debris Removal and Disposal Services-FY25-RFP 25071

DEFINITIONS

Company - The Proposer

County - The Pierce County Board of Commissioners

County Employee - An employee of Pierce County subject to its personnel policies

Department - A unit of the Pierce County government that encompasses similar staff functions, purposes, and goals and operates under the direct supervision of the Pierce County Board of Commissioners, a Constitutional Officer or an Appointed Official

Fee - A dollar amount inclusive of all Proposer's costs (overhead, insurance, labor, equipment, advertisements, etc.), general & accounting, and profit charged for a specific service(s)

Principal - Any officer or Manager of the proposing organization, and any person, firm, corporation, partnership, joint venture, or other entity, who or which owns or controls three percent (3%) or more of the voting stock or any equivalent voting interest of a partnership or joint venture

Proposal - An offer or statement of a price and project description in response to a request for materials or services to be rendered to the County or its employees

Proposer - Any corporation, partnership, individual, sole proprietorship, joint stock company, joint venture, or any other private legal entity that has submitted a bid which conforms in all material respects to the requirements set forth in the

RFP

Request for Proposal (RFP) - Executed documents, including documents attached or incorporated by reference, utilized for soliciting proposals in accordance with the RFP procedures and instructions set forth herein.

Contractor – The successful Proposer(s)

Debris Management Director – Department Head of Pierce County Public Works or his designee(s) will manage administrative aspects of the recovery process including processing FEMA submittals.

Debris – Scattered items and materials either broken, destroyed, or displaced by a disaster. Example: trees, construction and demolition material, personal property.

FEMA – Federal Emergency Management Agency.

FHWA – Federal Highway Administration

TDSRS – Temporary Debris Staging & Reduction Sites

“At the beginning of hurricane season” – April 30 to May 20 of any given year.

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GENERAL TERMS AND CONDITIONS

1.0 NOTICE OF AWARD (NOA) OF CONTRACT

As soon as possible, and within 60 days after receipt of Proposals, the County shall notify the successful Proposer(s) of the award of the contract. Should the County require additional time to award a contract, the time may be extended by mutual agreement between the County and the successful Proposer. If an Award of Contract has not been made within 60 days from the Proposal date or within the extension mutually agreed upon, the Proposer may withdraw the Proposal without further liability on the part of either party.

2.0 EXECUTION OF CONTRACT DOCUMENTS:

a. Within fifteen (15) days of Notification of Award of Contract, the County shall furnish the Contractor the conformed copies of Contract Documents for execution by him and his Surety.

b. Within fifteen (15) days after receipt, the Contractor shall return all the documents properly executed by himself and his Surety. Certificates of insurance for the required limits will accompany the Contract documents.

c. Within thirty (30) days after receipt of the documents executed by the Contractor and certificates of insurance, the County shall complete the execution of the documents. Distribution of the completed documents will be made upon completion.

Should either party require an extension of any of the time limits stated above, this shall be done only by mutual agreement between both parties.

3.0 PERFORMANCE AND PAYMENT BONDS

None required.

4.0 INSURANCE:

The Contractor shall not commence work under this contract until all insurance described below has been obtained and such insurance has been approved by the County, nor shall the Contractor allow any subcontractor to commence work on his subcontract until all similar insurance required of the subcontractor has been so obtained and approved by the Contractor.

A. Liability The Contractor shall maintain such insurance as will protect him from claims under worker's compensation acts and from any other claims for damages to property, and for personal injury, including death, which may arise from operations under this contract, whether such operations be by himself or by any sub-contractor or anyone directly or indirectly employed by either of them. Certificates of such insurance shall be filed with the Owner. The Contractor shall be responsible for providing adequate limits of insurance when working within property owned by railroads, as established by such railroad company.

B. Indemnity To the fullest extent permitted by laws, statutes, rules and regulations, the Contractor shall indemnify and hold harmless the County, Engineer, Engineer’s Consultants and the Officers, Managers, Employees, Agents, and other Consultants of each and any of them from and against claims, costs, damages, losses, and expenses, including but not limited to all fees and charges of engineers, architects, attorneys and other professionals and all court costs, arising out of or resulting from performance of the work, but only to the extent caused in whole or in part by negligent, reckless, willful and wanton, or wrongful acts or omissions of the Contractor, its Officers, Managers, Employees, Agents, and anyone directly, or indirectly employed by them or anyone for whose acts they may be liable, regardless of whether or not such claim, cost, damage, loss, or expense is caused in part by a party indemnified hereunder, except that no party shall indemnify any other party or person for their own sole negligence.

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Such obligation shall not be construed to negate, abridge or reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this Paragraph.

Comprehensive General Liability -The successful Proposer shall exercise proper precaution at all times for the protection of persons and property. He shall carry approved insurance from insurance companies authorized to do business in Georgia and having an A.M. Best’s rating of B+ or better with the following minimums:

*The limits of insurance are as follows:

General liability insurance of at least One Million (1,000,000) Dollars (Combined Single Limit per occurrence) and Two Million (2,000,000) Dollars aggregate; automobile insurance of at least One Million (1,000,000) Dollars (Combined Single Limit per accident for bodily injury or property damage); and

Workers’ Compensation Insurance as will protect potential Proposer or offeror from Workers’ Compensation Acts.

*Contractors Liability Insurance shall be effective for the duration of the work as described in the contract documents, including authorized change orders, plus any period of guarantee as required in, Paragraph 06 above.

5.0 INDEMNIFICATION:

The Contractor will indemnify and hold harmless the County and their agents and employees from and against all claims, damages, losses and expenses including attorneys' fees arising out of or resulting from the performance of the work, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the Contractor, and subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. In any and all claims against the County or any of their agents or employees, by any employee of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the Contractor or any subcontractor under the Worker's Compensation Acts, Disability Benefits Acts or other employee benefits acts.

6.0 NOTICE TO PROCEED:

The Notice to Proceed is typically issued within ten (10) days of the execution of the Contract Agreement by the County.

However, as stipulated within this RFP, the NTP will only be issued to the Contractor at the onset of disastrous events which demand response activation.

7.0 TERMINATION:

Termination for Convenience of Owner.

The Owner may, at will, upon written notice to the Contractor, terminate (without prejudice to any right or remedy of the Owner) the whole or any portion of the Work for the convenience of the Owner.

Termination for the Contractor.

The Contractor may terminate any contract arising out of this RFP for any reason upon thirty (30) days written notice to the County. The termination notice shall be deemed received three (3) days after placing the notice in the United States mail.

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8.0 ASSIGNMENTS:

The Contractor shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of the County. In case the Contractor assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the Contractor shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the work called for in this contract.

9.0 SUBCONTRACTING:

a. The Contractor shall not subcontract the complete work, or any major part thereof, and shall not award any work to any subcontractor without prior written approval of the County, which approval will not be given except upon the basis of written statements containing such information as the County may require.

b. The Contractor shall utilize the services of specialty subcontractors on those parts of the work which, under normal contracting practices, are performed by specialty subcontractors. If the Contractor desires to perform specialty work he shall submit a request to the County accompanied by evidence that the Contractor's own organization has successfully performed the work in question, is presently competent to perform the work, and the performance of the work by specialty subcontractors will result in materially increased costs or inordinate delays.

c. The Contractor shall be as fully responsible to the County for the acts and omissions of his subcontractors, and of persons either directly or indirectly employed by them, as he is for the acts and omissions of persons directly employed by him. The Contractor must ensure payment is made in full to any and all sub-contractors.

The Contractor shall cause appropriate provisions to be inserted in all subcontracts relative to the work to bind subcontractors to the Contractor by the terms of the General Conditions and other Contract Documents insofar as applicable to the work of subcontractors and to give the Contractor the same power as regards to terminating any subcontractor that the County may exercise over the Contractor under any provision of the Contract Document.

Nothing contained in this Contract shall create any contractual relation between any subcontractor and the County.

10. AUTHORITY OF PROJECT MANAGER:

The Project Manager or his representative shall act as the County's Practical Representative during the execution of this contract. He shall decide questions which may arise as to quality and acceptability of services and products furnished and work performed. He shall interpret the practical intent of the Contract Documents in a fair and unbiased manner.

He will make random inspections to determine if the services are proceeding in accordance with the Contracts Documents. He shall judge as to the accuracy of quantities submitted by the Contractor in payment requests and the acceptability of the work which these quantities represent. The decisions of the Project Manager or his representative shall be final and conclusive and binding upon all parties to the Contract.

11. SEPARATE CONTRACTS:

a. The County reserves the right to let other contracts in connection with this project. The Contractor shall afford other Contractors reasonable opportunity for the execution of their work, and the Contractor and other Contractors shall properly connect and coordinate their work with each other.

If the proper execution or results of any part of the Contractor's work depends upon the work of any other Contractor, the Contractor shall inspect and promptly report to the Engineer or his representative any defects in such work that render it unsuitable for such proper execution and results.

b. The County may perform additional work related to the project with his own forces. The Contractor will afford the County reasonable opportunity for the execution of work, and shall properly connect and coordinate his work with theirs.

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12. LAWS AND REGULATIONS:

a. The Contractor's attention is directed to the fact that all applicable Federal, State and County laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the project shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The Contractor shall keep himself fully informed of all laws, ordinances and regulations of the Federal, State, County and municipal governments or authorities in any manner affecting those engaged or employed in the work or the materials used in the work or in any way affecting the conduct of the work and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, he shall herewith report the same in writing to the County.

b. He shall at all times observe and comply with all such existing and future laws, ordinances and regulations, and shall protect and indemnify the County and its agents the violation of any such law, ordinance, regulation, order or decree, whether by himself or by his employees. Permits and licenses of a temporary nature, necessary for the prosecution of the work shall be secured and paid for by the Contractor.

13. NOTICE AND SERVICE THEREOF:

a. All Notices, demands, requests, instructions, approvals, and claims shall be in writing.

b. Any notice to or demand upon the Contractor shall be sufficiently given if delivered at the office of the

Contractor specified in the Proposal (or at such other office as the Contractor may from time to time designate to the County in writing), or if deposited in the United States Mail in a sealed, postage-prepaid envelope, or delivered, with charges prepaid, to any telegraph company for transmission, in each case addressed to such office.

c. All papers required to be delivered to the County shall, unless otherwise specified in writing to the Contractor, be delivered to the County Purchasing Agent, Pierce County, Georgia. Any notice to or demand upon the County shall be sufficiently given if delivered to the Office of said Purchasing Agent or if deposited in the United States Mail in a sealed, postage-prepaid envelope, or delivered with charges prepaid to any telegraph company for transmission, in each case addressed to said Purchasing Agent or to such other representative of the County or to such other address as the County may subsequently specify in writing to the Contractor for such purposes.

a. Any such notice or demand shall be deemed to have been given or made as of the time of actual delivery or (in the case of mailing) when the same should have been received in due course of post or (in the case of telegrams) at the time of actual receipt, as the case may be.

14. SPECIFICATIONS:

The Special Conditions, Practical Specifications, Statement of Work, Contract Documents, and all supplemental documents, are considered essential parts of the Contract Agreement, and requirements occurring in one are as binding as though occurring in all. They are intended to define, describe and provide for all work necessary to provide the services in an acceptable manner.

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15. CHANGES IN THE CONTRACT:

a. Changes in the Work. The County may at any time, as the need arises, order changes within the statement of the work without invalidating the Contract Agreement. If such changes increase or decrease the amount due under the Contract Documents, or in the time required for performance of the work, an equitable adjustment shall be negotiated culminate by the issuance of a Contract amendment. The Purchasing Agent, also, may at any time, by issuing a Contract amendment, make changes in the details of the work. The Contractor shall proceed with the performance of any changes in the work so ordered by the Purchasing Agent unless the Contractor believes that such order entitles him to a change in the fee or time or both, in which event he shall give the Purchasing Agent written notice thereof within fifteen (15) days after the receipt of the Contract amendment, and the Contractor shall not execute such amendments pending the receipt of an executed Notice to Proceed instruction from the County.

The County may, when changes are minor or when changes would result in relatively small changes in the Fee or Contract Time, elect to postpone the issuance of a Contract amendment until such time that a single amendment of substantial importance can be issued incorporating several changes. In such cases, the County shall indicate this intent in a written notice to the Contractor.

b. Changes in Fee. The Fee shall be changed only by a mutual agreement by the Contractor and the

County transmitted as a Contract amendment. The value of any work covered by an amendment or of any claim for increase or decrease in the Fees shall be determined by one or more of the following methods in the order of precedence according to the following list:

l) By estimating the number of unit quantities of each part of the work which is changed and then multiplying the estimated number of such unit quantities by the fee Proposal for a unit quantity thereof.

2) The County shall fix the total lump sum value of the amendment in the work of the Contractor, and shall set out the price which shall be added to or deducted from the Fees.

The Contractor shall, when required by the County, furnish to the County an itemized breakdown of the quantities and prices used in computing the value of any change that might be ordered.

16. PAYMENTS AND COMPLETION:

a. Breakdown of Cost. Before the first application for payment, the Contractor shall submit to the Contract Practical Representative a breakdown of fees for the various portions of the work, including quantities if required by the Administrator, aggregating the total Fee prepared in such form as specified or as the Administrator and the Contractor may agree upon and supported by such data to substantiate its correctness as the Administrator may reasonably require. This schedule, when approved by the Administrator, shall be used only as a basis for the Contractor's application for payment.

b. Certificate for Payments. If the Contractor has made application for payment as above, the Contract

Practical Representative will validate the application for such amount as is determined to be properly due, or state in writing the itemized and specific reasons for withholding an application as provided herein. After the Administrator has validated the application for payment, the County shall pay to the Contractor, within thirty (30) days, the amount covering services or work performed or completed. No application for payment, nor any payment, shall constitute an acceptance of any work or service not in accordance with the Contract Documents.

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c. Failure of Payment. If the Contract Practical Representative should fail to approve an application for payment, through no fault of the Contractor, within seven (7) days after receipt from the Contractor, or if the County should fail to pay the Contractor within thirty (30) days after receipt of the Contract Practical Representative ‘s approval for Payment, then the Contractor shall receive interest on the balance due with the interest being one percent (1%) per month not to exceed three (3) months (3%). The County reserves the right to reject the Administrator's certification of any application for payment by the Contractor without the accrual of interest.

d. Governing Document All parties expressly agree that the provisions of the Georgia Prompt Pay Act, Title 13, Chapter 11, of the Official Code of Georgia Annotated, are superseded by the terms and conditions of this agreement.

17. CONTRACTOR'S CLAIM:

No claim for additional or other compensation beyond the fees shall be allowable unless the Contractor makes and continuously maintains written demand therefor within thirty (30) days of the occurrence of any event which given rise to such claim.

18. CONTRABAND:

Employees of the successful Proposer shall not enter County Buildings with goods or products that shall be considered contraband, i.e. drugs, drug paraphernalia, tobacco products smokeless or otherwise, etc.

19. OFFICE HOURS:

Pierce County Board of Commissioners is open to the public Monday through Friday, 8:00 A.M. to 5:00 P.M.

20. WORK SCHEDULING:

The successful Proposer shall arrange his work schedule as directed in the Statement of Work and approved by the Contract Practical Representative.

21. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT:

Pursuant to O.C.G.A. § 13-10-91 (Georgia Security and Immigration Compliance Act), every public employer, every contractor of a public employer, and every subcontractor of a public employer’s contractor must register and participate in a federal work authorization program. No public employer shall enter into a contract for the physical performance of services within this state unless the contractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

No contractor or subcontractor shall enter into a contract or subcontract with a public employer in connection with the physical performance of services within this state unless such contractor or subcontractor registers and participates in a federal work authorization program to verify the work eligibility information of all new employees.

Contractor acknowledges that the awarding of this contract is conditioned upon initial and ongoing compliance by the contractor and any subcontractor with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 of the Georgia Department of Labor;

The requirements of O.C.G.A. § 13-10-91 pertaining to registering and participating in a federal work authorization program apply to public employers, their contractors, and subcontractors, as follows:

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On or after July 1, 2007, to contractors and subcontractors of 500 or more employees;

On or after July 1, 2008, to contractors and subcontractors of 100 or more employees; and

On or after July 1, 2009, to all other contractors or subcontractors.

Contractor agrees that in the event it employs or contracts with any subcontractor(s) in connection with this contract, Contractor shall secure from the subcontractor(s) an indication of the employee-number category applicable to the subcontractor.

Contractor agrees that its compliance with the requirements of O.C.G.A. § 13-10-91 and Rule 300-10-1-.02 of the Georgia Department of Labor shall be attested by execution of the Contractor Affidavit which is attached hereto and which shall be a part of this contract.

Contractor agrees that, in the event it employs or contracts with any subcontractor(s) in connection with this contract, Contractor shall secure from the subcontractor(s) an attestation of the subcontractor’s compliance with O.C.G.A. § 13- 10-91 and Rule 300-10-1-.02 of the Georgia Department of Labor by the subcontractor’s execution of a Subcontractor Affidavit provided by Pierce

County. Contractor shall maintain records of such attestation for inspection by Pierce County at any time. The Subcontractor Affidavit shall become a part of the contractor/subcontractor agreement.

22. CONTRACT PERIOD:

It is anticipated that a contract, if awarded, will be for a base period of one year, beginning upon receipt of a Notice of Award and followed by four (4), one (1) year extension options. The County will inform the successful Proposer, in writing, of its intent to execute any further extensions thirty (30) days prior to the end of any contract period then in existence. Notwithstanding the aforementioned, an awarded contract will not be extended beyond the five potential years outlined without being subject to re-bidding.

OR

It is anticipated that a contract, if awarded, will begin with a notice to proceed and will be without a set end time. For architectural or engineering services the proposer will document in their proposal the time period required to produce the “finished product” to be submitted to Pierce County BOC. It is this time period which will be used to determine liability damages of $100 (ONE HUNDRED DOLLARS) per day for every day the time period is not achieved.

Pierce County BOC Debris Removal and Disposal Services RFP 25071

PROGRAM SERVICES

Debris Removal and Disposal Services-FY25-RFP 25007

1.0 GENERAL

It is the desire of Pierce County to enter into a pre-event contract, which would result in no immediate cost the County, with a firm to provide Debris Removal and Disposal Services for the County to aide in recovery from a natural or man-made disaster or event. The selected Contractors shall be the Prime Contractors for all services outlined in this request for proposal. Should the County be eligible for Federal Assistance, successful proposer agrees to comply with FEMA requirements pertaining to 2 C.F.R. § 200 and any regulations in place at the time of the event.

It is the intent of the County that this invitation will result in the selection of an experienced firm to remove and lawfully dispose of disaster-generated debris (other than household putrescible garbage) from public and private property and rights-of-ways, and to set up and operate Temporary Debris Staging & Reduction Sites (TDSRS) in the County immediately after a hurricane or other disaster. The successful proposers will not be responsible for the preparation of the FEMA Project worksheets and submittals to FDEM, FEMA and the Federal Highway Administration (FHWA). The Debris Management Director will perform these tasks. The successful proposer shall be responsible for providing full support to the Debris Management Director in the development of the project worksheets and documentation to support the projects.

It is further understood that, except as otherwise specifically stated that the Contractor shall provide and pay for all labor, tools, equipment, transportation, supervision, and other services and facilities of any nature whatsoever necessary to execute, complete and deliver the services within the time specified.

Any and all services provided by the Contractor and labor, materials, and equipment used by the Contractor shall comply fully with all federal, state and local laws, regulations, and guidance.

The Contractor shall disclose current and future debris management contractual obligations with northern Florida and Georgia throughout the term of the contract and provide reasonable assurance that such obligations will not preclude the Contractor from meeting its obligations under this contract. Such disclosure shall be provided to the County within thirty (30) days of entering into said contractual obligation.

Per FEMA guidelines the Contractors shall provide a subcontractor plan that provides a clear description of the scope and percentage of work the Contractor may subcontract out and limiting use of subcontractors to only those approved by Pierce County.

The Contractor shall agree to provide performance and payment bonds in an amount of One Million ($1,000,000) in accordance with the requirements contained in the General Conditions. Performance and payment bonds shall be provided to Pierce County within 15 days of any invocation of the contract. The County shall have the right to increase the amount of the performance and payment bonds. Reimbursement for payment and performance bonds will be made by the County to the Contractor.

2.0 OBJECTIVE

The objective of this RFP is to secure the services of an experienced contractor who is capable of efficiently removing large volumes of disaster-generated debris from a large area in a timely and cost- effective manner and for lawfully disposing of all debris.

This work is coordinated through the Federal Emergency Management Agency (FEMA) Debris Management Guide may be used for guidance in preparing the response to this RFP.

This guide may be accessed at https://www.fema.gov/pdf/government/grant/pa/demagde.pdf

INITIATING CONTRACT IN WHEN A MAJOR DISASTER OCCURS OR IS IMMINENT

When a major disaster occurs or is imminent, the County will contact the firm(s) holding Debris Removal and Disposal Contract(s) to advise them of the County’s intent to activate the contract(s). Debris removal will generally be limited to debris in, upon, or brought to public streets and roads, right-of-ways, municipal properties and facilities, and other public sites. At the County’s request, debris removal may be extended to include pickup from private roads. If authorized, the successful proposer must have the capability to separate private property debris removal activities from public debris removal activities.

In preparation for an imminent hurricane strike, contractor crews may be asked to stage outside the strike area.

In this case, contractors are to provide the emergency push into the County.

The County will issue the successful proposer a written Notice To Proceed for each invocation of a service(s).

Upon receipt of the notification of need the contractor will begin coordination with Debris Management Director or other designated person(s).

The Contractor’s representative shall be physically present at the County’s Emergency Operations Center within eight (8) hours after notification of need. Commencement of work shall begin within twenty-four (24) hours of issuance of Notice to Proceed. The County may issue Notice to Proceed twenty-four (24) to forty- eight (48) hours prior to a storm event, depending upon the magnitude of the event, in order to allow sufficient time to prepare for commencement of operations

The Contractor will be responsible for determining the method and manner of debris removal and lawful disposal operations. Disposal of debris will be at the County’s or the contractor’s approved temporary debris management sites or landfill sites. The Contractor will be responsible for the lawful disposal of all debris and debris-reduction by-products generated at all debris management sites https://www.fema.gov/pdf/government/grant/pa/demagde.pdf

4.0 HOUSEHOLD HAZARDOUS WASTE

Household Hazardous Waste (HHW) encountered by the debris removal Contractor is to be set aside. HHW disposal will be the responsibility of the resident. The County will designate HHW drop-off locations.

The following items are considered HHW for the purpose of this contract:

• Used Oil

• Batteries

• Paint

• Aerosol spray cans

• Pesticides

• Antifreeze

• Fluorescent light bulbs

• Propane tanks (household size)

The Contractor will setup a lined containment area and separate any HHW inadvertently delivered to a debris management site. The Contractor is responsible for the removal and disposal of this hazardous material.

Commercial and industrial hazardous waste such as chemicals, gas containers, transformers, and any other form of hazardous or toxic matter will be set aside for collection and disposal by a Hazardous Materials Removal and Disposal Contractor. The Hazardous Materials Removal and Disposal Contractor may be the Contractor, if qualified, or a qualified Sub-Contractor.

Putrescible garbage will be collected by County or commercial waste haulers and is not to be collected or transported by Contractor forces unless the garbage is a part of a mixed waste stream including debris from the disaster.

5.0 DEAD ANIMALS

It shall be the responsibility of the Contractor to remove and properly dispose of dead animals.

6.0 RELATIONSHIP BETWEEN DEBRIS MANAGEMENT DIRECTOR AND THE DEBRIS REMOVAL CONTRACTOR

The County Debris Management Director and or County Staff provide inspection, engineering and administrative services as needed to meet the requirements for FEMA reimbursement. The interaction between the Contractor and the Director is crucial to the success of the recovery operation. Therefore, each proposer shall address their ability to work with Government e-Management Solutions (GEMS) and tracking systems. Between April 30 and May 20 of each hurricane season the successful contractor(s) will meet with the County and the Debris Management Director to finalize and test the processes for inspection and documentation that are to be used during the response and recovery phase of debris removal. For “Event Types” that require Temporary Debris Staging and Reduction Sites (TDSRS) the contractor shall be available for technical assistance in site selection and operational planning. Selection of these sites is the first task done by the Debris Management Team. This first task will result in a map of the various sites and a basic operation plan for each site.

7.0 POTENTIAL SCENARIOS

EVENT TYPE 1: SPOT JOBS - - LOCALIZED

In this scenario, the contractor may be called upon only to provide removal, hauling, and/or reduction by chain saw of localized woody…