26_046_LH DEBRIS REMOVAL SERVICES .pdf

INVITATION FOR BID

FOR

Debris Removal Services

26-046-LH

990-60

990-30

MACON-BIBB COUNTY, GEORGIA

ISSUED: Enter May 13, 2026

BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, June 4, 2026

Macon-Bibb County Procurement Department 700 Poplar Street

Suite 308

Macon-Bibb County City Hall Macon, Georgia 31201

I. General

A. Invitation

1. Notice is hereby given that Macon-Bibb County will receive sealed bids in the Macon- Bibb County Procurement Department, 700 Poplar Street, Suite 308, Macon, Georgia 31201, until 12:00 noon on Thursday, June 4, 2026, for the Macon-Bibb County Government.

2. NO BIDS WILL BE ACCEPTED AFTER THE ABOVE TIME.

3. Bids will be publicly opened and read in the Procurement Department Conference

Room on Thursday, June 4, 2026, at 2:00 p.m.

4. Minority, Women Owned, and other Disadvantaged Business Enterprises are encouraged to participate in the solicitation process. Additionally, respondents are encouraged to use M/W/DBE subcontractors where possible. Small and other disadvantaged businesses requiring assistance with the competitive process can contact Charise Stephens, Small Business Affairs at (478) 300-2297 or cstephens@maconbibb.us .

B. Bid Documents

1. Bid documents may be examined and obtained on Macon-Bibb County website to be viewed and downloaded from one of the links included below:

Georgia Procurement Registry website http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100 Macon-Bibb County Procurement Page www.maconbibb.us/purchasing Sealed Bids

2. Do not edit any other required documents (Attachment A).

C. Pre-Bid

A pre-bid conference is scheduled for 10:00 a.m., Wednesday, May 20, 2026, in the Procurement Conference Room, Suite 308, 3rd Floor, 700 Poplar Street, Macon, GA 31201. This pre-bid is mandatory; contractor must be present in order to submit a response. Deadline for submitting questions is Friday, May 22, 2026. Questions to be submitted via email to Lhardwick@maconbibb.us

SEALED Bids shall be delivered or mailed to:

Macon-Bibb County Procurement Department Attn; Laura Hardwick

700 Poplar Street Suite 308

Macon, GA 31201 478-803-0550 lhardwick@maconbibb.us

Mark the outside of the envelope 26-046-LH, Debrie Removal Services mailto:cstephens@maconbibb.us http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100 http://www.maconbibb.us/purchasing mailto:Lhardwick@maconbibb.us

D. Validity

1. No bid may be withdrawn for a period of ninety (90) days after time has been called on date of bid opening.

2. All prices shall be Delivered prices, FOB Destination, after deducting all non–applicable taxes, delivered to each requesting department or office. Vehicles shall be ready to use.

E. Contract Award

1. The contract, if awarded, will be based on Total Bid Price.

2. Guidelines in the award of this contract will be Section 36-10-2.2, Official Code of Georgia

Annotated.

F. Payment Conditions

1. The Project Manager for Debris Removal will collect material tickets, measure and inspect work completed to date on said job and report to the Project Manager for payment.

2. Change orders are issued for any variance from contract or plan sheets.

3. Any unauthorized work or material change will not be paid for unless a change order has been issued.

E. Forms

1. The enclosed Macon-Bibb County bid form shall be used; use of other documents may deem the bid non-responsive. Additionally, all submission documents should be completed and included with the bid; failure to include completed, signed, and notarized forms (as applicable) may deem the bid non-responsive.

F. Local Preference

1. Macon-Bibb County reserves the right to award bids to County businesses and merchants whose bid is within 5% (five percent) of the lowest responsive and responsible bid which conforms to the Invitation to Bid. INSTRUCTIONS TO BIDDERS

2. No consideration will be given any claim based on lack of knowledge of existing conditions, except where the Contract Documents make definite provisions for adjustment of cost or extension of time due to existing conditions that cannot be readily ascertained.

G. Document Discrepancies

1. Should the bidder find discrepancies in, or omissions from the documents, he shall at once notify the Macon-Bibb County Procurement Department.

2. Requests for Interpretations of Specifications shall be made in writing to the Macon-Bibb

County Procurement Department not later than seven (7) days prior to receipt of bids, email preferred to lhardwick@maconbibb.us.

3. Any subsequent instructions to bidders will be issued in the form of addenda to the specifications and sent to the bidder. All addenda shall be enumerated in the Bid Form.

4. All definitions set forth in the specifications are applicable to this Instruction to Bidders, the

Bid Form and the proposed Contract Documents including, but not limited to, drawings, project manual, and any addenda issued prior to receipt of bids.

a) Addenda are written or graphic instruments issued prior to the execution of the Contract that may modify or interpret the bidding documents by deletion, additions, clarifications, or corrections.

b) Addenda will become part of the Contract Documents when the Contract is executed.

H. Submittals

1. In order for bids to be considered, the complete bid document package should be submitted including each of the following completed documents.

a) Bid Form

b) Bidder’s Qualification Form

c) List of Sub-Contractors

d) Minority Participation Goal

e) Financial & Legal Stability Statement

f) Bid Bond in amount of 5% of the total base bid.

g) E-Verify Affidavit

h) Non-Collusion Affidavit

II. Instructions To Bidders

A. Definitions

1. Wherever the term “Owner”, “County”, or “Macon-Bibb County” occur in these specifications, it shall mean Macon-Bibb County, a political subdivision of the State of

Georgia acting through the Macon-Bibb County Board of Commissioners.

2. Wherever the term “work” occurs in these specifications, it shall mean the work as defined herein, including, all labor, materials, equipment, transportation, and supervision necessary to complete the contract.

B. Related Documents

1. Specifications (Attachment “A”)

2. Bid Form

3. Bidder’s Qualification Form

4. Bidder MBE Plan Form

5. List of Sub-contractors

6. Financial & Legal Stability Statement

7. Bond Forms

8. E-Verify Affidavit

C. Bidder’s Representation

1. Each bidder, by making his bid, represents that he has:

a) Read and understand the bidding documents; and,

b) Visited the site and became familiar with the local conditions under which the work is to be performed.

(1) Bidders should examine the areas wherein work of this project is to be carried out and shall take into consideration all conditions that might affect his work.

(a) The failure of the bidder to inspect firsthand the areas affected by work in this project shall not relieve him of the obligation to comply fully with the scope of the work as defined herein.

D. Reservations

1. Macon-Bibb County reserves full freedom (in addition to the right to reject any and all bids) in awarding bids to consider all available factors including, but not limited to, price, the provision of needed and unneeded features, usefulness to the using department and prior

Macon-Bibb County experience. Hence, Macon-Bibb County may award bids to other than the lowest bidder if in the judgment of the Board of Commissioners the interest of the County will be best served by award to another. Any required information not submitted with bids shall deem bid nonresponsive.

2. Unless otherwise specified, manufacturer’s names, trade names, brand names, information and/or catalog numbers listed herein are intended only to identify the quality level desired.

They are not intending to limit competition. The bidder may offer any equivalent product that meets or exceeds the specification. If bids are based on equivalent products, the bidder shall indicate on the bid form the alternate manufacturer’s name and catalog number and shall include complete descriptive literature and/or specifications along with proof that the proposed equivalent either meets or exceeds this specification. The County reserves the right to be the sole judge of what is equal and acceptable. If a bidder fails to name a substitute, he shall furnish goods identical to the bid specifications.

III. Special Conditions

A. General

1. All work to be performed as part of this specification shall comply with all codes, ordinances and regulations applicable to the contract, including, but not limited to:

a) Federal Emergency Management Agency Regulations

b) All applicable Federal Laws, including, but not limited to: The Stafford Act, the Clean

Water Act, the Davis-Bacon Act, Resource Conservation and Recovery Act, Occupational Safety and Health Act (OSHA), Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA

c) Georgia Emergency Management Agency (GEMA) and Georgia Environmental

Protection Division (EPD) Regulations.

d) Federal, State, or Local Codes

B. Permits and Licenses

1. Contractor shall obtain all permits and licenses, paying all fees as required, for execution of the

Contract. In addition, the Contractor shall arrange for necessary inspections required by the

City, County, State and other authorities having jurisdiction, and submit certificates of approval to the Owner or his designated representative.

C. Layout of Work

1. The Contractor shall verify all existing conditions and contiguous work and lay out his work there from, providing for himself all other necessary measurements, lines and levels, and shall assume the responsibility for the correctness of the layout of the work.

D. Work Area

1. The Contractor shall confine his operations to as small an area as possible, using only the areas designated for on-site storage.

2. The Contractor shall protect all surrounding adjoining private and public property, taking every precaution to prevent damage or injury to trees, shrubs, curbs, sidewalks, driveways and fences along or adjacent to the work. Should damage occur, the Contractor shall restore, at his expense, any such property damage or injuries by his operations to a condition equal to that existing before such damage or injury was done, by repairing, rebuilding or otherwise restoring as may be directed by, and to the satisfaction of the Owner.

3. In case of failure on the part of the Contractor to restore such property, or make good such damages or injury, the Owner may, after forty-eight (48) hours written notice, proceed to repair, rebuild, or otherwise restore such property as may be deemed necessary, and the cost thereof shall be deducted from any monies due or which may become due the contractor under this contract.

IIII. Scope of Work

The selected vendor(s) will provide Macon-Bibb County with emergency contact information so that immediately before or after a major disaster event the vendor can be contacted to ascertain their availability. Compliance with Federal Law: The Service Provider acknowledges that this contract is funded via federal grants. In accordance with 2 CFR § 200.324, the 'Cost-Plus-

Percentage-of-Cost' method of contracting shall not be used. All unit prices must be fixed.

Under this contract, work shall consist of coordinating and mobilizing an appropriate number of cleanup crews, as determined by the Emergency Support Function (ESF) 16 Debris Management.

Work shall also include the clearing and removing of any and all “Eligible” debris as most currently defined (at the time written notice to proceed is issued to the Service Provider) by the

Public Assistance grant program guidelines, Federal Emergency Management Agency (FEMA)

Public Assistance Program and Policy Guide (PAPPG), current version at the time of the disaster declaration, and all applicable 2 CFR § 200 procurement requirements all applicable State and

Federal Disaster Specific Guidance (DSG) documents, FEMA fact sheets and policies and as directed by the ESF 16 Debris Management.

Eligibility also includes meeting any changes in definition, rules or requirements regarding debris removal reimbursement as stipulated by FEMA during the course of a debris removal project.

The afore mentioned definition of “eligible” applies to all uses throughout Scope of Services items 1 through 17. Work will include:

a) Examining debris to determine whether or not debris is eligible;

b) Loading the debris;

c) Hauling debris to County approved Temporary debris management sites (TDMS) or County approved Final Disposal Site(s);

d) Reducing disaster related debris;

e) Hauling reduced debris to a County approved Final Disposal Site; and

f) Disposing of reduced debris at a County approved Final Disposal Site. Debris not defined as eligible by FEMA Publication 325 or state or Federal DSGs or policies will not be loaded, hauled or dumped under this contract unless written instructions are given to the Service

Provider by the County Debris Manager. It shall be the Service Provider’s 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 Service Provider was issued notice to proceed, unless otherwise directed by the County Debris Manager, in writing.

County personnel will complete the initial debris clearance for access from public streets and highways, including the moving of debris to unblock a street or highway. The County intends to perform debris clearance for access within its own forces or under existing contracts between the County and local firms.

However, in a significant disaster, these resources may be insufficient to perform the clearance activities in a timely manner, and the Service Provider may be directed to perform them.

After activation of the contract and after a preliminary damage assessment, the County and the

Service Provider, together, will establish a schedule of events and debris removal priority process depending on the severity of the disaster surrounding the County. This schedule of events shall include the dates for the:

a) Last pass of the removal of public and/or private vegetative debris

b) Last pass of the removal of construction and demolition debris

These Last pass dates shall be very important to both the County and the Service

Provider because of the liquidated damages that may be implemented, if the Service

Provider does not meet these dates.

Scope of services under this contract includes, but is not limited to:

IV. Emergency Road Clearance

1. At the request of the County, this contract work shall consist of all labor, equipment, fuel and associated costs necessary to clear and remove debris from County roadways, to make them passable immediately following a declared disaster. All roadways designated by the ESF 16 Debris

Management shall be clear and passable within 70 working hours from the County to conduct emergency roadway clearance work. The County may choose to extend the Service Provider’s 70-hour limit through a written request. This may include roadways within the County under the legal responsibility of the County. Clearance of these roadways will be performed as identified by the ESF

16 Debris Management. The Service Provider shall cooperate fully with the County’s Independent

Debris Monitoring Firm. This includes providing access to all GPS data, electronic load ticketing systems (if used), and ensuring all haul trucks have certified volumes and clearly visible markings. No debris will be loaded without a monitor present unless specifically authorized by the County in writing of emergency road clearance activities by documenting the type of equipment and/or labor utilized

(i.e., certification), starting and ending times, and zones/areas worked. Services performed under this element will be compensated using Schedule 2. In accordance with 2 CFR § 200.318(j), a 'Ceiling

Price' that the contractor exceeds at its own risk must be established for all time-and-materials work.

Any work beyond the initial 70-hour period must transition to a unit-price basis unless a specific exception is granted by FEMA.

V. Right Of Way (ROW) Vegetative Debris Removal

A. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to pick up and transport disaster-related vegetative debris existing on the

County right of way (ROW) to a County approved TDMS or a County approved Final Disposal Site in accordance with all federal, state and local rules and regulations.

B. For the purposes of this contract, vegetative debris that is piled in immediate close proximity to the street and is accessible from the street with loading equipment (i.e., not behind a fence or other physical obstacle) will be removed.

C. Removal of vegetative debris existing in the County will be performed as identified by the ESF 16

Debris Management.

D. Once the debris removal vehicle has been issued a load ticket from the County’s authorized representative, the debris removal vehicle will proceed immediately to a County approved TDMS or a

County approved Final Disposal Site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

E. All debris will be removed from each location before proceeding to the next location unless directed otherwise by the County or its authorized representative.

F. Entry onto private property requires written FEMA approval prior to work commencing. The Service

Provider shall assist the County in ensuring all Right-of-Entry (ROE) and Hold Harmless agreements are executed and that a documented Public Interest Determination has been made for every parcel, in accordance with PAPPG requirements."

G. The Service Provider must provide traffic control as conditions require or as directed by the ESF 16

Debris Management.

VI ROW and Construction and Demolition (C&D) Debris Removal

A. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to pick up and transport Construction and Demolition (C&D) debris existing on the County ROW to a County approved DMS or County approved Final Disposal Site in accordance with all federal, state and local rules and regulations.

B. For the purposes of this contract, C&D debris that is piled in immediate close proximity to the street and is accessible from the street with loading equipment (i.e., not behind a fence or other physical obstacle) will be removed.

C. Removal of C&D debris existing in the County ROW will be performed as identified by the EFS 16

Debris Management.

D. Once the debris removal vehicle has been issued a load ticket from the County’s authorized representative, the debris removal vehicle will proceed immediately to a County approved DMS or a

County approved Final Disposal Site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

E. All debris will be removed from each location before proceeding to the next location unless directed otherwise by the County or its authorized representative.

F. Entry onto private property for the removal of C&D hazards will only be permitted when directed by the County or its authorized representative. The County will provide specific ROE legal and operational procedures.

G. The Service Provider must provide traffic control as conditions require or directed by the County

Debris Manager.

VII. Temporary Debris Management Sites (TDMS) Management, Operations and Reduction Through Grinding

A, Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to manage and operate TDMS(s) for the acceptance, management, segregation, staging and reduction through grinding of disaster related debris. Grinding must be approved by the EFS 16 Debris Management prior to commencement of reduction activities. The

TDMS(s) layout and ingress and egress plan must be approved by the EFS 16 Debris Management.

B. The management of TDMS(s) includes assistance in obtaining necessary local, state and federal permits or approval and operating in accordance with all rules and regulations of local, state and federal regulatory agencies which may include, but are not limited, to the U.S. Environmental

Protection Agency (EPA) and Georgia Environmental Protection Division (GAEPD). The Service

Provider shall also be responsible for any and all costs associated with third-party groundwater and soil testing.

C. The Service Provider is responsible for operating the TDMS(s) in accordance with Occupational

Safety and Health Administration (OSHA), EPA and GAEPD guidelines.

D. Debris at TDMS(s) will be clearly segregated and managed independently by debris type (C&D, vegetative debris, Household Hazardous Waste (HHW) etc.), program (ROW collection, private property debris removal, etc.) and applicant(s).

E. All un-reduced storm debris must be staged separately from reduced debris at the TDMS(s).

F. The Service Provider is responsible for all associated costs necessary to provide TDMS(s) dust control and erosion control such as, but not limited to, an operational water truck, silt fencing and other best management practices (BMPs).

G. The Service Provider is responsible for all associated costs necessary to provide TDMS(s) fire protection such as, but not limited to, an operational water truck (sufficient and equipped for fire protection), fire breaks and a site foreman.

H. The Service Provider is responsible for all associated costs necessary to provide qualified personnel, as well as lined containers or containment areas, for the segregation of visible Household Hazardous

Waste (HHW)/contaminants that may be mixed with disaster debris. The Service Provider is also responsible for all associated costs necessary for HHW/contaminant disposal at a permitted Hazardous

Waste Treatment, Storage and Disposal Facility (TSDF), as requested by the County. The cost associated with qualified personnel and lined containers/containment areas for HHW/contaminant segregation, as well as HHW/contaminant disposal from Debris Management Sites (DMS) locations, is a cost reflected in this scope of services item 13. Depending on the volume of HHW per DMS location, the County may choose to collect and dispose of HHW segregated from disaster debris at DMS locations.

I. The Service Provider is responsible for providing 24-hour TDMS(s) security.

J. The Service Provider will only permit Service Provider vehicles and others specifically authorized by the County or its authorized representative on site(s).

K. Upon completion of haul-out activities, the Service Provider will be responsible for remediating the physical features of the site to its original condition prior to site use. Site remediation will include, but is not limited to, returning the original site grade, sod, and other physical features. Site remediation does not include restoring fencing, concession stands, lighting, and other permanent structures that may have been demolished at the County’s direction for DMS operations. All debris, mulch, etc. is to be removed adequately; fill dirt and/or other base material (if required) must meet standards for intended use; new sod or seeding must meet standards for intended use. Site remediation will also include returning all utilized sites to their original condition as verified through soil and groundwater samples. Site remediation will abide by all state and federal environmental regulatory requirements and is subject to final approval by the County and GAEPD.

L. TDMS(s) Management, Operations and Reduction Through Air Curtain Incinerators

M. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to manage and operate TDMS(s) for the acceptance, management, segregation, staging and reduction through an Air Curtain Incinerator (ACI) of disaster related debris.

ACI reduction must be approved by the ESF 16 Debris Management, Division of Forestry, GAEPD and any other applicable regulatory agencies as required prior to commencement of reduction activities. TDMS(s) layout and ingress and egress plan must be approved by the ESF 16 Debris

Management.

a. The management of TDMS(s) includes assistance in obtaining necessary local, state and federal permits or approval and operating in accordance with all rules and regulations of local, state and federal regulatory agencies which may include, but are not limited, to EPA and GAEPD. The Service Provider shall also be responsible for any and all costs associated with third-party groundwater and soil testing.

b. The Service Provider is responsible for operating the TDMS(s) in accordance with

OSHA, EPA and GAEPD guidelines.

c. Debris at TDMS(s) will be clearly segregated and managed independently by debris type (C&D, vegetative debris, Household Hazardous Waste (HHW) etc.), program

(ROW collection, private property debris removal, etc.) and applicant(s).

d. All un-reduced storm debris must be staged separately from reduced debris at the

TDMS(s).

e. The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) utilities such as, but not limited to, water, lighting and portable toilets.

f. The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) traffic control such as, but not limited to, traffic cones and staff with traffic flags.

g. The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) dust control and erosion control such as, but not limited to, an operational water truck, silt fencing and other BMPs.

h. The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) fire protection such as, but not limited to, an operational water truck

(sufficient and equipped for fire protection), fire breaks and a site foreman.

N. Upon completion of haul-out activities, the Service Provider will be responsible for remediating the site to its original condition prior to site use. Site remediation will include, but is not limited to, returning the original site grade, sod, and other physical features. Site remediation does not include restoring fencing, concession stands, lighting, and other permanent structures that may have been demolished at the County’s direction for DMS operations. All debris, mulch, etc. is to be removed adequately; fill dirt and/or other base material (if required) must meet standards for intended use; new sod or seeding must meet standards for intended use. Site remediation will also include returning all utilized sites to their original condition as verified through soil and groundwater samples. Site remediation will abide by all state and federal environmental regulatory requirements and is subject to final approval by the County and GAEPD.

VII. TDMS(s) Management, Operations and Reduction Through Controlled Open Burning

1. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to manage and operate TDMS(s) for the acceptance, management, segregation, staging and reduction through controlled open air burning of disaster related debris. Controlled open air burning must be approved by the EFS 16 Debris

Management, Division of Forestry, GAEPD and any other applicable regulatory agencies as required prior to commencement of reduction activities. TDMS(s) layout and ingress and egress plan must be approved by the ESF 16 Debris Management.

a) The management of TDMS(s) includes assistance in obtaining necessary local, state and federal permits or approval and operating in accordance with all rules and regulations of local, state and federal regulatory agencies which may include, but are not limited, to EPA and GAEPD. The Service Provider shall also be responsible for any and all costs associated with third-party groundwater and soil testing.

b) The Service Provider is responsible for operating the TDMS(s) in accordance with

OSHA, EPA and GAEPD guidelines.

c) Debris at TDMS(s) will be clearly segregated and managed independently by debris type (C&D, vegetative debris, Household Hazardous Waste (HHW) etc.), program

(ROW collection, private property debris removal, etc.) and applicant(s).

d) All un-reduced storm debris must be staged separately from reduced debris at the

TDMS(s).

e) The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) utilities such as, but not limited to, water, lighting and portable toilets.

f) The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) traffic control such as, but not limited to, traffic cones and staff with traffic flags.

g) The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) dust control and erosion control such as, but not limited to, an operational water truck, silt fencing and other BMPs.

h) The Service Provider is responsible for all associated costs necessary to provide

TDMS(s) fire protection such as, but not limited to, an operational water truck

(sufficient and equipped for fire protection), fire breaks and a site foreman.

i) The Service Provider will only permit Service Provider vehicles and others specifically authorized by the County or its authorized representative on site(s)

VIII. Haul-Out of Reduced Debris to a County Approved Final Disposal Site

A. The county will reimburse the contractor for such fees on a dollar-for-dollar basis. The final method, whether chipping or burning, will be determined by the county

B. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and associated costs necessary to load and transport reduced material such as ash, compacted

C&D or mulch existing at a County approved TDMS(s) to a County approved Final Disposal

Site in accordance with all federal, state and local rules and regulations. The Service Provider shall not receive any payment from the County for haul-out or load tickets related to reduced or un-reduced debris transported and disposed of at a non-County approved Final Disposal

Site.

IX. Removal of Hazardous Leaning Trees and Hanging Limbs

A. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to remove all hazardous trees six inches or greater in diameter, measured four-and-a-half feet from the base of the tree and hazardous hanging limbs two inches or greater in diameter when measured at the break existing on the County

ROW. Debris generated from the removal of hazardous hanging limbs (hangers) 2 inches or greater in diameter at the point of the break. Eligibility is limited to limbs that pose a threat to a specific, commonly used public area. Once cut and placed on the ROW, the debris will be removed and paid for by the cubic yard under Item 2, while the cut itself is paid per-tree/per limb. under the terms, conditions and procedure described in “ROW Vegetative

Debris Removal.” Hazardous leaning trees less than six inches in diameter, measured four-and-a-half feet from the base of the tree, will be flush cut, loaded and removed in accordance with the terms, conditions, and compensation schedule for scope of services item 2. The

County will not compensate the Service Provider for cutting leaning trees less than six inches in diameter on a unit rate basis. The collection of all hazardous leaning trees and hazardous hanging limbs must be performed on the same day as the cut work. If there is insufficient room for safe placement along the County ROW, then The Service Provider must load the resulting debris as hazardous leaning tree or hazardous hanging limbs as they are removed.

B. Hazardous trees will be identified by the County or its authorized representative for removal.

Removal and placement of hazardous trees six inches or greater in diameter existing on the

County ROW or private property will be performed as identified by the EFS 16 Debris

Management. All disaster specific eligibility guidelines regarding size and diameter of leaning trees will be communicated to the Service Provider, in writing, by the EFS 16 Debris

Management. In order for leaning or hazardous trees to be removed and eligible for reimbursement, the tree must satisfy a minimum of one of the following requirements:

a) The tree is leaning in excess of 30 degrees in a direction that poses an immediate threat to public health, welfare and safety.

b) The tree is dead, twisted or mangled as a direct result of the storm and a certified

Arborist can attest to the fact that the tree will die, and potentially create a falling hazard to the public.

c) Over 50 percent of the tree crown is damaged or broken and heartwood is exposed.

d) The tree has a split trunk that exposes heartwood.

C. Removal and placement of hazardous hanging limbs two inches or greater in diameter existing on the County ROW or private property will be performed as identified by the EFS

16 Debris Management. All disaster specific eligibility guidelines regarding size and diameter of limbs will be communicated to the Service Provider, in writing, by the EFS 16

Debris Management. In order for hanging limbs to be removed and eligible for payment, the limb must satisfy all of the following requirements:

a) The limb is greater than two inches in diameter.

b) The limb is still hanging in a tree and threatening a public-use area.

c) The limb is located on improved public property.

X. Removal of Hazardous Stumps

A. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to remove hazardous uprooted stumps greater than 24 inches in diameter, measured 24 inches from the base of the tree existing on the County

ROW. Further, debris generated from the removal of uprooted stumps existing on the

County ROW will be transported to a County approved DMS or a County approved Final

Disposal Site in accordance with all federal, state and local rules and regulations.

Hazardous stumps measured 24 inches from the base of the tree and 24 inches or less in diameter will be considered normal vegetative debris and removed in accordance with scope of services item 2. The diameter of stumps less than 24 inches will be converted into a cubic yardage volume based on the published FEMA stump conversion table (See

Attachment 3 – FEMA Stump Conversion Table) and removed under the terms and conditions of scope of services item 2.

a) Hazardous stumps will be identified by the County or its authorized representative for removal. Removal and transportation of hazardous uprooted stumps existing on the County ROW or private property will be performed as identified by the ESF 16 Debris Management. All disaster specific eligibility guidelines regarding size and diameter of hazardous stumps will be communicated to the Service Provider, in writing, by the County Debris

Manager. In order for hazardous stumps to be removed and eligible for reimbursement, the stump must satisfy the following criteria:

1) Fifty percent or more of the root ball is exposed.

2) The stump is on County ROW and poses an immediate threat to public health, safety or welfare.

3) Tree stumps that are not attached to the ground will be considered normal vegetative debris and subject to removal under the terms and conditions of scope of services item

4) Stumps with less than 50 percent of the root ball exposed shall be flush cut to the ground. The stump portion of the tree will not be removed but the residual debris (i.e. tree trunk) will be removed under the terms and conditions of scope of services, item 2. The cubic yard volume of unattached stumps will be based off of the diameter conversion using the published FEMA stump conversion table (See Attachment 3 – FEMA

Stump Conversion Table).

The County or its authorized representative will measure and certify all eligible stumps prior to removal.

XI. Sand, Silt, and Debris Removal from Detention/Retention Structures

A. Under this element, work shall consist of all labor, equipment, fuel, traffic control costs, and other associated costs necessary to collect sand, silt, and debris from County detention/retention structures and transport to a County approved final disposal site in accordance with all federal, state, and local rules and regulations.

a) For the purposes of this element, sand, silt, and debris existing in County detention/retention structures will be removed to a depth designated by the County or the County’s authorized representative.

b) Once the debris removal vehicle has been issued a load ticket from the County’s authorized representative, the debris removal vehicle will proceed immediately to a County approved final disposal site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

XII. Household Hazardous Waste Removal Transport and Disposal

A. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary for the removal, transportation and disposal of HHW from the ROW to a permitted Treatment, Storage, Disposal Facility (TSDF).

a) The removal, transportation and disposal of HHW includes obtaining all necessary local, state and federal handling permits and operating in accordance with all rules and regulations of local, state and federal regulatory agencies.

b) All HHW shall be managed as hazardous waste and disposed of at a permitted TSDF.

XIII. ROW White Goods Debris Removal

A. Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary for the collection of white goods from the ROW, removal of refrigerants, transportation to a County approved DMS, decontamination, and transportation to a County approved facility for recycling or final disposal. The facility for recycling or final disposal site must be approved in writing by the County. White goods containing refrigerants must first have such refrigerants removed by the Service

Provider’s qualified technicians prior to mechanical loading.

B. White goods can be collected without first having refrigerants removed if the white goods are manually placed into a hauling vehicle with lifting equipment so that the elements containing refrigerants are not damaged.

a) The removal, transportation, and recycling or final disposal of white goods includes obtaining all necessary local, state and federal handling permits and operating in accordance with all rules and regulations of local, state and federal regulatory agencies.

1) All white goods containing food items shall be decontaminated in accordance with local, state and federal law prior to recycling.

b) The Service Provider shall recycle or dispose of all white goods in accordance with all rules and regulations of local, State and federal regulatory agencies.

c) Refrigerant containing items will have such refrigerants removed prior to mechanical loading or will be manually loaded and hauled to a County approved

DMS for refrigerant removal by the Service Provider’s qualified technicians

XIV. Dead Animal Carcasses

A. Under this element, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary for the removal, transportation, and lawful disposal of dead animal carcasses from the ROW to a County approved Final Disposal Site. The

Service Provider shall coordinate activities the Macon-Bibb County Health Department.

a) Disposal of animal carcasses must be compliant with the Georgia Department of Agriculture and GAEPD rules for handling, solid waste, and air quality.

XV. Abandoned Vehicle Removal

A. Under this element, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary for the removal and transport of Abandoned

Vehicles in areas identified and approved by the County. The removed vehicles will be hauled to a County approved staging area and subsequently removed by the appropriate insurance company or regulatory agency.

B. The removal, transportation and disposal of abandoned vehicles include obtaining all necessary local, state and federal handling permits and operating in accordance with rules and regulations of local, state and federal regulatory agencies.

XVI. Other Debris Removal Work

A. Neither the Service Provider nor any subcontractors shall solicit work from private citizens or others to be performed in the designated work areas during the term of this agreement. The County reserves the right to require the Service Provider to dismiss or remove from the project any workers as the County sees necessary. Any debris removal vehicles dismissed from the project must have their issued placard removed and destroyed.

XVII. Technical Specifications

A. Notice to Proceed

a) The County shall issue official written notices to proceed for the services referenced in this contract. Notice to proceed shall be sent via electronic transmission

(facsimile, e- mail, etc.). If the Service Provider’s authorized representative is on site in the County, the written notice to proceed may be hand delivered. Under no circumstances shall the County be liable for any services rendered unless the written notice to proceed has been sent and received by the Service Provider(s). The Service

Provider(s) must acknowledge receipt of the written notice to proceed upon receipt.

B. Changes in Scope of Work

a) The County Manager may request changes in the scope of work to be performed.

Such changes, including increase or decrease in compensation, must be mutually agreed upon and incorporated by written amendment to the agreement.

C. Mobilization

a) Within 24 hours of notice to proceed from the County, the Service Provider will mobilize an Operations Manager to the County. The Operations Manager will assist the County in planning for the operation and mobilization of Service Provider personnel and equipment necessary to perform the work. If the Service Provider does not send a Operations Manager within 24 hours after the all by the County, the

County may then go to the next RFP-approved Service Provider for their services instead of using the first Service Provider.

b) Within 48 hours of notice to proceed from the County, the Service Provider shall mobilize equipment and resources in the County to begin debris removal operations as directed by the County Manager. As part of the Service Provider’s mobilization effort the Service Provider(s) shall provide an on-site office trailer for the duration of the project or as directed by the County.

D. Safety

a) The Service Provider(s) shall be solely responsible for maintaining safety at all work sites including TDMS(s) and debris collection sites. The Service Provider(s) shall take all reasonable steps to ensure safety for both workers and visitors to TDMS(s) and debris collection sites. Safety at TDMS(s) and debris collection sites includes traffic control such as traffic cones and flag personnel. The Service Provider(s) will also be solely responsible to ensure that all OSHA requirements are met, and a safety officer assigned to the project for the duration of this contract.

E. On-Site Project Manager

a) The Service Provider(s) shall provide an on-site project manager to the County. The project manager shall provide a telephone number to the County with which he or she can be reached for the duration of the project. The project manager will be expected to have daily meetings with the EFS 16 Debris Management and/or

County authorized representatives. Daily meeting topics will include, but not limited to, volume of debris collected, completion progress, County coordination and damage repairs. Frequency of meetings may be adjusted by the ESF 16 Debris

Management. The Service Provider(s)’ project manager must be available 24 hours a day, or as required by ESF 16 Debris Management.

F. Equipment

a) All trucks and other equipment must be in compliance with all applicable local, state and federal rules and regulations. Any truck used to haul debris must be capable of rapidly unloading its load without the assistance of other equipment, equipped with a tailgate that will effectively contain the debris during transport and permit the truck to be filled to capacity.

Sideboards or other extensions to the bed are allowed provided they meet equipment certified with sideboards must maintain such sideboards and keep them in good repair. In order to ensure compliance, equipment will be inspected by the

County’s authorized representatives prior to its use by the Service Provider(s).

b) Debris shall be reasonably compacted into the hauling vehicle. Any debris extending above the top of the bed shall be secured in place so as to prevent it from falling off. Measures must be taken to avoid the debris blowing out of the hauling vehicle during transport to a County approved DMS or a County approved Final

Disposal Site.

c) Trucks or equipment designated for use under this contract shall not be used for any other work. The Service Provider(s) shall not solicit work from private citizens or others to be performed in the designated work area during the period of this contract. Under no circumstances will the Service Provider(s) mix debris hauled for others with debris hauled under this contract.

d) Equipment used under this contract shall be rubber tired and sized properly to fit loading conditions. Excessive size equipment (100 cubic yards and up) and non-rubber-tired equipment must be approved for use on the road by the County Debris

Manager.

e) Hand loaded vehicles are prohibited unless pre-authorized, in writing, by the EFS 16 Debris

Management, following the event. All hand-loaded vehicles will receive an automatic 50 percent deduction for lack of compaction.

G. Damages

a) The Service Provider(s) shall repair any damage caused by the Service Provider’s equipment in a timely manner at no expense to the County. If there is disagreement between a resident and Service Provider(s) as to the repair of damages, the County shall decide and make the final determination on the repair. Any damage to private property shall be repaired at the Service Provider’s expense. Failure to restore damage to public property or private property to the satisfaction of the County will result in the County withholding retainage money in an amount sufficient to make necessary repairs.

b) To the extent that the County deems the Service Provider(s) negligent in management practices, the County may withhold from retainage money or invoice the Service Provider(s) for time and material costs associated with resolving issues or damages related to the Service Provider’s work.

H. Existing Utilities

a) Some trees and debris that are to be removed under this contract may be blocked or entangled with overhead power, telephone and television cables. In this case, it shall be Service Provider’s responsibility to coordinate directly with the utility owners to arrange for the removal of the debris without damage to the overhead and underground utility lines (i.e. water and sewer). The Service Provider(s) shall pay all such costs to the utility company for any adjustments.

I. Ownership of Debris

a) All debris residing in the County ROW and County provided TDMS(s) shall be the property of the County until final disposal at a properly permitted disposal site.

J. Environmental Protection

a) Any and all fluids or chemicals (work-related materials such as oil-dri, absorbents, etc.) used by the Service Provider(s) must be used and disposed of in accordance with all rules and regulations of local, state and federal regulatory agencies.

b) Service Provider(s) and subcontractors shall not perform maintenance on over-the-road equipment at DMSs. Maintenance of equipment that typically remain at the

DMS (e.g., track hoes, front end loaders, grinders, etc.) may be conducted at the

DMS provided best management practices are followed, and all wastes are managed and disposed of in accordance with all rules and regulations of local, state and federal regulatory agencies.

c) The Service Provider(s) shall, at its own expense, ensure that noise and dust pollution is minimized to comply with all local and state ordinances and the approval of the County Debris Manager. The Service Provider(s) shall comply in a timely manner with all directions of the County Debris Manager regarding the use of a water truck or other approved dust abatement measures.

d) The Service Provider(s) shall comply with all laws, rules, regulations and ordinances regarding environmental protection.

e) The Service Provider(s) shall immediately report and document all incidents to the

County Debris Manager or the authorized representative that affect the environmental quality of TDMS(s) such as, but not limited to, hydraulic fluid leaks, oil spills or fuel leaks.

f) The Service Provider must notify the County regarding any fluid or chemical spillage so that the County or its authorized representative can review and approve of the cleanup.

K. Documentation and Measurement

a) The Service Provider is responsible for ensuring that all labor and equipment used for Emergency Push activities is certified and that logs are kept for starting days/times, ending days/times, and zones, areas, and streets worked.

b) All Service Provider(s) trucks used for collection and hauling of debris from the

County ROW to County approved DMSs or County approved Final Disposal Sites shall be measured (inside bed measurements) and certified for cubic yard volume by the County or County-authorized representative. The Service Provider shall provide a representative to attest to the certification/measuring process. It is the

Service Provider’s responsibility to verify the accuracy of truck certifications within 48 hours of truck certification (and notify the County of any discrepancies).

Placards will be attached to both sides of each certified truck and shall clearly state the truck measurement in cubic yards, Service Provider name, assigned truck number, and other pertinent information, as determined by the EFS 16 Debris

Management. If a vehicle is working under multiple contracts or for multiple communities, it must be re-certified and issued a new placard…