25-8412_Solicitation_.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

(FEMA Vendors are required to comply with Federal Grant Requirements, terms, conditions, and specifications)

FOR

DISASTER DEBRIS REMOVAL AND DISPOSAL SERVICES

SOLICITATION NO.: 25-8412

BARBARA LANCE, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8998

Barbara.Lance@colliercountyfl.gov (Email)

Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County

Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

25-8412

PROJECT TITLE: DISASTER DEBRIS REMOVAL AND DISPOSAL SERVICES

PRE-PROPOSAL CONFERENCE: JULY 25, 2025, AT 10:00 AM EST

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295

TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: AUGUST 15, 2025, AT 3:00 PM EST

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Solid and Hazardous Waste Management Division (SHWMD) (hereinafter, the “Division”), the Collier County

Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal

(hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified Contractors in accordance with the terms, conditions and specifications stated or attached, to establish multiple experienced Disaster Debris Contractors (DDCs) to assist in debris management services during disasters or other emergency events. The Contractor, at a minimum, must achieve the requirements of the Scope of Work stated herein.

FEMA funding may be used, in part, to support this procurement.

The results of this solicitation may be used by other County departments, incorporated Collier County, special districts, and authorities, in accordance with their own ordinances and purchasing, and FEMA provisions.

In 2017, the County spent approximately $63 million for disaster debris removal and disposal services related to Hurricane Irma in removing approximately 3.6 million cubic yards of debris. In FY 2023, the County spent approximately $22 million for disaster debris removal and disposal services related to Hurricane Ian in removing approximately 1.4 million cubic yards of debris. It is the full intent of the County to successfully participate in any state, federal or other cost share program that increases the amount of reimbursement the

County will receive by completing debris activities within a specified timeframe.

BACKGROUND

Collier County is located on Florida’s Gulf Coast. The County is comprised of the City of Naples, the City of Marco Island, the City of

Everglades City, and the unincorporated County. The County has a full-time population of 375,752 residents that increases during the winter months. The County maintains over 2,300 miles of public roads, and there are over 800 gated or private communities. Over 74% of the County is a federal reserve and there are 15 miles of County beachfront.

Situated on the Southwest Coast of Florida, Collier County is highly vulnerable to natural disasters, such as severe rain and windstorms, hurricanes, tornadoes, flooding, and forest (brush) fires; and, manmade disasters, such as oil spills, hazardous material spills or releases, multi vehicular accidents resulting from fog or severe rainstorm conditions, etc.

Further, the County is susceptible to surge impacts, and there are areas of the County that experience surge and flood impacts.

Disasters most often produce substantial volumes of debris, creating hazardous conditions to the public’s health, welfare, and safety, which result in disruption of the essential physical and economic life of the community. These disruptions are caused by:

• Obstructed roadways.

• Environmental offenses resulting from hazardous material spills or releases, the resulting contamination of soil, ground, and surface waterways, and potential sources for air pollution.

• Obstacles to the safe passage of essential pedestrian and vehicular traffic.

It is mandatory that there be an early, safe, and quick response to restoring environmentally safe and economically viable conditions to the disaster-affected areas. This objective has the highest priority in the County’s planning and its ability to deal with all damage.

https://procurement.opengov.com/portal/collier-county-fl

Due to the urgency and level of service required, following a disaster, the County requires qualified Contractors with sufficient experience in the specialized management of disaster response for the purpose of debris removal, reduction, and disposal services. Consequently, qualified Contractors must have the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes typical of a hurricane or flood, as well as isolated incidents such as tornadoes. The Contractors shall provide priority status to the County and be on‐call to provide all support services necessary to ensure the safety and well‐being of all residents and visitors to the County.

These contracts would potentially be invoked for County, State, and Federally declared disaster events, but services may be requested for non-declared events as well. Contractors may also be called upon throughout the year to render services to assist the

County with special needs and events other than full‐scale disasters, as determined by the County. The County retains the right to obtain similar services from additional Contractors, pursuant to the Procurement Ordinance, as amended.

It is imperative that the County be prepared to provide all necessary disaster recovery services and have the means to recover all eligible costs from State and Federal Agencies that have funds to assist local governments in coping with all natural and manmade disasters.

The County intends to award multiple contractors for disaster debris removal services. In the event the County deems it necessary to utilize services, the County shall activate one or more Contractors at the discretion of the County’s Authorized Representative. The

Contractor utilized will be based on the type of work needed to be done, the scope, the Contractor’s ability to quickly respond with appropriate resources, and Contractor’s experience in handling that type of work as provided herein.

TERM OF CONTRACT

The contract term, if an award(s) is/are made, is intended to be for five (5) years with one (1) five (5) year renewal option. Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

It is the full intent of the County to successfully participate in any state, federal, or other cost-share program that increases the amount of reimbursement the County will receive by completing debris activities within a specified timeframe.

The County Manager, or designee, may, at her discretion, extend the Contract under all of the terms and conditions contained in this

Contract for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the

County's intention to extend the Contract term not less than ten (10) days prior to the end of the Contract term then in effect.

DETAILED SCOPE OF WORK

1. General Information

1.1 Collier County seeks to establish contractual arrangements with Debris Disaster Contractors (DDCs) to provide disaster-related debris management services to include but not be limited to the collection, separation, staging, processing, reducing, and environmentally-approved disposal of debris, hazardous material, large-and small-scale debris removal projects, mixed debris, vegetative and construction and demolition debris removal, hazardous waste handling, hazardous tree trimming and removal, stump grinding and removal of sand, mud, silt, gravel, white goods, vehicles, vessel wreckage from streets and rights-of-way, and all additional scopes of work as described herein and/or other obstacles resulting from disasters.

1.2 No guarantee is expressed or implied as to the quantity of services to be procured under this RFP; no work is guaranteed.

1.3 The recovery process must be immediate, rapid, efficient, and with acceptable cost controls and accountability procedures in place to ensure that the County will have the means to be reimbursed for all eligible disaster recovery costs from appropriate Federal and State Agencies.

1.4 The selected Contractors must be prepared to carry out the assigned tasks in compliance with the applicable provisions of

Collier County’s Solid & Hazardous Waste Management Division Disaster Debris Management Plan (DMP), as annually reviewed and amended as necessary, attached hereto as Exhibit “A”.

1.5 Debris removal work shall consist of clearing and removing any and all "Eligible" debris as most currently defined by the

Public Assistance Grant Program guidelines, Federal Emergency Management Agency (FEMA) Publication Public

Assistance Program and Policy Guide (PAPPG), all applicable state and federal Disaster Specific Guidance (DSG) documents, FEMA fact sheets and policies and as directed by the County Authorized Representative. Any debris quantities that are in question with regard to eligibility should be brought to the County Authorized Representative’s attention for a written determination. Eligibility also includes meeting any changes in definition, rules, or requirements regarding debris removal reimbursement as stipulated by FEMA or presidential declarations during the course of a debris removal project and during the awarded contract term.

1.6 Overall, the Contractors are responsible for work that will include:

i. Examine and work in conjunction with the County and its agents to determine eligible debris

ii. Loading the debris

iii. Hauling debris to County-approved Debris Management Sites (DMS) or Final Disposal Sites (FDS)

iv. Sorting, processing, and reducing debris

v. Hauling reduced debris for final disposal to FDS(s)

1.7 It shall be the Contractors responsibility to load, transport, reduce, and properly dispose of any and all disaster-generated debris which is the result of the event under which the Contractors were issued Purchase Orders, unless otherwise directed by the County Authorized Representative, in writing.

2. Work Guidelines

2.1 All work under this RFP must be in full compliance with regulatory agency requirements, performed and consistent with the most current Federal Emergency Management Agency (FEMA) rules and guidelines, Public Assistance grant program guidelines, Florida Division of Emergency Management (FDEM), state, local, and other applicable government guidelines

2.2 No guarantee of work is expressed or implied as to the quantity of services to be procured under this RFP; no work is guaranteed.

2.3 Hourly rates and all other negotiated expenses will remain in effect throughout the duration of the contract/contract period.

2.4 The awarded contract does not entitle any Contractor to exclusive rights to County contracts. The County reserves the right to perform any and all available required work in-house or by any other means it so desires, in compliance with the

Procurement Ordinance, as amended.

2.5 In reference to vehicle travel, mileage and man-hours spent in travel time are considered incidental to the work and not an extra compensable expense.

2.6 Standby and idle time are not paid items.

2.7 Collier County reserves the right to add or delete, at any time, any or all tasks or services associated with the awarded contract.

2.8 Any Single Large Project: The County, in its sole discretion, reserves the right to separately solicit any project that is outside the scope of this solicitation, whether through size, complexity, or the dollar value.

2.9 All work under this RFP shall be performed in accordance with FEMA rules and guidelines for federal reimbursements and with 2 CFR 200.317-326 as updated, and where applicable.

3. PROCEDURES FOR OBTAINING WORK ASSIGNMENTS WHEN FEMA FINANCIAL ASSISTANCE WILL BE

USED TO FUND ALL OR A PORTION OF THE WORK UNDER A RESULTANT PURCHASE ORDER:

3.1 The County’s Authorized Representative’s will follow the procedure outlined below for obtaining quotes for projects with a value of $10,000 or less:

3.1.1 A quote will be requested from one (1) of the Contractors awarded on a basis that ensures a relatively even distribution of the work over the term of the contract. Previous experience working on a facility or with a particular specialty may be considered in selection provided the overall goal of a relatively even distribution of the work is still maintained.

3.1.2 The Contractor shall respond with the information and/or proposal sought within seven (7) calendar days.

3.1.3 Contractor will commence work upon the County’s issuance of a Purchase Order. The Contractor agrees that any

Purchase Order that extends beyond the expiration date of the awarded contract will survive and remain subject to the terms and conditions of the resultant contract until the completion or termination of work.

3.2 For Projects with a value over $10,000 and up to $250,000, or a project not exceeding the simplified acquisition threshold amount in place at the time of the disaster, and as set forth by the Federal Acquisition Regulation at 48

CFR subpart 2.1, whichever amount is greater:

3.2.1 Bidding documents such as a Summary of Work, Plans and/or Technical Specifications, etc., will be provided to all of the awarded Contractors, along with a bid schedule for providing price. Project timeline and the collection of liquidated damages may be specified in the Request for Quotation.

3.2.2 The County’s Authorized Representative will set the required response time for each project, but Contractors will be given a minimum of ten (10) business days to provide a quote. Other projects may require a longer quoting period to allow for proper coordination. Some projects, urgent in nature, may require a shorter response schedule at the County Authorized Representative’s discretion. This period may also include a pre-bid meeting

3.2.3 The Contractor shall provide a completed bid schedule based on the quote schedule provided, including any identified unit prices and add/deduct alternates.

3.2.4 Ancillary charges may be transferred to the County in the actual amount; however, mark-ups will not be allowed.

Mark-ups will not be allowed on sales tax, consumer fees or taxes, use and other similar taxes, or fees associated with any work under this Agreement.

3.2.5 The County Authorized Representative’s will review all quotes received, and if a minimum of three responsive quotes are not received, or if the lowest quote is outside the budget, the County may re-quote the project or formally solicit.

3.2.6 Payment and Performance Bonds will be required for projects over $200,000 and shall be provided in accordance with F.S. § 255.05.

3.2.7 The Contractor will commence work upon the County’s issuance of a Purchase Order. The Contractor agrees that any Purchase Order that extends beyond the expiration date of the awarded contract will survive and remain subject to the terms and conditions of the awarded contract until the completion or termination of work.

3.2.8 The County reserves the right to waive any or all of these requirements and to separately solicit any job if it’s in the best interest of the County.

3.2.9 Projects exceeding $250,000, or a project exceeding the simplified acquisition threshold amount in place at the time of the disaster, and as set forth by the Federal Acquisition Regulation at 48 CFR subpart 2.1, whichever amount is greater, will be formally solicited and publicly advertised by the County, in accordance with Procurement Ordinance, as amended. The bid opportunity will be open to qualified bidders beyond the pool of vendors awarded under the awarded contract for this solicitation.

The above quoting procedures and thresholds will not apply during Exigency or Emergency (E&E) Circumstances, as determined by the County. In such a situation, the County reserves the right to forego quoting procedures and issue a

Purchase Order to one of the qualified Contractors under the awarded contract to perform the work necessary to address the E&E circumstances.

4. Order of Activation

4.1 The County intends to award multiple contractors for disaster debris removal services. The process established in Section

3 will be followed. For Exigency or Emergency (E&E) Circumstances the County shall activate one or more Contractors at the County’s discretion. The order of activation of Contractors is at the discretion of the County. The Contractors will be chosen based on the type of work needed to be done, the scope, the Contractor’s experience in handling that type of work, and their availability.

4.2 The Contractors are not guaranteed any minimum amount of work, and no compensation shall accrue unless and until the contract is activated in the form of a Purchase Order issued by the County.

4.3 The number of contracts activated will be based on the magnitude and complexity of the County’s needs. It shall be the

County’s sole determination whether more than one Contractor will be used at any given time. If two (2) Contractors are utilized, the County may assign each Contractor a specific zone in which to operate. In the event two Contractors are utilized, each contractor shall fully cooperate with the other contractors, subcontractors, the County’s Debris Monitor, and

County personnel in the performance of their assignments.

5. Contractors Responsibilities

5.1 Provide all expertise, personnel, tools, materials, equipment, transportation, supervision and all other services and facilities of any nature necessary to execute, complete and deliver the timely removal and lawful disposal of all eligible disaster-generated debris, including hazardous and industrial waste materials; all of which shall be provided in accordance with

FEMA debris removal guidance, found in the FEMA Public Assistance Program Policy Guide (PAPPG) that states eligible debris is:

i. That which is determined to eliminate immediate threats to life, public health, and safety.

ii. That which has been determined to eliminate immediate threats of significant damage to improved public or private property; and

iii. That is considered essential to ensure the economic recovery of the affected community to the benefit of the community at large.

5.2 Provide cost-effective and timely removal and lawful disposal of debris accumulated on all public properties, residential properties, streets, roads, other rights-of-way, and public-school properties, including any other locally owned facility or site as may be directed by the County. Services will only be performed when requested and as designated by the County.

5.3 The Contractors shall be responsible for all labor, equipment, fuel, traffic control costs and other associated costs necessary to pick up and transport eligible disaster-related debris existing on the County Right-of-Ways (ROW), except for certain situations, to a County approved Disaster Debris Management Site (DMS) or a County approved Final Disposal Site (FDS) in accordance with all local, state, and federal rules and regulations.

5.4 Provide, supply, and maintain a sufficient quantity of collection equipment to complete the debris management project in accordance with the collection rates established in the awarded contract or as pre-approved in writing by the County to complete the final stages of the project within the established timelines. Collection equipment shall remain in place until the debris collection is complete or when determined by the County and Contractors to be adequate to complete the recovery effort. Unless the County determines that the downsizing of the operation is warranted, equipment leaving the

County prior to completion of the recovery effort shall be replaced with equal or better equipment.

5.5 Be capable of assembling, directing, and having the capacity to manage a major workforce, with multiple sub-Contractors, that can be fully operational in debris management operations and to cover the expenses of a major recovery prior to being paid by the County. Established management teams must be in place. Contractors must have the resources to provide the equipment and personnel necessary to cover a major disaster.

5.6 The Contractors shall assign a knowledgeable and responsible Representative to act as the Primary Contact for the

County’s designated Authorized Representative.

5.7 Supervise and/or direct all contracted services performed by its employees, agents, and Sub-contractors. Contractors is solely responsible for all means, methods, techniques, safety, and other procedures.

5.8 The Contractors shall employ and maintain a qualified supervisor at the work site(s) who shall have full authority to act on behalf of Contractors. Multiple work sites will require equal supervision as outlined above. Contractors must ensure that sufficient supervision is provided to manage multifaceted debris management operations that may include projects that require separate coordination, tracking, and documentation; additional supervision and/or project management staff shall be provided if requested by the County for these projects.

5.9 Be responsible for the conduct of work, related to planning and conducting all operations in a satisfactory workmanship manner. The Contractors shall demonstrate and maintain a courteous and responsive demeanor toward all citizens, especially when working on individual private properties. All operations shall be conducted under the review of a County

Representative at times, places, and by means as directed by the County. Contractors shall have and require strict compliance with a written Code of Ethics to be provided by the County.

5.10 The Contractors shall ensure that all employees assigned to render the Services are duly qualified, registered, licensed or certified to provide the Services required. The County may require in writing that Contractors remove from the services being provided any of Contractors’ personnel that the County determines to be incompetent, careless or otherwise objectionable. No claims for an increase in compensation or contract term based on the County’s use of this provision will be valid.

5.11 The Contractors shall be responsible for determining and executing the method and manner for lawful disposal of all eligible debris, including regulated hazardous waste, unless otherwise directed by County.

5.12 The Contractors shall perform contracted services in a professional and workmanlike manner and in compliance with all applicable laws, ordinances, rules, regulations, and permits. Only the highest quality workmanship shall be acceptable.

Services, equipment, and workmanship not conforming to the intent of the Contract or meeting the approval of the County may be rejected. Replacements and/or rework, as required, shall be accomplished at no additional cost to the County.

5.13 Conduct the work so as not to interfere with the disaster response and recovery activities of local, state, and federal governments or agencies, or of any public utilities.

5.14 Provide a dedicated crew to collect specific debris piles that cause health and safety issues around hospitals, public schools, County facilities, or other requested properties, as directed by the County.

5.15 Provide technical guidance and consultation before, during, and after a disaster event.

5.16 Provide trained administrative support, onsite management staff to work with County officials, field supervisors, operators, drivers, laborers, and all associated vehicles, equipment, tools, and supplies necessary to ensure a successful recovery operation.

5.17 Be experts on the most current FEMA and FDEM guidelines.

5.18 Provide documentation of all efforts to complete all work directed under the awarded contract as soon as feasibly possible, and in accordance with established timelines for completion of debris-related activities for the specific event, as defined by FEMA or other federal reimbursement program guidelines or as agreed to with the County. The County will direct the scope and nature of the work to be performed once the extent of damage has been determined.

5.19 Provide all permits and services necessary for the containment, clean up, removal, transport, storage, testing, treatment, and/or disposal of hazardous waste and industrial materials, including white goods, E-Waste, putrescent debris, and mixed debris, resulting from the event.

5.20 Provide and enforce a safe work environment as prescribed in the Occupational Safety and Health Act of 1970, as amended. The Contractors shall provide such safety equipment, training, and supervision as may be required by the

County and/or other governmental regulations. Contractors shall ensure that its sub-Contractors contain a similar safety provision.

5.21 Provide daily reports regarding staffing and equipment inventory to verify that the cost-effective and efficient removal and lawful disposal of accumulated debris is being performed. Collection activities shall be monitored, and crews shall be responsible for providing detailed information on collection locations as requested.

5.22 Contractor shall be responsible for the removal of all debris up to the point where remaining debris can only be described as storm litter, and additional collection can only be accomplished by the use of hand labor and all DMS mitigation and damages by Contractor have been resolved.

5.23 Provide final close-out audit support.

5.24 The Contractors shall also support Public Utilities and Stormwater for pumping operations (i.e., wastewater pump stations and stormwater swales) and generators, as requested.

6. Contractors Performance Standards

6.1 Contractor Representative

6.1.1 The Contractor shall assign a Representative who shall be readily available during normal working hours by phone outside of an impending disaster and accessible 24-7 when a disaster is impending.

6.1.2 A Contractor’s Representative shall be available locally throughout the duration of recovery efforts and be available to meet daily with County Authorized Representative.

6.1.3 The Contractors' Representative shall have the authority to implement all actions required to begin the performance of contracted services and Contractors’ General Operations Plan.

6.1.4 The Contractors Representative may be required to be located at the Collier County EOC to facilitate coordination of debris removal operations with the County Authorized Representative.

6.1.5 The Contractors' representative may be required to attend daily project meetings with the County for the duration of the work.

6.1.6 The Contractors shall provide technical assistance to assist the County in determining which DMS will be used.

6.2 Activation Response Time

6.2.1 When a major disaster occurs or is imminent, the County will contact the Contractors Representative to advise of the County’s intent to activate the contract. The Contractors shall begin coordination with the County

Authorized Representative. This may include staffing and/or preparing reports.

6.2.2 The County, upon contacting the Contractors Representative, will issue a Purchase Order (PO). The issuance of the PO authorizes the Contractors to begin pre‐storm preparations, including but not limited to staging of equipment for immediate response post-disaster.

6.2.3 The Contractors’ Representative shall have a maximum of 24 hours from PO issuance to send a management team to report to the County Authorized Representative to begin planning for the operation and mobilizing of the personnel and equipment as necessary to perform the work. Failure to mobilize the management team within the allowed time may result in the selection of another Contractor.

6.3 Mobilization

6.3.1 Provide sufficient equipment and forces, prepared for a debris removal mission in Collier County for the first push/clearance (See Section 12 – Emergency Push/Road Clearance) within 24 hours of issuance of a PO.

6.3.2 Within 48 hours of issued PO, Contractors shall provide sufficient equipment and forces to remove at least

3,000 cy per day and increasing that rate after the fourth day, by a minimum of 30,000 cy each day, building to a consistent, minimum daily rate of 50,000 cy of debris collected, or as modified by the County based on need of the severity and impact of the storm event(s) and operational conditions of the County. Additional resources may be required to meet the debris activities based on the scope and impact of the event. Adjustments to these minimums may be required by the County based on the size and scope of the disaster event.

6.3.3 Failure to mobilize in the allowed time may result in the selection of another Contractor.

7. “Blue Skies” Planning and Coordination

7.1 Prior to the beginning of each hurricane season, the Contractors shall attend a meeting with the County to meet and engage with stakeholders (i.e., road and bridge, incorporated areas, fire districts, etc.)

7.2 The Contractors shall provide a minimum of one (1) day (up to 8 hours) of on-site, annual training of selected County staff in essential debris management and collection functions, to ensure appropriate and responsive interface with field debris collection Contractors and County, State, and Federal Agencies.

7.3 The Contractors shall meet with the County and the Debris Monitoring 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. This meeting is to occur annually or may be included as part of the required training day.

7.4 The Contractors may be called upon throughout the contract to render services to assist the County with special needs and events related to disaster recovery and/or planning activities other than full-scale disasters.

7.5 Provide assistance in updating the County’s Disaster Debris Management Plan (Exhibit A). The Contractors shall be responsible for knowledge and compliance with all local, state, and federal laws, rules, practices, and regulations. The

Contractors shall be familiar with the County’s approved Debris management plan

7.6 The Contractors shall assist with DMSs preparation and pre-approval, including but not limited to an Operation Plan for each DMS. The Contractors shall assist with securing private properties and establish DMS(s) as necessary, to ensure an adequate number of DMSs for a timely debris removal mission. Private land contracts will not be permitted without prior approval from the County. (See Section 24- DMS)

8. Contractor Sub-Contractors

8.1 The Contractors may subcontract project debris removal. Utilizing any third party shall not relieve Contractors from any direct liability or responsibility to the County pursuant to the provisions of this Contract or obligate the County to make any payments other than payments due to the Contractors as outlined in this RFP and the awarded contract. 8.2 The

Contractors shall be responsible for the acts or omissions of its Sub-contractors to the same extent Contractors are responsible for the acts and omissions of their own employees. Contractors shall ensure compliance with all legal provisions and ensure that all their Sub-contractors have and carry the same major provisions of this RFP and that the work of their sub-contractors is subject to said provisions in the awarded contract.

8.3 Nothing contained in this RFP shall create any contractual relationship between any subcontractors and the County.

8.4 The Contractors shall supply the names and addresses of subcontractors and materials suppliers if requested by the County.

8.5 The Contractors shall provide the County, prior to starting work, an affidavit from each subcontractors, stating there is a signed contract between the Contractors and the sub-contractors. That contract shall require the sub-contractors to comply with all applicable local, state, and federal requirements and shall specifically include a section that sets forth the requirements CFR title: 200.321.

9. Coordination with Debris Monitoring Contractors Coordination and assistance with the Debris Monitoring Contractors by the Contractors is crucial to the success of the debris removal mission and shall include, but is not limited to, the following:

9.1 See Section 7 – Blue Skies Planning and Coordination

9.2 Assist with training to ensure properly equipped facilities and safe operations.

9.3 Scheduling, dispatching, and logistical operations of the field inspectors assigned to work areas of storm debris cleanup.

9.4 Coordinate the survey with the Monitors and the County of the affected areas for special situations, surfacing needs, and general damage assessment to include, but not be limited to, identifying tree stumps and the management of root balls, hazardous trees, C&D debris, or other potentially hazardous situations.

9.5 Coordinate location of debris monitoring tower(s) at DMS operations to ensure appropriate location and specifications as described herein are satisfactory to the Debris Monitoring Contractor.

9.6 Truck Certification

9.6.1 Coordination to determine vehicle certification in accordance with the most current FEMA truck certification methods, vehicle assignments, and provide the necessary vehicle decals or placards for ease of identification and tracking.

9.6.2 Ensure that each vehicle has one numbered certification form prepared with a written description of the measurements (the actual physical measurement performed by the County’s Debris Monitoring Contractor), detailed diagram showing the overall inside dimensions, the dimensions of any and all, side boards, and/or deductions, and photograph attached. Deductions, such as doghouses, slant plates, etc., shall be shown as a deduction from the total cubic yards. Example: Measure and diagram length times Width times Height divided by 27 = Total CY. Second, measure and diagram the “deduction item” and subtract from the total CY. The maximum load capacity of each hauling vehicle will be rounded to the nearest whole cubic yard (CY) (Decimal values of .1 through .4 will be rounded down, and decimal values of .5 through .9 will be rounded up). The measured maximum load capacity (as adjusted) of any vehicle load bed shall be the same as shown on the certification form and placarded on each numbered vehicle or piece of equipment used to haul debris.

9.6.3 Contractor name and vehicle certification number shall be on the placard along with the certified capacity in cubic yards (CY).

9.6.4 All vehicles or equipment used for hauling shall have and use a County / Contractor-approved tailgate.

9.6.5 Any changes to the equipment size or capacity, i.e., adding or removing sideboards, tailgates, etc., will require it to be recertified. This new certification shall be attached to the original certification and documented as to when and/or why recertification was required and occurred.

9.6.6 A certified report with a complete list of all certified vehicles with the type of vehicle, make and model, license plate number and/or trailer VIN number, assigned debris hauling number and total adjusted CY information including details of tailgates, sideboards, and deductions, in cubic yards, of the load bed of each piece of equipment to be utilized to haul debris. shall be maintained, updated, and provided to the County whenever equipment is added, modified, or deleted. (See Section 26 - Documentation).

9.6.7 Certification forms shall be in triplicate, sequentially numbered, and verified by a County Representative. The

County shall retain the original certification copy, the Contractor shall retain the second copy, and the third copy shall remain in the certified vehicle. Digital copies of truck certifications, forms, and photographs may be used in place of hard copies when applicable technologies are both available and if they conform with and are compatible with an approved ADMS used by the debris monitoring Contractor.

9.7 Debris Reporting Tickets

9.7.1 An approved and auditable electronic debris ticket database, established through the use of an approved

Automated Debris Monitoring System (ADMS) provided by the County’s debris monitoring contractor, may be used in place of serialized copies of the debris reporting tickets. In this event, load tickets will be replaced by

ADMS-generated receipts or reconciled electronic database, where applicable.

9.7.2 Debris Monitoring Contractors shall inspect each load to verify that the contents are in accordance with the accepted definition of eligible debris as determined in accordance with local, state, and federal rules and regulations. If any load is determined to contain material that does not meet the definition of eligible debris, e.g., debris collected from private property, the load shall be directed to an alternate disposal or processing facility.

The Contractors shall not invoice the County for ineligible loads (See Section 29 – Invoices & Payment). The

County, through its authorized Representative, will be the sole judge as to whether the material conforms to the definition of eligible debris, and its decision will be final for the purposes of invoicing.

9.7.3 Once the debris removal vehicle has issued a load ticket, the debris removal vehicle will proceed immediately to a County-approved DMS or a County-approved Final Disposal Site (FDS). The debris removal vehicle will not collect additional debris once a load ticket has been issued.

9.7.4 The Contractors shall verify that all load tickets contain the appropriate information (i.e., truck certification number, street address/intersection)

9.7.5 The Contractors shall keep records of contract haulers’ trucks, to include cubic yardage, or loaded weight, time in and time out, number of loads per day, and other data as requested.

9.7.6 The Contractors shall ensure all debris collection and disposal information required by FEMA or other regulations is documented on each load ticket. The Contractors shall submit all original load tickets to the County

(See Section 26- Documentation)

9.7.7 The Contractors shall communicate and reconcile their load ticket copies with the Debris Monitoring Contractor, no less than once per week. Discrepancies shall be noted and resolved prior to the next reconciliation period.

After reconciliation, accept the debris reporting tickets or approved ticket database as the certified, original source document, to account for the measurement and accumulation of the volume of debris delivered and processed at the reduction and/or disposal sites as verified by the County Representative.

10. Public Communication

10.1 Coordinate with the County for public information coordination, including but not limited to Operational Plan schedules, proper set-out of debris, etc.

11. Equipment

11.1 The Contractor must provide a detailed listing of readily available equipment, specify owned or contracted, at the beginning of every hurricane season, including, but not limited to, debris removal trucks, haul out trucks, street sweepers, chainsaws, skid steers, bucket trucks, loaders, etc. (See Section 26 - Documentation)

11.2 Large debris that cannot be handled by standard debris operations may require the use of low-boy trailer, skid steer, or other specialized equipment.

11.3 Handload trucks, trailers, or equipment shall be used only with prior written authorization of the County. These “hand loaders” must remove all eligible debris.

11.4 Trucks used for debris removal shall have a minimum capacity of 50 cubic yards, unless otherwise authorized by the

County.

11.5 All Contractors’ equipment must be capable of self-unloading; equipment that must be unloaded by hand or requires assistance from the operator at the DMS site will not be permitted to dump at DMS.

11.6 The Contractors shall operate all trucks, trailers, and all other equipment in compliance with any/all applicable local, state, and federal rules and regulations.

11.7 Equipment shall be in good working condition, with no fluid leaks, and must have an enclosed rear or operable tailgate.

11.8 No unapproved improvised tailgates are allowed, e.g., chain link fencing, etc. All loading equipment shall be operated from the road, street, or ROW using buckets and/or boom and grapple devices to collect and load debris.

11.9 No equipment shall be allowed to operate on private property or outside of the public ROW unless otherwise directed by the County.

12. Emergency Push/Road Clearance/First Push

12.1 Work shall consist of all sufficient equipment and forces necessary to clear, cut, toss, or push various types of debris from primary transportation routes as identified by and directed by the County, pursuant to local, state, and federal guidelines, within 24 hours of issuance of a PO. (See Section 6 – Performance Standards)

12.2 Contractor shall stage first push equipment as referenced in 6.3.2, and roads shall be passable within 72 working hours of the issued PO.

12.3 Contractor(s) shall be prepared with proper equipment for pushing large debris, and if necessary, to pick up debris where there is no room to push, including but not limited to sand, chainsaw crews, as necessary.

12.4 Contractors are expected to collaborate with County agencies (i.e., fire stations, road and bridge shops) to stage equipment in preparation for this work.

12.5 Contractor will be provided a map of critical roads leading to hospitals. This may include roadways in incorporated areas within the County.

12.6 County and/or incorporated area forces may assist the Contractors in performing this task, depending on the severity of the disaster.

12.7 At the direction of the County, clear runways are utilized for aircraft.

13. General Debris Removal Operations This section applies to all debris removal operations.

13.1 Work shall consist of all labor, equipment, fuel, traffic control costs, proper handling, and removal of all environmental hazards, and other associated costs necessary to remove, collect, recover, transport, and dispose of eligible debris in accordance with all local, state, and federal rules and regulations.

13.2 Unless otherwise directed by the County, all debris, including regulated hazardous waste, shall become the property of

Contractors for removal and lawful disposal. The debris will consist of, but not be limited to, mixed debris, vegetative, construction and demolition, sand piles, white goods/appliances, electronics, and household hazardous waste.

13.3 Authorized Representatives and agents of the government shall be permitted to inspect all work, materials, invoices, and other relevant records and documentation.

13.4 The County will authorize and approve which services Contractors shall provide which zones/areas must be prioritized. All debris identified by the County must be removed. The geographic boundary for work by Contractors’ crews shall be only as directed by the County and will be limited to properties located within the County’s jurisdictional boundaries. Collection activities shall be monitored, and crews shall be responsible for providing detailed information on collection locations as requested.

13.5 The Contractors shall be responsible for the security of debris on/in each vehicle or piece of equipment utilized to haul debris. Prior to leaving the loading sites, Contractors shall ensure that each load is secure and trimmed so that no debris extends horizontally beyond the bed of the equipment in any direction or vertically above FDOT maximum height requirements; tailgates must be closed. All loose debris shall be reasonably compacted and secured during transport. As required, Contractors will regularly survey the primary transportation routes used by Contractors & its subs and recover fallen or blown debris from the roadway(s).

13.6 Unless otherwise directed, collected debris shall be hauled or transported to a County-approved DMS. Direct hauling to the Final Disposal Site (FDS) must be approved by the County.

13.7 Any debris removal activity that generates noise levels above that normally associated with routine traffic flow is to be permitted during daylight hours only and must adhere to local noise ordinances.

13.8 The Contractors shall mitigate the impact on local traffic conditions to the greatest extent possible while collecting or managing debris. Contractor is responsible for establishing and maintaining appropriate traffic control, as necessary, during debris removal operations and in accordance with the most current edition of the US Department of Transportation

Manual of Uniform Traffic Control Devices (MUTCD).

13.9 The Contractor shall utilize a street sweeper, manual labor, or other means, as necessary, to remove debris remains, such as loose nails, etc. If debris is pushed onto or along the roadway, the roadway must immediately be swept manually or by a mechanical Street Sweeper so that no debris remains on the roadway. Street sweeper supplied by Contractors may be required to restore roads to safety, reduce glass, or dangerous debris on roads.

13.10 In areas where a debris truck cannot fit, other equipment, including but not limited to a loader and/or skid steer, must be utilized to remove debris. Many streets in the City of Marco have this requirement, and in the Isles of Capri (low-hanging power lines).

13.11 The Contractors will exercise due diligence in removing debris and will exercise caution when working around public utilities (i.e., gas, water, electric). Every effort will be made to mark these utilities, but the County does not warrant that all utilities will be located before debris removal begins, nor do Contractors warrant that utility damage will not occur because of properly conducting Contracted services.

13.12 Contractor Property Damage

13.12.1 The Contractors shall use reasonable care not to damage any real or personal property. Should any property be damaged due to the Contractors' or sub-Contractors operations or negligence, the Contractors shall return the property to its original condition at the expense of the Contractor. The determination of “negligence” shall be made by the County.

13.12.2 The Contractors shall be responsible for reporting to the County and cleaning up all hazardous material or waste spills caused by the Contractors' operations at no additional cost to the County.

13.12.3 Immediate containment actions shall be taken as necessary to minimize the effect of any spill or leak.

Cleanup and reporting shall be in accordance with applicable local, state, and federal rules and regulations.

13.12.4 The Contractors shall respond to all damage complaints within 48 hours of receipt.

13.12.5 The Contractors shall maintain a Damage Log, tracking all damage complaints including date and point of contact, proposed resolution, status of repairs or settlement, and date of documented release. Contractors shall review this list with the County Authorized Representative a minimum of weekly and provide copies of all releases. (See Section 26- Documentation)

13.12.6 If at any time the damage list exceeds 10 open claims without scheduled repairs or at the discretion of the County, the Contractor shall provide, at no additional cost to the County, a dedicated staff member to resolve damage claims.

13.12.7 Upon written notice from Contractors that the damage correction work is complete, the County, or designee, will make a final inspection with Contractors and will notify Contractors in writing of any deficiencies in the project.

Contractors will correct all deficiencies before final acceptance and final payments for the work order. All

Contractor damages must be resolved prior to project closeout unless otherwise agreed to by the County.

13.12.8 The County may, at its sole discretion, elect instead to either bill Contractor for the damages or withhold funds due to Contractor.

13.13 Work Hours

13.13.1 The Contractor is responsible for providing a schedule (See Section 26 -Documentation) to the County for collection and Debris Management Site (DMS) operations. Adjustments to workdays and/or work hours shall be as directed by the County following consultation and notification to Contractors.

13.13.2 The Contractors may conduct debris removal operations 30 minutes prior to and 30 minutes after the published sunrise/sunset, seven (7) days per week, unless prohibited by the County.

13.13.3 No work will be performed on the following holidays without prior approval by the County. Independence Day, Thanksgiving Day, and Christmas Day. Additional time off must be agreed to by Contractors and the County.

13.14 Right-of-Way (ROW), Public Road Removal, and Public Drop-off Removal

13.14.1 The Contractors shall remove all eligible debris from the ROW when directed to do so by the County in accordance with local, state, and federal rules and regulations.

13.14.2 The Contractors shall commence removal within the performance standards described in this RFP.

13.14.3 When the County elects to utilize public drop-off sites, Contractor(s) shall remove debris from respective locations.

13.15 Right-of-Entry (ROE) Removal - Commercial, Private Property, Roads, and Gated Community Debris Removal

13.15.1 The Contractor shall not enter private property, a private road, or a gated community without prior authorization from the Debris Monitoring Contractor or the County Authorized Representative.

13.15.2 The County or Debris Monitoring Contractor will secure all necessary permissions, waivers, and or Right-of-

Entry (ROE) Contracts from private/gated real property owners required for the lawful removal of debris from real properties following local, state, and federal guidelines.

13.16 Passes

13.16.1 The Contractors will provide a collection schedule, as…