REQUEST FOR PROPOSAL

Jones County Board of Commissioners 166 Industrial Blvd.

Gray, GA. 31032

FOR: Pre-Event Disaster Recovery Assistance Debris Removal Services

SUBMISSIONS DUE: Thursday, April 2, 2025, by 3:30.M.

Julie Happoldt, Purchasing Agent 478-986-6405

All questions must be submitted in writing via email to Julie.Happoldt@jonescountyga.org

GENERAL SPECIFICATIONS

It is the intent of these specifications to furnish Jones County with the following requisitioned equipment/service, according to the attached. It is clearly understood that the following are minimum specifications and are made in order to show the exact specifications of the equipment/service proposed.

The proposer agrees that Jones County reserves the right to waive technicalities and to reject any or all proposals.

All sealed proposals must have the Name of Vendor submitting the proposal located on the front of the envelope. Sealed proposals are due and opened on the date and time listed on the front cover page.

NO PROPOSAL WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME

SPECIFIED!

Invoices are paid on a net 30 basis.

Any price(s) proposed by dealer/vendor on any items offered to Jones County shall be the price effective at the date of delivery.

No delivery date of “ASAP” (As Soon as Possible) shall be considered acceptable on items that have a maximum delivery date listed in the specifications.

INSTRUCTIONS TO PROPOSER

1. Proposals must be made upon the form of the proposal if attached hereto. If there is not a form attached, please submit the proposal on your company’s letterhead in a design/layout that will best suit the price and information that the County has requested. The following information should be listed legibly on the outside of the sealed envelope: 1. Name of vendor submitting the proposal. 2. Title located on the cover page of the Proposal Package. Proposals may be mailed or hand delivered ONLY to the Jones County Board of Commission Office, located at 166 Industrial Blvd. Gray, GA. 31032. Attention Julie Happoldt

2. No proposer will be allowed to withdraw his proposal for any reason whatsoever after the proposals have been opened unless otherwise stated in the specifications.

3. Federal or State taxes are not applicable to Georgia Counties under the United States Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.

4. The names of a certain brand, make, or definite specifications are to denote the quality standard of the article desired. The County does not restrict proposer to be specific brand, make or manufacturer named; it is to set forth and convey to prospective proposer the general style, type, character and quality of the desired article.

5.

RFP TIMETABLE

The anticipated schedule for the RFP is as follows:

RFP Released - February 2, 2026

Deadline for questions - March 16, 2026, Questions shall be sent to- Julie.happoldt@jonescountyga.org

Deadline for Addenda posted on- March 23,2026

Submittal deadline - April 2,2026

Section I.General.

A. Intent.

It is the intent of this solicitation to engage a qualified and experienced disaster related debris removal services Contractor that can provide professional technical services for the removal and lawful disposal of debris created as a result of a disaster situation in Jones County Georgia.

B. Background.

Jones County covers 394 square miles of land area. There are approximately 494 miles of public roadways in Jones County.

Term of Agreement.

It is anticipated an Agreement will be awarded for a one (1) year term to begin upon approval and execution by the County; with the opportunity for four (4) additional one (1) year renewal periods when in the best interest of the County. Total contract length, including all renewals, shall not exceed five (5) years. The decision to renew or extend the contract shall be at the discretion of the County. The successful proposer shall be required to review Disaster Debris Removal and Disposal Services with the County on an annual basis.

C. Minimum Requirements.

The proposer shall provide proof of the minimum qualifications by furnishing copies of letters, certificates, etc. (as applicable) which clearly document said qualifications. Failure to provide the said documentation with your proposal shall be grounds for deeming your proposal non-responsive and removing it from further consideration. This is a non-negotiable item.

D. Performance and Payment Bonds.

Performance and Payment Bond: Upon receipt of a Purchase Order Number the successful proposer shall furnish a Performance and Payment Bond, or alternative form of performance and payment security such as; a money order, certified or cashier’s check, cash (U.S. currency only), letter of credit; equaling one hundred percent (100%) of the total amount of an assigned project. Receipt of said Performance and Payment Bond or alternative form of security shall occur no later than FIVE (5) calendar days after receiving a notice of need of services. No commencement of work shall be authorized by the County without receipt of the Performance Bond or alternative security.

(a) The Performance and Payment Bond shall be submitted in the form of a Payment and Performance Bond;

in the amount of one hundred percent (100%) of the total amount awarded under an assigned project, made payable to Jones County, issued by a Surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Georgia.

i. The Surety must be rated as "A+”® or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc. For the latest ratings and Insurance Guide, access www.ambest.com

(b) In lieu of a Payment and Performance Bond, the successful proposer may select one (1) of the below listed alternative methods to provide the required security:

i. A money order, certified or cashier’s check drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of one hundred percent (100%) of the total amount awarded under an assigned project, made payable to Jones County.

ii. An irrevocable Letter of Credit drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of one hundred percent (100%) of the total amount awarded under an assigned project, made payable to Jones County. The irrevocable Letter of Credit shall contain the following:

http://www.ambest.com/

The “Beneficiary” shall be stated as:

Jones County Board of Commissioners

The Letter of Credit shall also contain the following language:

“It is a condition of this letter of credit that it shall be deemed automatically extended without amendment for one (1) year from the present or any future expiration date of this letter of credit unless at least forty-five (45) days prior to such expiration date we notify the beneficiary by certified mail that we elect not to consider this letter of credit renewed for such additional period.”

iii. Cash (U.S. currency only).

(c) The terms of the Payment and Performance Bond or alternative form of security used shall be:

i. The successful proposer shall ensure the faithful performance of this project;

ii. The successful proposer shall assure timely payments to all persons providing labor, materials and/or supplies used in the performance of the work associated with this project.

iii. Any interest earned because of the County depositing the accepted money order, certified or cashier’s check, or cash received into an interest bearing account shall be retained by the County; and,

iv. Nothing in this section shall be construed to limit the authority of the Board, the County Manager, or the Purchasing Agent to require other security in addition to, or in lieu of, those bonds or in circumstances other than those specified herein, when in the best interest of the County.

(d) Return of Payment and Performance Bond or alternative form of security used. It shall be the sole responsibility of the successful Contractor to request in writing from the County the return of the Payment and Performance Bond or alternative form of security used. The request shall be considered no earlier than thirty (30) calendar days upon completion and final acceptance of the County, or expiration in a satisfactory manner of the awarded Agreement associated with this project. Payment and Performance Bonds or alternative form of security used shall not be returned unless requested by the successful Contractor in writing.

E. The successful Contractor shall be required to furnish, through an authorized agent in the State of Georgia, a 100% Performance Bond, a 100% Labor and Material Payment Bond and other insurance requirements as described in the Contract Documents. The Performance Bond and the Labor and Material Payment Bond must be countersigned by an agent whose office is located in the State of Georgia and who is authorized to do business in the State of Georgia;

and a valid Power-of-Attorney shall be attached to each Bond. Insurance requirements are provided in this notice.

Bonds must be provided within 5 days of receipt of a Notice to Proceed.

F. Georgia Security & Immigration Compliance Act.

The successful contractor will provide certification that they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of GA Law, O.C.G.A 13-10-91, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A 13-10-90(2), all subcontractors entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program. An executed copy of the appropriate form should accompany your submittal. (See Attached)

G. Contract.

The contract resulting from acceptance of a proposal by the County shall be in a form supplied or approved by the County and shall reflect the specifications in this RFP. The County reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in the RFP.

H. Lobbying.

All firms and their agents who intend to, or have submitted responses to this solicitation are hereby placed on formal notice that lobbying of County Government employees or members of the Evaluation Committee with the intent to manipulate the Procurement process may result in the immediate disqualification of such firm by the County from further consideration for this project.

I. Indemnity.

An executed copy of this form should accompany your submittal. (See Attached).

J. Acceptance of Terms.

By submitting a proposal, the Contractor certifies that they have read and understand this Request for Proposals and have full knowledge and willingness to comply with the scope, nature, quantity and quality of the work to be performed, the detailed requirements of the services to be provided and the conditions under which the services are to be performed.

K. Certificate of Non-Collusion.

An executed copy of this form should accompany your submittal. (See Attached).

L. Governing Law & Venue.

An executed copy of this form should accompany your submittal. (See Attached).

M. Certification of Incorporation.

The successful Contractor will be required to provide their Secretary of State Certification of Incorporation and a listing of the officers of the company prior to award of contract. In addition to the aforementioned documents, the Proposer must include necessary information to verify the individual signing this proposal and or any contract document has been authorized to bind the corporation.

N. Insurance Requirements.

In order to contract with the Jones County Board of Commissioners, suppliers/contractors providing professional, technical and/or construction services are required to provide acceptable proof of insurance coverage. Acceptable proof of insurance: (i) a Certificate of Insurance with Additional Insured Endorsement (a Certificate of Insurance by itself is not acceptable) or (ii) Declaration Pages of the insurance policies listed below which show the Jones County Board of Commissioners as additional insured. The insurance company must be authorized to provide insurance in the State of Georgia.

Required Insurance Policies and Endorsements:

Commercial General Liability of at least $1,000,000 for bodily injury and property damage. $2,000,000 general aggregate with dedicated limits per project site. $2,000,000 products and completed operations aggregate. with the Jones County Board of Commissioners as additional insured.

Automobile/Vehicle Liability of at least $500,000 each occurrence for bodily injury and property damage covering owned, non-owned, leased and hired autos/vehicles, with the Jones County Board of Commissioners as additional insured.

Worker’s Compensation in the statutory limits of Georgia and Employers’ Liability with limits of liability of no less than $100,000 of each accident/disease. $500,000 bodily injury disease aggregate. These polices must also contain a waiver of subrogation in favor of the Jones County Board of Commissioners.

All insurance policies must ensure that the Jones County Board of Commissioners will be notified within 30 days of any changes, restrictions and/or cancellation.

If applicable, Professional Liability in addition to the above requirements, of at least $500,000 each claim.

SUBMIT WITH PROPOSAL, specimen copy of Certificate of Insurance. Upon award of contract and prior to commencement of work under this contract, the successful proposer shall provide Jones County with a Certificate of Insurance showing the type and limits of insurance specified herein with Jones County Board of Commissioners as an additional insurer.

O. Evaluation Criteria.

Past performance on similar projects in terms of quality of work, cost control, and compliance with performance schedules.

Document by reference and other means. 30%

Firm qualifications and experience 20%

Project Approach - understanding of the work to be performed 20%

Price proposal / Fee Schedule (Attachment B) 20%

Technical approach – quality of package (the requested information provided, presentation, etc.) 10%

P. Submittal Requirements.

1. Name, address, telephone number, email address of company.

2. List of current stockholders, officers or principals of the company and a current organizational chart for the company.

3. List the contract completion dates of at least two similar projects

4. Submit a list of current work-in-progress with contract amounts and a list of work currently awarded but not yet started.

5. Submit information describing the company’s safety program and substance abuse program.

6. Submit information describing your company’s quality control program.

7. Describe how your company will provide job site security.

8. Submit a sample contract for the performance of the work outlined in this RFP.

Section II. Scope of Services and Technical Requirements.

1. Scope of Services:

a. The CONTRACTOR shall furnish all materials, equipment, permits, labor and services required to perform emergency disaster debris removal and disposal services throughout the County as needed according to the minimum requirements specified in this Agreement and all subsequent Amendments and/or official documents that form the Contract Documents for this Agreement.

b. The CONTRACTOR shall provide professional technical services and be responsible for the performance of all the requirements of this scope of services, and act as directed by the COUNTY.

The services shall include, but are not limited to preparedness, response, recovery, and mitigation phases of any natural or man-made disaster or emergency as declared by the United States federal government, the State of Georgia, or Jones County. Response time shall be deemed as having a CONTRACTOR’s representative physically present at the Jones County Emergency Operations Center within six (6) hours after notification of need. Performance shall be deemed as the commencement of services within twenty-four (24) hours of issuance of a COUNTY purchase Order.

c. The CONTRACTOR shall provide the designated services, including operations and management, logistical support, construction and technical assistance. The CONTRACTOR shall supervise and direct the work, using skilled labor and proper equipment for all Works. The CONTRACTOR shall be responsible for the safety of the CONTRACTOR’s personnel and equipment. The CONTRACTOR shall pay for all costs associated with the performance of this Agreement including, but not limited to, materials, personnel, taxes, and fees.

. When a disaster or incident occurs or is imminent, the COUNTY shall contact the CONTRACTOR to advise of the County’s intent to activate this Agreement, in the form of an Alert. Said Alert will serve to establish lines of communication between the CONTRACTOR’s representatives and the COUNTY. The Alert may require the CONTRACTOR to send an Operations Manager to the COUNTY within twenty-four (24) hours to begin planning and mobilization. Subsequently, the COUNTY shall issue the first Purchase order which shall authorize the CONTRACTOR to begin mobilizing the personnel and equipment as necessary to perform the work. The Purchase Order shall direct the CONTRACTOR to execute the required Performance and Payment Bonds. The CONTRACTOR shall receive the Purchase Order from the COUNTY within the first twenty-four (24) hours following the landfall of a tornado or the occurrence of other disasters. The CONTRACTOR shall commence performance on the day and time as set forth in the first Purchase Order issued after the disaster. Sufficient work crews shall be mobilized to complete the clearing of the streets and roads identified by the COUNTY.

d. FEMA Compliance and Reimbursement Responsibility

The Contractor expressly acknowledges that all Work performed under this Contract is intended to be eligible for reimbursement from the Federal Emergency Management Agency (FEMA) under the Public Assistance Program (44 CFR Parts 13, 14, 206, and all applicable FEMA policies, fact sheets, and recovery guidance in effect at the time of the event). The Contractor warrants that it is thoroughly familiar with, and at all times shall perform the Work in strict accordance with, all applicable FEMA regulations, policies, and guidelines, including but not limited to the most current versions of the FEMA Public Assistance Program and Policy Guide (PAPPG), FEMA Recovery Interim Policies, and any FEMA debris-specific guidance documents.

If FEMA, the Georgia Emergency Management Agency (GEMA), or any other authorized reviewing entity determines that any cost incurred by the County under this Contract is ineligible for FEMA reimbursement, or if FEMA withholds, disallows, or recoups reimbursement from the County, and such ineligibility, disallowance, or recoupment is directly or indirectly caused by, or results from, the Contractor’s failure to comply with any applicable FEMA requirement (including but not limited to improper documentation, failure to follow FEMA-eligible scope of work, failure to obtain required load tickets, monitor reports, or other supporting documentation, use of ineligible equipment or labor rates, force-account labor rules violations, or any other non-compliance attributable to the Contractor), then the Contractor shall be solely responsible for the ineligible amount.

Within thirty (30) calendar days of written notice from the County identifying the ineligible amount and providing supporting documentation from FEMA/GEMA, the Contractor shall reimburse the County in full for the disallowed amount, including any associated interest, penalties, or administrative costs assessed against the County as a result of the Contractor’s non-compliance. This reimbursement obligation shall survive termination or expiration of the Contract and shall constitute a separate and independent liability of the Contractor.

The Contractor further agrees that the County may, at its sole option, offset any amounts owed by the Contractor under this provision against any payments otherwise due to the Contractor under this or any other contract with the County.

2. CONTRACTOR’s Capability: The CONTRACTOR shall have the physical capacity to manage a major workforce with multiple subcontractors and associated equipment. The CONTRACTOR shall possess the financial capacity to pay for the expenses associated with a major recovery operation prior to the initial payment and between subsequent payments, as well as the ability to provide the necessary bonds and insurance. The CONTRACTOR shall have an experienced management team, an established network of resources to provide the necessary equipment and personnel, comprehensive debris removal and volume reduction operations plans, and demonstrable experience with major disaster recovery projects.

3. Purchase Order: Prior to beginning work, the CONTRACTOR shall provide the COUNTY with an estimated total of cubic yard storm debris to be removed per a COUNTY issued Purchase Order.

Subsequently, the COUNTY shall issue a Purchase Order to the CONTRACTOR defining the work, ceiling price.

4. Other Contracts: Other contracts may be issued for the purpose of removing disaster related debris within Jones County. The COUNTY reserves the right to issue other contracts or direct other contractors to work within the scope of work included in this Agreement.

5. Compensation:

a. Compensation shall not be accrued to the CONTRACTOR unless and until a Purchase Order is issued.

The CONTRACTOR shall be responsible for removal and disposal operations and shall utilize its own subcontractor’s resources to meet its contractual obligations.

b. The CONTRACTOR’s invoices for services performed under Purchase Orders shall be presented for payment to the County Administrator, or AUTHORIZED REPRESENTATIVE. Each invoice shall reference the Purchase Order issued for the work.

c. The COUNTY shall not pay for mobilization and demobilization.

d. Payment for work completed shall be invoiced weekly or every Friday of the week. Invoices shall be based on verified quantities from the daily operational reports.

e. A ten percent (10%) retainage shall be withheld until the end of the project, including ticket reconciliation.

f. Payment for emergency debris clearance associated with pushing debris to the Right of Way shall be paid for under the hourly fee schedule provided in Attachment A. All hourly equipment rates are all inclusive including the cost of the operator, supervision, maintenance, fuel, repairs, overhead, profit, insurance, and any other costs associated with the equipment and personnel. All hourly manpower rates are all inclusive including the cost of protective clothing, safety equipment, fringe benefits, overhead, insurance, profit, hand tools, supervision, transportation and any other costs.

g. Payment for work completed during emergency debris clearance shall be based on verified hours worked from the daily operational report. Equipment down time resulting from equipment failure, routine maintenance and fueling shall result in non-payment for the down time. Down time shall be deducted in one half hour segments. Down time occurring for less than fifteen minutes (15) shall not be deducted from reported work hours.

h. The cubic yard price during the debris removal phase includes payment for the entire operation provided in Attachment B. There will be no separate billing for specific projects such as site preparation or restoration, loading and hauling to a DMS (Debris Management Site). DMS site preparation and set-up, operation, volume reduction, chipping or grinding, incineration, sorting, haul out of material to final disposal (Cradle to grave), and DMS site restoration, etc.

i. Payment for all debris types sorted, segregated, processed, reduced, and disposed during the debris removal phase shall be made at the unit price per cubic yard for Debris Type provided in Attachment B.

j. Payment for the removal of hazardous trees, six (6) inches in diameter and larger measured at DBH (diameter breast height), shall include all costs associated with cutting, loading, hauling, dumping, and final disposal, shall be paid for under the item for appropriate size category for Hazardous Tree in Attachment B. CONTRACTOR shall cut the tree trunk as close to the ground as possible (flush cut). Hazardous trees which extend onto the ROW from private property shall be cut, by the CONTRACTOR, at the point where it enters the ROW, and that part of the hazardous tree that extends within the ROW shall be removed.

k. Payment for the removal of hazardous limbs, two (2) inches in diameter and larger at point of break, shall include all costs associated with cutting, loading, hauling, dumping, and final disposal, and shall be paid for under the unit price per Hazardous Tree in Attachment B.

l. Payment for the removal of stumps that require grubbing and backfilling, twenty-five (25) inches in diameter and larger, shall include all costs associated with loading, backfilling, restoring the site, sodding, hauling, dumping and final disposal, and shall be paid for under the item for the appropriate size category for Hazardous Stump in Attachment B.

m. The maximum payment allowed shall be as defined in the Purchase Order ceiling price. The CONTRACTOR shall be responsible for all costs exceeding the ceiling price unless a written amendment to this ceiling price is fully executed by the COUNTY.

n. Payment for mobilization, demobilization, site preparation, and site closure is included in the unit cost for processing debris.

6. Permits: The CONTRACTOR shall be duly licensed in accordance with the state and local statutory requirements to perform the work. The CONTRACTOR shall obtain permits and licenses necessary to conduct the scope of services in this Agreement. The CONTRACTOR shall be responsible for determining what permits are necessary to conduct the work under this Agreement. Copies of all permits shall be submitted to the County Administrator or AUTHORIZED REPRESENTATIVE, throughout the contract period. The COUNTY shall obtain any regulatory permits required for the processing and disposal of collected debris if necessary.

7. Notice of Violations: The CONTRACTOR shall be responsible for taking corrective action in response to any notices of violation issued as a result of the CONTRACTOR’s or any subcontractors’ actions or operations during the performance of the Agreement. Corrections for any such violations shall be at no additional cost to the COUNTY.

8. Subcontractors: The Contractor is encouraged to employ experienced and qualified local subcontractors.

The subcontracting structure shall not exceed three (3) tiers ((i) sub/ (ii) sub, sub/ (iii) sub, sub, sub) unless authorized by the COUNTY Administrator. The CONTRACTOR shall maintain a record of the subcontractor’s certificate of insurance. The Subcontractor’s insurance shall include the requirements listed in this Agreement. The CONTRACTOR shall provide proof of the subcontractor’s vehicle, worker’s compensation, and other insurance requirements upon the COUNTY’s request.

9. Mobilization: The CONTRACTOR shall be fully mobilized to begin debris removal operations within two (2) days following the completion of the emergency push operations. Debris Removal Work within the COUNTY shall be prioritized by the County Administrator, or AUTHORIZED REPRESENTATIVE

10. Ineligible Debris:

a. FEMA Ineligible Debris and work includes but is not limited to: Debris on agricultural land used for crops and livestock; concrete slabs; reconstruction debris consisting of material used in the reconstruction of disaster- damaged improved property; vacant lots; forests; heavily wooded areas;

unimproved property; unused areas, private roads, gated communities, and regular household garbage.

b. The COUNTY may elect to remove debris from private property to include gated communities. Only the County Administrator or AUTHORIZED REPRESENTATIVE shall direct the CONTRACTOR to remove debris from private property. FEMA Ineligible Debris shall be left in place, except as directed by the County Administrator, or AUTHORIZED REPRESENTATIVE.

c. The county administrator, or AUTHORIZED REPRESENTATIVE, shall obtain a signed ROE (Right of Entry) agreement from property owner(s) prior to entry by the COUNTY, AUTHORIZED REPRESENTATIVE, or CONTRACTOR.

d. The CONTRACTOR shall keep FEMA Ineligible Debris separate from FEMA Eligible Debris from cradle to grave to include, but not be limited to removal, hauling, sorting, reduction, and final disposal.

e. The CONTRACTOR shall invoice FEMA Ineligible Debris completely separate from FEMA Eligible Debris. The CONTRACTOR shall mark all FEMA Ineligible Debris invoices with FEMA INELIGIBLE on the front top of each invoice.

f. The County Administrator or AUTHORIZED REPRESENTATIVE shall indicate FEMA INELIGIBLE on the front top of each paper load ticket for all FEMA Ineligible Debris.

g. The county administrator, or AUTHORIZED REPRESENTATIVE, shall keep FEMA Eligible Load Tickets separate from FEMA Ineligible Load Tickets.

h. The CONTRACTOR shall not mix FEMA Ineligible Debris with FEMA Eligible Debris. Mixing of FEMA Ineligible Debris with FEMA Eligible Debris shall render the entire load as Ineligible.

The CONTRACTOR shall not be reimbursed for collection of such mixed loads of Eligible and Ineligible. Hauling of mixed loads will require approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to loading.

i. Standing broken utility poles; damaged and downed utility poles and appurtenances; transformers and other electrical and communications equipment are not Eligible Debris and shall be reported to the County Administrator or AUTHORIZED REPRESENTATIVE.

11. Eligible Debris:

a. The CONTRACTOR shall only cut, load, haul, or dispose of debris that is identified to be eligible by the County Administrator e, or AUTHORIZED REPRESENTATIVE.

b. Any Eligible Debris, such as fallen trees, which extend onto the ROW from private property, shall be cut, by the CONTRACTOR, at the point where it enters the ROW, and that part of the debris which lies within the ROW shall be removed.

c. The CONTRACTOR shall ensure all assigned/Eligible Debris is removed from a Load Site before moving to the other Load Sites. During the Debris Removal process, it shall be required that each Load Site be cleaned to the point that an average residential lawn mower can safely mow the area.

All debris and debris residue shall be removed from the pavement.

d. After being loaded in the work area, trucks shall have their loads trimmed so that no debris extends beyond the truck bed in any direction. All loose debris, such as tree limbs, plywood, roofing material, etc. shall be reasonably compacted into the hauling vehicle by use of the loading equipment. All debris shall be adequately secured while being transported to the designated DMS.

This shall include the use of tarps or other mechanical means to ensure no loss of debris. It is required that all equipment that is hauling debris to the DMS shall be capable of self- dumping or removing its load without assistance from other equipment. The County Administrator, or AUTHORIZED REPRESENTATIVE, may authorize the use of other types of vehicles.

e. The COUNTY may seek reimbursement from FEMA for debris removal on private property. The CONTRACTOR shall wait for written authorization from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to start of Eligible private property debris removal.

f. The County Administrator or AUTHORIZED REPRESENTATIVE shall obtain a signed ROE (Right of Entry) agreement from property owner(s) prior to entry by the COUNTY, AUTHORIZED REPRESENTATIVE, or CONTRACTOR.

12. Emergency Debris Clearance (Push): Emergency Debris Clearance (Push/ Time and Material) shall consist of clearing roads and governmental property of disaster related debris throughout the County as directed by the County Administrator, or AUTHORIZED REPRESENTATIVE. The work shall include cutting and reducing debris in place in order to allow traffic movement in the ROW. Emergency debris clearance including labor and equipment shall be limited to 70 hours (Time and Material) of actual work during the response phase. After 70 hours of actual work the contract shall switch to a unit price.

13. Work Schedule for Emergency Debris Clearance (Push) Operations:

a. The CONTRACTOR shall work a minimum of twelve (12) hours per day for the first seventy (70) hours of emergency push operations or until the COUNTY releases the CONTRACTOR during the emergency clearance phase. The COUNTY reserves the right to extend or reduce the hours and days of operation during the contract period. The CONTRACTOR may work more than twelve

(12) hours per day if desired. The CONTRACTOR shall coordinate with the County Administrator, or AUTHORIZED REPRESENTATIVE, to establish the work hours and develop schedules.

b. During the 48-hour planning stage, the COUNTY shall determine the streets and roads required for the Emergency Debris Clearance. The CONTRACTOR shall provide all labor, equipment, tools and materials necessary to fully operate and maintain the Emergency Debris Clearance operations (including fuel, oil, grease, repairs, and traffic control). The following types of labor, equipment, materials and tools are anticipated to include but not be limited to:

1) Dump Trucks, 16-20 yd. capacity, with licensed operator

2) Front-end Loaders, 3-5 yd. capacity, with licensed operator

3) Two (2) person laborer crews with chainsaws, 16” min bar, traffic flags, and miscellaneous small tools (axes, shovels, safety equipment, etc.)

4) Pickup Trucks, 1/2-1 ton, with crew foreman and cellular phones

5) Fuel, oil, grease, equipment maintenance, and traffic control devices or equipment

6) Actual types of equipment and quantities shall be determined by the extent of the disaster.

14. Debris Removal (Load and Haul): The debris removal phase shall begin after the completion of the emergency debris clearance phase. The CONTRACTOR shall only load and haul eligible disaster-generated debris to an approved DMS (Debris Management Site). Eligible debris shall be limited to debris that is in, upon, or brought to public roads, ROW, COUNTY properties or facilities, and other public sites unless authorized in writing by the County Administrator, or AUTHORIZED REPRESENTATIVE. It is anticipated that multiple collection passes shall be performed for each public road, street, and ROW. This shall allow residents to return to their properties and bring debris to the ROW as recovery progresses.

The reasonable period of performance for debris removal shall be one-hundred and eighty (180) calendar days from the start of debris removal operations, unless the County Administrator, or AUTHORIZED REPRESENTATIVE, initiates additions or deletions to the Agreement by written change orders. The COUNTY shall have sole discretion to extend this period due to the progress of debris removal operations.

The CONTRACTOR shall be responsible for debris removal and lawful disposal operations consistent with this scope of services to include, but not be limited to:

a. Vegetative Debris: The CONTRACTOR shall remove and dispose of vegetative debris consisting of whole trees, tree stumps, tree branches, tree trunks, and other vegetative material. The CONTRACTOR shall obtain approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to removal of vegetative debris.

b. Construction and Demolition Debris: The CONTRACTOR shall remove and dispose of construction and demolition debris from damaged components of buildings and structures consisting of but not limited to: lumber; gypsum wallboard; glass; metal; roofing material; tile; carpet; floor covering;

window covering; pipe; concrete; cured asphalt; equipment; furnishing; and fixtures. The CONTRACTOR shall obtain approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to removal of construction and demolition debris.

c. Household Hazardous Waste: The CONTRACTOR shall remove and dispose of materials that may cause an unsafe or hazardous situation. The CONTRACTOR shall provide all services necessary for the removal, transport, storage, and/or disposal of household hazardous waste. The CONTRACTOR shall remove White Goods debris by hauling it separately from other debris types. The CONTRACTOR shall take precautions to prevent damage to items containing Freon, oils, and fluids to prevent release of harmful substances into the environment. The CONTRACTOR shall obtain approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to removal of household hazardous waste.

d. Fallen Trees: The CONTRACTOR shall remove and dispose of fallen trees that originate from within the Right-of-Way, are a direct result of the event, and those which extend onto the Right-of-Way from private property, at the point where it enters the Right-of-Way, and that part of the eligible debris which lies within the Right-of-Way. The CONTRACTOR shall obtain approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to removal of fallen trees.

e. Soil, Mud, and Sand: The CONTRACTOR shall remove and dispose of soil, mud, and sand from roads, streets, bridges and Right-of-Way, canals, retention ponds, drain wells, pump stations, sewer lines, control structures and associated drainage structures. The CONTRACTOR shall obtain approval from the county Administrator, or AUTHORIZED REPRESENTATIVE, prior to removal of soil, mud, and sand. The CONTRACTOR shall screen sand and return clean sand to designated sites. The CONTRACTOR shall obtain all required permits for this type of deposit. The CONTRACTOR shall meet the local, state and federal guidelines for clearing, removing, and processing any soil, mud or dirt that may have built up along public (COUNTY) property.

f. The CONTRACTOR shall provide assistance to the COUNTY to clean and open drainage systems including natural waterways, constructed channels and flood control works. Assistance shall be provided when the debris obstructs, or could obstruct, intake structures; could cause damage to structures such as bridges and culverts; or is causing or could cause flooding to improved public or private property during the occurrence of a 5-year flood. The CONTRACTOR shall obtain approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to providing such assistance.

g. Structures and Buildings: The CONTRACTOR shall remove and dispose of condemned structures and buildings that pose a threat to public safety. The CONTRACTOR shall obtain approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to removal and disposal of condemned structures. CONTRACTOR services shall include the coordination of the following but are not limited to: verification of ownership; right-of-entry form distribution and collection; building official assessments; archeological, environmental, and historical review; photography; GPS coordinates; compile and update database; assist with condemnation letters, assist with notice of demolition; and notice of intent to demolish.

15. Debris Compaction: The CONTRACTOR shall mechanically load and apply reasonable compaction to each load. Reasonable compaction is achieved by the tamping of debris in the collection vehicle by the loading device. Vehicles delivering debris using hand loading methods will be reduced by fifty percent

(50%) of the observed volume as defined by prevailing FEMA Policy. CONTRACTOR will submit the number of hand loading crews at the end of each day to the County Administrator, or AUTHORIZED

REPRESENTATIVE.

16. Hazardous Tree and Limb Removal:

a. Tree and limb work shall include the removal and disposal of hazardous trees and hazardous hanging limbs in improved public property or public right of way.

b. Removal of hazardous trees or limbs on private property shall only be conducted at the direction of the County Administrator, or AUTHORIZED REPRESENTATIVE. The County Administrator, or AUTHORIZED REPRESENTATIVE, shall obtain a signed ROE (Right of Entry) agreement from property owner(s) prior to entry by the COUNTY, AUTHORIZED REPRESENTATIVE, or

CONTRACTOR.

c. A hazardous tree includes the following main characteristics:

1) More than 50 percent of the crown is damaged or destroyed

2) Split trunk or broken branches that expose the heartwood

3) Leaning at an angle greater than 30 degrees

4) More than 50 percent of the root-ball exposed

d. Measurement for hazardous tree removal will be determined at the tree trunk Diameter Breast Height (DBH). DBH is measured at four and one half (4-1/2) feet above ground level.

e. Measurement for leaning trees cut at the ROW line will be determined at the point of the cut.

f. Fallen trees that are entirely on the ground and not leaning shall be considered regular vegetative debris. Payment for fallen trees shall be paid for under unit price per cubic yard for Debris Type provided in Attachment B.

1. A hazardous limb includes the following main characteristics:

a) Greater than two (2) inches in diameter at the point of breakage

b) Still hanging in a tree and threating a public-use area

g. All limbs shall be removed following proper procedures to avoid damage to the tree.

h. All trees and limbs shall be disposed of at a COUNTY DMS.

i. The CONTRACTOR shall use only rubber-tired equipment in the performance of removing trees and limbs.

j. Equipment used to remove hazardous hanging limbs shall have the ability to reach at least sixty (60) feet above the ground.

k. The CONTRACTOR shall notify the County Administrator, or AUTHORIZED REPRESENTATIVE, of any damage caused to private property or the public ROW during the course of tree or limb removal. The CONTRACTOR shall be responsible for repairs to private property or facilities within the public right-of-way caused by the removal of trees or limbs.

l. Maximum allowable time for completion shall be ninety (90) calendar days, unless the County Administrator, or AUTHORIZED REPRESENTATIVE, initiates additions or deletions to the contract by written change orders. Subsequent changes in completion time shall be equitably negotiated by both parties.

m. The work shall consist of the removal of predetermined hazardous leaning trees or hanging limbs.

The County Administrator or AUTHORIZED REPRESENTATIVE shall provide the CONTRACTOR with a list of trees and limbs prior to the start date of the Work Order.

n. The CONTRACTOR shall provide at least one (1) site supervisor for each five (5) trees or limb cutting operations crews.

o. The CONTRACTOR shall take all necessary precautions to protect motorists, pedestrians, the public and private property and all utilities.

17. Hazardous Tree Stumps:

a. Hazardous tree stump work shall include the extraction, removal, and disposal of hazardous tree stumps in improved public property or public right of way. Removal of hazardous tree stumps on private property shall only be conducted at the direction of the County Administrator, or AUTHORIZED REPRESENTATIVE, and not until the right of entry agreement has been generated and signed by the property owners.

b. Extraction of hazardous tree stumps twenty-five (25) inches in diameter and larger shall be paid on a per-unit cost. The hazardous tree stump shall have more than 50 percent of root-ball exposed, be 25 inches in diameter and larger, as measured 24 inches above ground.

c. Tree stumps with less than 50 percent of the root-ball exposed shall be flush cut regardless of size and shall be paid for under the unit price for removing vegetative debris

d. Extraction of tree stumps less than twenty-five (25) inches shall be paid for under the unit price for removing vegetative debris per FEMA’s stump conversion chart.

e. The CONTRACTOR shall only perform hazardous tree stump extractions after the County Administrator, or AUTHORIZED REPRESENTATIVE, has given authorization.

f. The County Administrator, or AUTHORIZED REPRESENTATIVE, shall document each hazardous tree stump with photographs, GPS coordinates, measurements, and quantity of material needed to fill the resultant hole.

g. Stump extraction and removal shall be in compliance with the prevailing FEMA policy.

h. Removal of a stump prior to documentation shall result in non-payment for stump removal.

i. The CONTRACTOR shall trim all roots flush with the ground, fill all stump holes and re-sod the area, if necessary, after removal.

18. Fully Disengaged Tree Stumps:

a. All stumps that are fully disengaged from the ground shall be considered normal vegetative debris.

The CONTRACTOR shall remove all disengaged stumps from the assigned load site area before moving to another work area unless approved by the County Administrator, or AUTHORIZED

REPRESENTATIVE.

b. Payment for fully disengaged stumps shall be paid for under the unit price for removing vegetative debris. The FEMA Stump Conversion Table shall be used to determine the equivalent stump volume of vegetative debris.

19. Stump Grinding: The CONTRACTOR shall only grind stumps on a very limited basis and shall receive approval from the County Administrator, or AUTHORIZED REPRESENTATIVE, prior to the start of stump grinding.

20. Load Tickets:

a. The CONTRACTOR shall be responsible for providing serialized debris load tickets. The COUNTY shall accept the serialized copy of the Contractor's debris load ticket(s), as verified by the COUNTY's debris monitor (AUTHORIZED REPRESENTATIVE), as the certified, original source documents to account for the measurement and accumulation of the volume of debris delivered and processed at the reduction and/or disposal site(s). The ticketing system will also be used in the event of additional debris handling for volume reduction and/or the possible requirement for a debris transfer station(s). These tickets shall be used as the basis of any electronic generated billing and/or report(s).

b. The County Administrator, or AUTHORIZED REPRESENTATIVE, shall reduce the observed capacity of each hand-loaded truck or trailer by 50% in accordance with FEMA Policy.

c. The CONTRACTOR shall not unload debris at a DMS without an approved ADMS or paper Load Ticket that contains all of the loading site information and that was completed by their assigned Load Site Monitor.

d. The CONTRACTOR shall not receive a load ticket for any loads that were not observed by a Load Site Monitor during loading without the approval of the County Administrator, or AUTHORIZED

REPRESENTATIVE.

e. The County Administrator, or AUTHORIZED REPRESENTATIVE, shall determine the total cubic yards of material received by visual inspection of the load. Trucks with partial loads shall be adjusted during this visual inspection by the County Administrator, or AUTHORIZED REPRESENTATIVE. Load measurements shall be documented on load tickets.

f. The CONTRACTOR shall keep a daily updated log, in each DMS Inspection Tower, of all loads received, including the total volume of debris in each load. The daily log shall be completed by a representative of the CONTRACTOR that is stationed in the Inspection Tower.

21. Daily Productivity Reports: The CONTRACTOR shall provide daily reports for daily load verification of debris and stump removal. The report shall include daily and cumulative hourly statistics on the number of hours worked clearing debris. The cumulative and daily hourly statistic totals for each hand operated equipment and equipment type shall be reported separately in this report. Daily reporting is required with updates on the scheduled activities. Reporting shall be in writing or printed updates during progress meetings. This reporting shall include the following:

a. Name of the CONTRACTOR and subcontractors.

b. Number of trucks and equipment in use per CONTRACTOR and subcontractor.

c. Number and types of tools in use per CONTRACTOR and subcontractor; and

d. Number of personnel working per CONTRACTOR and subcontractor.

e. Number of truckloads.

f. Number of cubic yards of debris hauls daily and cumulative to date.

g. Locations of completed work; and

h. Locations of current work

22. Weekly Productivity Reports: The CONTRACTOR shall provide weekly productivity reports with updates on the scheduled activities, progress, and future activities. In order to expedite the communication and utilization of reported information, electronic data files shall be provided to the COUNTY. The format of the data should utilize Microsoft Office products such as Excel®, or other alternatives approved by the COUNTY. This reporting shall include, at a minimum, the following for the operation of the DMS:

a. Name of the sub-contractor, if applicable

b. Number of trucks in use

c. Number of loading equipment

d. Number of personnel working

e. Contract number

f. Number and type of processing equipment

23. CONTRACTOR’s Project Manager: The CONTRACTOR shall provide a Project Manager (PM) to oversee the work. The CONTRACTOR’s PM shall attend daily project meetings with the COUNTY for the duration of the work. The CONTRACTOR’s PM shall coordinate all communications with the COUNTY. The CONTRACTOR’s PM shall oversee and be responsible for all reporting, information, and invoices submitted to the COUNTY and shall provide at a minimum, the following:

a. CONTRACTOR organizational charts with Work matrix and provide updates to reflect changes.

b. Daily and weekly productivity reports.

c. Updated list of all subcontractors, as well as phone numbers of the CONTRACTOR’s personnel.

d. An affidavit stating there is a signed Agreement between the CONTRACTOR and each subcontractor prior to assigning work.

e. At least one multi-lingual speaking field supervisor if non-English speaking personnel are employed to remove disaster-related debris or operate the DMS. The CONTRACTOR shall have a means to communicate with all their workers.

24. Collection Crew: The CONTRACTOR shall discuss potential collection requirements with the County Administrator, or AUTHORIZED REPRESENTATIVE as part of the pre-event planning.

25. Crew/Equipment Requirements: A…