25_012 EMERGENCY DEBRIS MANAGEMENT AND DISPOS.pdf

RFP #25-012

Floyd County Board of Commissioners

Request for Proposals

FLOYD COUNTY EMERGENCY DEBRIS REMOVAL

AND DISPOSAL SERVICE

Issue Date: February 18, 2025

All communication concerning this project should be directed to the Purchasing Office until the bid is awarded. Vendors should not have direct contact with the Departments.

FLOYD COUNTY BOARD OF COMMISSIONERS

PURCHASING DEPARTMENT

#12 East 4th Ave. Ste. 106

ROME, GA 30161

(706) 291-5118

REQUEST FOR PROPOSALS

Date Issued: February 18, 2025

Sealed Proposals from qualified contractors will be received by the Purchasing Department of FLOYD COUNTY GEORGIA, via www.floydcountyga.bonfirehub.com until 2:00 PM Tuesday, March 18, 2025, for the purpose of providing:

Emergency Debris Removal and Disposal Services

After the time and in the Purchasing Department Suite 106, the bids will be publicly opened and read. No extension of the bidding period will be made.

Additional copies of bidding documents may be obtained at https://floydcountyga.bonfirehub.com, or email Randy E. Self at randy.self@floydcountyga.org or you may get a copy in person at the Floyd County Administrative Building, Purchasing Department, #12 East Fourth Ave, Suite 106, Rome, Georgia 30162.

Requests for documents should be filed promptly with the Purchasing Department.

All questions regarding this bid should be sent via the Bonfire website https://floydcountyga.bonfirehub.com or to Randy E. Self at randy.self@floydcountyga.org. Verbal questions and answers are not binding on any party. Submit questions no later than 5:00 PM, March 11, 2025, questions received after this time may or may not be addressed. Replies will be made by Addenda.

The Floyd County Board of Commissioners requests proposals from qualified contractors for Debris Removal and Disposal Services for a period of a minimum of two (2) years and maximum of five (5) years. It is the intent of this solicitation to enter into a pre-event contract, which would result in no immediate cost to Floyd County, Georgia. This solicitation by Floyd County Board of Commissioners will result in the selection of two experienced firms to remove and lawfully dispose of disaster-generated debris (other than household and recyclable garbage) from public property and public right-of-ways, and to setup and operate Temporary Debris Staging and Reduction Sites (TDSRS) in Floyd County, Georgia immediately after a disaster.

http://www.floydcountyga.bonfirehub.com/ https://floydcountyga.bonfirehub.com/ mailto:randy.self@floydcountyga.org mailto:randy.self@floydcountyga.org

A Payment and Performance Bond in the amount of $500,000.00 will be required from the successful Contractor(s) at time of contract activation.

The contract, if awarded, will be on a lump sum basis or individual item basis, whichever is in the best interest of the County. No bid may be withdrawn for a period of 60 days after time has been called on the date of opening.

Floyd County reserves the right to reject any or all proposals and to waive any informalities in the proposal process. If no proposal substantially satisfies the specified goals as presented in this Request for Proposal, the County, at its sole discretion, reserves the right to call for new proposals.

Floyd County is an Equal Opportunity Employer.

Bids should be submitted electronically using https://floydcountyga.bonfirehub.com

RANDY E. SELF, MBA

PURCHASING DIRECTOR

REQUEST FOR PROPOSALS

DEBRIS REMOVAL AND DISPOSAL SERVICES

The Floyd County Board of Commissioners requests proposals from qualified contractors for Debris Removal and Disposal Services for a period of two (2) years with renewals up to five (5) years. It is the intent of this solicitation to enter into a pre-event contract, which would result in no immediate cost to Floyd County, Georgia. This solicitation by Floyd County Board of Commissioners will result in the selection of two experienced firms to remove and lawfully dispose of disaster-generated debris (other than household and recyclable garbage) from public property and public right-of-ways, and to setup and operate Temporary Debris Staging and Reduction Sites (TDSRS) in Floyd County, Georgia immediately after a disaster.

This RFP may be used as a means of pre-qualifying potential suppliers.

Your proposal must contain:

Completed price proposal forms (Please submit as a separate attachment in Bonfire) An authorized signature.

Written oath stating the company has not restricted competitive bidding. (Non-Collusion

Affidavit form provided by county).

Written certification that the contractor operates a drug-free workplace in accordance with

O.C.G.A. 50-24-1 through 50-24-6 (form provided by county).

E-Verify Contractor Compliance Affidavit and all other forms provided in RFP.

Sample of your company’s standard contract

In addition, the successful supplier(s) shall submit the following items within ten calendar days of written notification from the county of the bid award:

Proof of a valid and current business license from the city/county where the business is located.

Proof of General Liability, Workmen’s Compensation Insurance and other insurance as specified in this document.

Payment and Performance Bond in the amount of $500,000.00, will be required upon notice of the activation of contract.

The County shall not be liable for any costs incurred by a respondent prior to entering into contract. Therefore, all respondents are encouraged to provide a simple, straightforward, and concise description of their ability to meet the project requirements.

Of submissions, and the resulting negotiated agreement, in all instances the County’s decisions will be final.

The County’s evaluation criteria will include, but not be limited to, consideration of the following:

1. Knowledge of Federal Emergency Management Agency regulations and procedures.

2. Respondent’s Operational Plan.

3. Proposed price for work to be accomplished. (Please attach separately in Bonfire)

4. Past performance record on work of similar nature, Financial Capabilities, and Corporate

History and Team Organization.

5. Local and minority participation plan

Other criteria the County frequently uses to evaluate submissions include:

7. Verification of availability of qualified personnel to perform the services requested.

8. Interviews with references with the selection committee.

Presentations.

The County may or may not require oral and visual presentations from those firms that are ranked or short-listed. This may be done at the County’s sole discretion when it feels presentations are essential as part of the evaluation process and are in the best interests in this matter. It is the intention of the County to shortlist proposals received by ranking based on proposal submitted, and then by review of pricing. The number of firms on the shortlist will depend on the total number of proposals received.

Selection.

The County shall evaluate the written proposals submitted by the firms regarding the proposed project. The County will assign this task to an Evaluation Committee. All respondents are placed in rank order based on the outcome.

The Floyd County Board of Commissioners reserves the right to waive compliance by any applicant with any provision contained in this request whenever the County in its sole discretion believes such waiver is in the County’s best interests.

With the consent and agreement of the successful bidder(s), services may be requested under this bid by other governmental agencies or political subdivisions within Floyd County; provided, however, that the County shall have no liability, responsibility, or obligation whatsoever to either the successful bidder(s) or to the procuring agency or subdivision with respect to such purchases. Such purchases shall be governed by the same pricing, terms and conditions stated herein with no deviations allowed. This agreement in no way restricts or interferes with the right of any public agency or political subdivision to bid any or all of the items or services independently.

All questions concerning this RFP shall be submitted in writing to the Floyd County Purchasing Department by submission on the Bonfire website in the Public Messages tab or email to: Randy E. Self, Director at randy.self@floydcountyga.org .

All telephone conversations are to be considered unofficial responses and will not be binding.

Questions verifying the Request For Proposals’ content, if appropriate, will be responded to in writing. The written response will be the County’s official response, and addendums will be issued if needed.

If additional information is needed, contact Randy E. Self, Floyd County Purchasing Director, 12 East 4th Ave. Suite 106 – Rome, GA 30161 - (706) 291-5118 via email randy.self@floydcountyga.org .

It is the intent that the successful (CONTRACTOR) will also act as Debris Management Consultant to Floyd County and will be responsible for the preparation of the FEMA Project worksheets and submittals to FDEM, FEMA and Federal Highway Administration (FHWA). The CONTRACTOR/CONSULTANT is responsible to provide full support to Floyd County, Georgia for the development of the project worksheets and documentation to support these projects.

SECTION 1.0 GENERAL INFORMATION

Objective The objective of the RFP and subsequent contracting activity 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 lawfully disposing of all debris.

The successful (CONTRACTOR(s)) must be capable of assembling, directing, and managing a work force that can complete the debris management operations in a maximum of 120 days.

It is also the intent to secure the services of a second similarly experienced firm to supplement the first firm. This contractor will supplement debris removal and disposal, if in the opinion of the County the workload is such that the work will not be sufficiently completed in the time period specified. This work is coordinated through the County and the Debris Management Consultant.

Federal Emergency Management Agency (FEMA) Debris Management Guide may be used for guidance in preparing a response to this RFP.

This guide may be accessed at http://www.fema.gov/public-assistance-local-state-tribal-and-non-profit/debris-management-guide mailto:randy.self@floydcountyga.org mailto:randy.self@floydcountyga.org http://www.fema.gov/public-assistance-local-state-tribal-and-non-profit/debris-management-guide http://www.fema.gov/public-assistance-local-state-tribal-and-non-profit/debris-management-guide

Definitions

CONTRACTOR – the successful company awarded the Debris Management Contract(s)

CONSULTANT - Debris Management Consultant – A consultant provided by the Contractor and dedicated to the County to manage administrative aspects of the recovery process including processing FEMA submittals.

DEBRIS MANAGEMENT TEAM – A Team composed of County Representatives, Debris Management Consultant and Contractor Representative.

DEBRIS – Scattered items and materials 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 and Reduction Sites

Initiating Contract 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 Contracts to advise them of the County’s intent to activate the contracts.

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.

In preparation for an imminent disaster or tornado 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 upon contacting the contractor will issue a purchase order and work task assignment.

The issuance of the purchase order will allow the contractor to begin pre-storm preparations and allow immediate response once the recovery begins. The contractor will also begin coordination with County Emergency Management personnel. This may include staffing or preparing reports for the Emergency Operation Center. Payment and Performance Bond and current certificates of insurance will be required at this time.

The contractor shall have a maximum of 24 hours from notification by the County to mobilize and begin their response. Failure to mobilize in the allowed time may result in a penalty.

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.

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)

• Any Liquid that is not Identified

The CONTRACTOR will set up 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.

Recyclable 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.

Dead Animals

Dead animals shall be the responsibility of the CONTRACTOR to remove and dispose of if the animal is inadvertently delivered to a debris management site. The Floyd County Animal Control Shelter will accept dead animals and have them transported to the local Landfill. If in the event that the Service Center cannot accept dead animals because they cannot be properly stored, the contractor will take the responsibility to haul the dead animal to the local landfill.

Relationship between Debris Management Consultant and the Debris Removal Contractor

The Debris Management Consultant and or Floyd County, Georgia Staff provide inspection, engineering and administrative services as needed to meet the requirements for FEMA reimbursement. The interaction between the County, the Contractor and the Consultant is crucial to the success of the recovery operation. Therefore, each proposal shall address their ability to work with different accounting and tracking systems. Prior to the beginning of the 2019 storm season, or within 30 days after contract award, the successful contractor(s) will meet with the County and the Debris Management Consultant 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.

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 debris. The work will most likely be assisting government resources. Much of this work will be awarded by personnel and equipment rates or in combination thereof with an individual job total. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope.

EVENT TYPE 2: SMALL EVENT – WIDESPREAD OR FLOYD COUNTY,

GEORGIA WIDE

In this event, the contractor may provide all necessary supervision, labor, and all equipment to clear, remove; haul, recycle, and/or dispose of all types of debris with its own resources except that government land may be provided for temporary storage. Any government land provided shall be reclaimed at the conclusion of the work as described in section 2.3. The quantity shall not be so significant as to require specialized reduction in volume such as by burning. Any debris waste (anything not recyclable) can be disposed of at the County Resource Recovery Facility either by burning or land filling. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope.

EVENT TYPE 3: SIGNIFICANT EVENT – REMOVAL, REDUCTION, HAULING –

WOODY DEBRIS ONLY - WIDESPREAD OR FLOYD COUNTY, GEORGIA WIDE

In this event the contractor may provide all necessary supervision, labor, and all equipment to remove, reduce (grind and mulch) and haul woody debris to a disposal site designated, managed, and operated by a government agency or contractor. This type of event may require the development and operation of TDSRS. Any government land provided shall be reclaimed at the conclusion of the work as described in section 2.3. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope.

EVENT TYPE 4: SIGNIFICANT EVENT – REMOVAL, REDUCTION, HAULING,

AND SEPARATING – MIXED DEBRIS – WIDESPREAD OR FLOYD COUNTY,

GEORGIA WIDE

In this event the contractor shall provide all necessary supervision, labor, and all equipment to remove, reduce (grind and mulch woody; recycle other) and haul mixed debris to a recycling and disposal site(s) designated, managed, and operated by a government agency or contractor. This type of event may require the development and operation of TDSRS.

Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope. Any government land provided shall be reclaimed at the conclusion of the work as described in section 2.3. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope.

EVENT TYPE 5: CATASTROPHIC EVENT – REMOVAL, REDUCTION, HAULING,

AND SEPARATING – MIXED DEBRIS – FLOYD COUNTY, GEORGIA WIDE

In this event the contractor shall provide all necessary supervision, labor, and all equipment to remove, reduce, recycle and haul mixed debris to multiple disposal sites designated, managed, and operated by government agencies. Any government land provided shall be reclaimed at the conclusion of the work as described in section 2.3.

Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope. This event type requires the development and operation of

TDSRS.

EVENT TYPE 6: CATASTROPHIC EVENT – SITE MANAGEMENT – FLOYD

COUNTY, GEORGIA WIDE

In this event the contractor will be tasked to plan, set up, mobilize equipment, manage, operate, and close out one or more mixed debris management sites countywide including burn operations.

The contractor will be responsible for all necessary traffic control, weighing, measuring, reduction, recycling, and all other necessary operations for the operation of the site(s) through close out of the site(s). The permit will be in the name of the government agency. Any government land provided shall be reclaimed at the conclusion of the work as described in section 2.3. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope.

SECTION 2.0 STATEMENT OF WORK

The qualified firm will develop and present the scope of services, meeting the County needs. The work to be undertaken includes but is not limited to the following:

2.1. Debris Removal

a. Emergency Road Clearance – Removal of debris from the primary transportation routes as directed by the County. In this role the contractor will perform an emergency “PUSH” sufficient to allow emergency vehicles to traverse the roadway. The County will determine route priorities for this push. Additionally, 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 Floyd County, Georgia. The County will designate roadway priorities for this push.

b. Debris Removal from Public Property – Removal of debris from public rights-of-way.

Removal of debris beyond public rights-of-way is necessary to abate imminent and/or significant threats to the public health and safety of the community. These areas may include vacant public lands, operational facilities, utility facilities and other land owned by the County, it may be necessary to make several trips through a neighborhood as debris is moved to the ROW. In this case the loads will need to be documented separately, according to the instructions of the County and the Debris Management Consultant.

c. Debris Removal from Private Property – Should an imminent threat to life, safety, and health to the general public be present on private property, the Contractor, as directed by the County, will accomplish the removal of debris from private property.

d. White Goods – The Contractor may expect to encounter white goods available for disposal.

White goods will constitute household appliances as defined in the Administrative Code.

The Contractor will dispose of all white goods encountered in accordance with applicable Federal, State and local laws.

e. Hazardous Tree Stumps – The Contractor shall remove all stumps that are determined to be hazardous to public access and as directed by the County. Stumps shall be hauled to TDSRS where they shall be inspected and categorized by size.

f. Fill Dirt – The Contractor shall place compacted fill dirt in ruts created by equipment, holes created by removal of hazardous stumps and other areas that pose a hazard to public access upon direction of the County.

2.2 Debris Processing

a. Temporary Debris Staging and Reduction Site (TDSRS) – The Debris Management Team will determine the minimum number of sites required for each storm event. The County will designate debris management sites. The contractor and the County will jointly select these sites, at the beginning of the storm season. Preparation, maintenance and operation of these TDSRS facilities are entirely the Contractor’s responsibility. The Contractor may also lease/own, prepare and maintain additional TDSRS facilities to accept and process all eligible storm debris. Preparation and maintenance of facilities shall include maintenance of the TDSRS approach and interior road(s) for the entire period of debris hauling, including provision of rock for any roads that require stabilization for ingress and egress.

Each facility shall include a roofed inspection tower sufficient for a minimum of three (3) inspectors for the inspection of all incoming and exiting loads. The contractor will be responsible for obtaining any required permits, which shall be paid at cost by the County.

At the County’s discretion, owned rights of way or other entity owned property could be provided for temporary storage of debris.

b. TDSRS Debris Removal Operations Plan and Environmental Protection Plan – This plan is to address site setup, pre use activities, post use activities and operational activities. The plans will also include pre-and-post video and other checklists to ensure proper management of the site. Once the debris management site is selected for use, the CONTRACTOR will provide a Site Management Plan.

Original and Six (6) copies of the plan are required, as well as one electronic copy. The plan shall be drawn to a scale of 1” = 50’ and address following functions:

• Access to site

• Site preparation – clearing, erosion control, and grading

• Traffic control procedures

• Safety

• Segregation of debris

• Location of ash disposal area, hazardous material containment area, contractor work area, and inspection tower

• Location of incineration operations, grinding operation (if required). Burning operations require a 100-foot clearance from the stockpile and a 1000-foot clearance from structures.

• Location of existing structures or sensitive areas requiring protection

• Restoration of Site

c. All debris shall be processed in accordance with local, State and Federal law, standards and regulations. Processing shall include, but is not limited to, reduction by tub grinding and/or incineration when approved by the County. Prior to reduction, all debris shall be segregated between vegetative debris, construction and demolition debris, recyclable debris, white goods and hazardous waste.

d. Generated Hazardous Waste Abatement – Abatement of hazardous waste identified by the

County in accordance with all applicable Federal, State, and local laws, standards and regulations.

e. Debris Disposal – Disposal of all eligible debris, reduced debris, ash residue and other products of the debris management process in accordance with all applicable Federal, State, and local laws, standards and regulations. The Contractor shall be responsible for paying all landfill-tipping fees and provide all required documentation to the Debris Management Consultant needed to receive eligible reimbursement through FEMA and (FHWA) for such fees.

f. The contractor will assist the Debris Management Consultant in the following:

• Monitoring multiple contractors and multiple trucks delivering materials to the

TDSRS.

• Verify that each truck that delivers to the TDSRS matches its manifest ticket – truck and maximum capacity.

• Make sure the truck is properly covered when arriving at the TDSRS.

• Review trucks manifest and observe the truck bed to confirm that the truck was loaded to capacity or as described on manifest ticket, and completely empty on departure.

• Maintain manifest tickets in an organized manner for proper record review and storage.

• Initial load tickets before permitting truck to leave the TDSRS check-in area to empty its load.

• Document location of origin of debris

• Troubleshoot questions and problems at the TDSRS and identify issues that could impact eligibility for cost reimbursements.

• Remain in contact with the central office/staging operation command center.

• Perform other duties as directed by Floyd County, Georgia personnel, e.g. conduct final inspections and issue closeout reports.

2.3. Documentation and Records

a. Documentation and Inspections – Storm debris shall be subject to inspection by the County and the Debris Management Consultant. Inspections will be to ensure compliance with the contract and applicable local, State and Federal laws. The Contractor will, at all times, provide the County access to all work sites and disposal areas. The Contractor, the County and Debris Management Consultant will have in place at the TDSRS personnel to verify and maintain records regarding the contents and cubic yards of the vehicles entering and leaving the TDSRS. The Debris Management Consultant will coordinate data recordation and information management systems, including but not limited to:

• Prepare detailed estimates and submit them to FDEM, FHWA and FEMA for use in

Project Worksheet preparation.

• Implement and maintain a disaster debris management system linking load ticket and

TDSRS information, including reconciliation and photographic documentation processes.

• Provide daily, weekly or other periodic reports for Floyd County, Georgia managers and the Debris Management Consultant, noting work progress and efficiency, current/revised estimates, project completion and other schedule forecasts/updates.

The Contractor shall provide all requested information to the Debris Management Consultant that is necessary for proper documentation. Floyd County, Georgia employees shall review all documentation prior to submittal. The Contractor will work closely with the FDEM, FEMA and other applicable State and Federal agencies to ensure that eligible debris collection and data documenting appropriately address concerns of the likely reimbursement agencies. The Debris Management Consultant will coordinate this work.

Discrepancies in what is required of the Contractor must immediately be brought to the attention of the Debris Management Team.

b. Documentation and Recovery Process – The Contractor will provide the following assistance in addition to debris removal:

• Recovery process documentation – create recovery process documentation plan

• Maintain documentation of recovery process

• Provide written and oral status reports as requested to the County Debris Management

Consultant

• Review documentation for accuracy and quantity

• Assist in preparation of claim documentation.

c. TDSRS Site Reclamation – Site reclamation shall be accomplished in accordance with all

Federal, State and local laws, standards and regulations. Site reclamations shall be accomplished in accordance with the Contractor’s Debris Removal Operations Plan and Environmental Protection Plan.

2.4. Work Areas

a. Work Areas – The County will establish and approve all areas that the Contractor will be allowed to work. These include Right of Way, public land and TDSRS. The Contractor will remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition. Fill dirt and grading may be required to achieve the desired condition.

b. Working Hours – All activity associated with gathering and loading of eligible debris shall be performed during visible daylight hours only. Hauling of eligible debris to the TDSRS will be allowed during visible daylight hours only between dawn and dusk. The Contractor may work during these hours, seven (7) days per week including holidays. It is understood between the parties that at the TDSRS, debris reduction may take place twenty-four (24) hours, seven (7) days per week if the Contractor deems it necessary to meet the work demand, subject to Floyd County, Georgia approval. Floyd County, Georgia approval shall consider safety and impacts to surrounding land uses such as occupied residential areas.

The Contractor shall be responsible for obtaining sites to stage equipment, such as trucks, while not in use.

c. Priority of Work Areas – The County will establish and approve all areas that the

Contractor will be allowed to work. Daily and/or weekly scheduled meetings will be held to determine approved work areas. The Contractor shall remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition. There will be certain debris that is not picked up by equipment, machinery and general laborers used by the Contractor. Determination of when a site is in a clean and neat condition will be at the reasonable judgment of the County.

d. Safety – The Contractor shall have at least one Safety Officer on duty at all times. The safety officer shall be familiar with and properly trained to perform the assigned Safety Officer duties. Training shall include but not limited to certification in the Department of Transportation Maintenance of Traffic Standards. All work zones shall conform to Standards and all work sites/conditions shall conform to all applicable Federal, State and local safety standards.

SECTION 3.0 PROPOSAL RESPONSE REQUIREMENTS

3.1 A prospective service provider’s response to this RFP should include the following information at a minimum. Please note that the proposal should address the requirements in a clear and concise manner in the order stated herein.

Proposals must be tabbed as follows and must include the information/documents specified in the applicable tab. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive by the County.

3.2 The County reserves the right to seek additional/supplemental representation on specific issues as needed.

3.3 Respondents shall construct their proposal

in the following format and a tab must separate each section.

BINDER 1 – QUALIFICATIONS PROPOSAL

Submissions must be submitted electronically through Bonfire at www.floydCountyga.bonfirehub.com.

Pricing information should be submitted as a separate attachment and not included in the body of the proposal.

TAB 1 – EXECUTIVE SUMMARY

Present in brief, concise terms, a summary level description of the contents of the proposal and your company and its capabilities. Provide the names of the person(s) who will be authorized to make representations for the proposer, their title(s), address (es), and telephone and fax number(s). The summary must be limited to a maximum of two pages and the signer of the proposal must declare that the proposal is in all respects fair and in http://www.floydcountyga.bonfirehub.com/ good faith without collusion or fraud and that the signer of the proposal has the authority to bind the principal proponent.

TAB 2 – Experience and Ability and Additional Proposal Requirements

This RFP is for Emergency Debris Clearance (Push), Debris Removal, Temporary Debris Staging and Reduction Site Management, and Tree and Limb Removal. All work shall follow the Occupational Safety and Health Administration (OSHA) and Environmental Protective Agency(s) requirements to maintain a safe working environment. Floyd County, Georgia has the right to increase or decrease the Contractor’s assignment and/or areas of operation within the scope of this contract. Due to the diversity of damage caused by natural or manmade disasters Floyd County, Georgia reserves the right to negotiate pricing with the Contractor at the time of the event for all unforeseen debris removal and disaster related activities.

The Contractor will be required to conduct annual planning and training activities with Floyd County, Georgia throughout the term of the agreement. This planning and training shall include, at a minimum, preliminary TDSR site selections, review and update debris collection zone maps, review and update of primary road clearance routes, local subcontractor coordination, and items such as hazardous waste handling, beach and shoreline restoration, and current Federal, State and Local guidelines and regulations. The cost for this planning and training shall be included in the unit cost for each activity and be at no additional cost to Floyd County, Georgia.

The proposal should outline the ability to provide expert guidance with the current Federal, State and Local guidelines and regulations as they relate to disaster generated debris.

This RFP contains a detailed set of specifications for each category of work. The proposal should provide a detailed outline of how work will be accomplished.

At a minimum the proposal should include the following information:

• Organizational Chart

• Information describing company’s technical and construction capabilities

• Financial resources /Bond rating

• Training and experience (list all certifications)

• Equipment resources (company versus sub-contractor owned)

• List of sub-contractors

• Past performance on contracts and other accomplishments

• References from past clients

• Listing of all existing disaster related pre-event contracts

• Capacity and Plan for mobilization

• Local participation in the Contractor’s plan (provide a sub-contracting plan)

• Sample of sub-contracting contracts

• Public announcements/notices, including specific dates on proposed venues.

• Ability to track and record all work for invoices and auditing purposes

• Other unique services your company can provide

• Construction drawings for temporary inspection towers

• Completed forms

• Cost for services

• Provide a management plan for each category of work describing what actions will be taken for a disaster generating debris in the amount shown below. The plan should include items such as; number and locations of TDSR sites, minimum size, type and numbers of hauling equipment, management and supervision staff, and the methodology for scheduling and routing the removal of debris:

Include any pertinent information needed to determine the proposer’s experience and ability to perform the anticipated work.

The proposer shall supply sufficient documentation that is well versed in all aspects of FEMA documentation, reimbursement and project management as well as demolition and debris removal work.

The proposal will address the proposer’s ability to mobilize including what is anticipated for a maximum time to mobilize.

TAB-3- PAST PERFORMANCE

The proposer shall include a list of major debris removal projects completed within the past five years. Major debris removal projects completed over the five years may also be presented. Include any pertinent information needed to determine the proposer’s past performance.

The proposal will address how the proposer has previously handled disposal of hazardous materials, construction material and white goods.

The proposal will address how the proposer has previously managed tracking the source location, debris type, source and documentation to the debris manager and FEMA.

The proposal will address how the proposer was previously deployed and their response times for deployment. Include the resources used and available for these past recovery projects.

For each of the above items the proposer shall include details of the project such as: the public agency, their contact, FEMA contacts, all pertinent phone numbers and dollar amounts. The proposer should provide information necessary to investigate the work with the public agency.

The proposer shall provide at least three (3) references for contracts of a similar size and scope, (if available) including at least two references for current contracts or those awarded during the past five years. Include the name of the organization, the length of the contract, a brief summary of the work, and the name and telephone number of a responsible contact person. Also provide a description of any conflicts occurring over the last five years with these or any other contract for similar work.

TAB 4 – Understanding of Project Requirements

The proposer shall provide their interpretation of what is required to meet the needs of the County. The proposer will use this document, their knowledge and experience to develop their understanding of this project. The proposer is urged to develop scenarios or examples to fully explain their position. The proposer must include a copy of a current certificate of insurance naming the City/ County along with a copy of their current business license with the City/ County, failure to do so will result in rejection of proposal.

The contractor shall provide all labor, equipment, machines and tools necessary to load and haul eligible disaster-generated debris. The equipment should be in good working condition, and if the equipment becomes inoperable, it shall be repaired within 8 hours or replaced with similar equipment within 1 day. Floyd County, Georgia prefers the use of self-loading equipment for removing debris and reserves the right to require self-loading equipment in various areas throughout Floyd County, Georgia.

The work shall consist of removing any and all “eligible” debris, primarily from the public Right-Of-Way (ROW) of streets and roads, as directed by Floyd County, Georgia.

Work will include:

1) examining debris to determine whether or not debris is eligible vegetative, construction and demolition or other debris,

2) loading the debris,

3) hauling the debris to an approved dumpsite or landfill, and

4) dumping the debris at the dumpsite or landfill. Ineligible debris will not be loaded, hauled, or dumped under this contract. Mixed loading of debris shall be kept to a minimum.

Debris removal shall include all eligible disaster related debris found on the ROW within the area designated by Floyd County, Georgia. Floyd County, Georgia may specify any eligible debris within the ROW which should not be removed, or which should be removed at a later time or by others. The Contractor shall make as many passes through the designated area as required by Floyd County, Georgia. Any eligible debris, such as fallen trees, which extends 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. The Contractor shall not enter onto private property during the performance of this contract without the approval of Floyd County, Georgia.

The contractor shall use only rubber-tired equipment in the performance of loading and hauling debris. The contractor shall not use equipment authorized for debris removal under this contract for private work during the working hours designated under this contract. Also, the contractor's personnel shall not solicit work from private citizens or others with manpower and equipment designated under this contract.

All debris shall be mechanically loaded and reasonable compacted. “Hand Loading” is not permitted under this contract without the approval of Floyd County, Georgia. The contractor will be responsible for repairing all damage as a result of negligence. The contractor shall be responsible for filling to grade with like material all surface damage, such as rutting and pavement damage, caused by the contractor's equipment during debris removal. The contractor shall repair all damage to existing grades, road shoulders, sidewalks, drainage structures, trees, shrubs, grass areas, etc. caused by the contractor's equipment or personnel.

The contractor shall preserve and protect all existing structures, infrastructures, vegetation and etc. on or adjacent to the area of work. The contractor shall repair or replace with like materials all damaged mailboxes on the same day, which the damage occurred. The contractor shall contact the person(s) making claims regarding damages within 2 days of receiving said claim; information such as method of repair and timeline for completion shall be discussed. All damage shall be repaired no later than thirty (30) days after the completion of the debris removal. The contractor shall provide Floyd County, Georgia with a weekly report outlining the status of all damage concerns.

Liquidated damages shall be assessed at $1,000.00 per calendar day for any time over the maximum allowable time established by the contract to make the necessary repairs.

Disaster-related debris shall be separated into clean vegetative, construction and demolition, white metal, hazardous waste, mixed and ineligible debris at the load sites.

Hauling of mixed loads will require approval from Floyd County, Georgia prior to loading. Ineligible debris shall be left in place, except those items directed by Floyd County, Georgia.

All stump remnants which are fully disengaged from the ground shall be considered normal vegetative debris regardless of size. The contractor shall remove all disengaged stump remnants from the assigned load site area before moving to another work area unless approved by Floyd County.

TAB 5 – Approach and Method

The proposer shall provide a complete scenario for the various scopes of work and scenarios of different types of events. Each scenario will include how the work will be accomplished, the quality control, and how FEMA requirements will be met. Include the operational processes for the debris reduction sites. The proposer should identify the resources they will mobilize for each scenario and state their commitment and timeframe to deploy these resources when called upon. The proposer shall provide the management processes anticipated to be used. It shall include how the interaction may take place between Floyd County, Georgia and the proposer. The Contractor shall provide weekly public notices of the debris removal schedule. The Contractor shall advertise these notices in the Sunday additions of two (2) local major newspapers and shall be of sufficient size to be easily seen by readers. The contractor shall also advertise these notices on two (2) local major radio stations, which have markets in Floyd County, Georgia. The radio announcements shall be aired a minimum of four (4) times daily during the period with peak listeners for a minimum of thirty (30) seconds each and be run a minimum of three (3) days per week. All public notices must be approved by Floyd County, Georgia prior to release.

The notices shall contain a description of the work, how debris should be placed on the right of way, what is eligible debris, and the schedule for removal.

SECTION 9.0 GENERAL TERMS AND CONDITIONS

9.1 INDEMNIFICATION

The consultant shall indemnify and save harmless the County, its officials and employees, from all losses, damages, costs, expenses, liability, claims, actions, and judgments of any kind whatsoever brought or asserted against, or incurred by, the County, including without limitation attorney’s fees and costs of litigation, to the extent that the same arise out of or are caused by any act or omission of the consultant, its sub consultants or subcontractors, or by the employees, officers, directors, or agents of the consultant, or its subcontractors.

9.2 ISSUANCE OF ADDENDA

9.2.1 If this solicitation is amended, the County will issue an appropriate addendum to the solicitation. If any addendum is issued, all terms and conditions that are not specifically modified shall remain unchanged.

9.2.2 Proponents shall acknowledge receipt of each addendum to this solicitation by completing the Addendum Acknowledgement page attached with the required document of this proposal. A signed addendum is also to be included in the proposal.

9.3 PAYMENT:

9.3.1. Prompt Pay Policy

It is the policy of Floyd County; Georgia pays with 30-day terms submitted invoices.

9.3.2 Withholding Payment

In the event a contract is canceled under any provision herein, the County may withhold from the contractor any monies owed on that or any contract, an amount sufficient to compensate for damage suffered because of the violation resulting in cancellation.

INSURANCE REQUIREMENTS:

Prior to commencing work, the contractor shall procure and maintain at contractor’s own cost and expense for the duration of the agreement the following insurance against claims for injuries to person or damages to property which may arise from or in connection with the performance of the work or services hereunder by the consultant, his agents, representatives, employees or Subcontractors. The cost of such insurance shall be included in the consultant’s proposal.

9.4.1 Contractor shall maintain limits no less than:

Commercial General/Umbrella Liability Insurance- $1,000,000 limit per occurrence for property damage and bodily injury. The service provider should indicate in its proposal whether the coverage is provided on a claims-made or preferably on an occurrence basis. The insurance coverage shall include the following:

• Premise/Operations

• Explosion, Collapse and underground Property Damage Hazard (only when applicable to the project)

• Products/Completed Operations

• Contractual

• Independent contractors

• Broad Form Property Damage

• Personal Injury

Business Automobile/Umbrella Liability Insurance- $1,000,000 limit per accident for property damage and personal injury.

• Owned/Leased Autos

• Non-owned Autos

• Hired Autos

This policy shall include Employers’/Umbrella Liability coverage for $1,000,000 per accident. Workers’ Compensation coverage is required as a condition of performing work or services for the County whether or not the contractor or Vendor is otherwise required by law to provide such coverage.

Environmental Liability Insurance- $1,000,000 per occurrence.

Pollution Liability Insurance Covering claims for injuries to members of the public or damage to property of others arising out of covered act or omission of the contractor or any of its employees, agents, subcontractors, or subconsultants, including Premises and/or

Operations, Independent contractors; Broad Form Property Damage and a Contractual Liability Endorsement with One Million Dollars ($1,000,000) per occurrence and annual aggregate.

9.4.2 Other Insurance Provisions

9.4.2.1 Commercial General Liability and Automobile Liability Coverage’s

• The Floyd County, Georgia, Members of their Commissions, boards, commissioners and committees, officers, agents, employees and volunteers are to be covered as additional insured as respects: liability arising out of activities performed by or on behalf of the contractor; products and completed operations of the contractor or premises on which contractor is performing on behalf of the County. The coverage shall contain no special limitations on the scope of protection afforded to the County, members of their Commissions, boards, commissions and committees, officers, agents, employees and volunteers.

• The contractor’s insurance coverage shall be primary insurance in respect of the

County, members of their Commissions, boards, commissioners and committees, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by Floyd County, Georgia, members their Commissions, boards, commissions and committees, officers, agent’s employees and volunteers shall be excess of contractor’s insurance and shall no contribute with it.

• Any failure to comply with reporting provisions of the policies shall not affect coverage provided to Floyd County, Georgia, members of their Commissions, boards, commissions and…