262912MN_Solicitation_Documents.pdf

REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 02/10/25 Page 1 of 5

RFP #: 262912MN

RFP TITLE: DEBRIS MONITORING AND DISASTER PLANNING SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified Proposer to provide debris monitoring services which may include but not be limited to the following: debris monitoring activities; monitoring services at debris management sites (DMS) and public drop-off sites (PDO); oversight of debris collection, reduction, and disposal contractor(s) for contract compliance;

verification and interpretation of regulatory agencies policies; and the compilation, and verification or submittal of data and invoices for reimbursement to granting agencies. Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 PROPOSER

2.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

2.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

3.0 QUALIFICATIONS

3.1 The Proposer must demonstrate experience providing debris monitoring services for governmental customers.

3.2 Preferred Qualifications

3.2.1. Proposer has provided debris monitoring and disaster planning services to three (3) verifiable governmental customers within the last ten (10) years.

3.2.2. Proposer has provided debris monitoring services for the management of more than two (2) million cubic yards of debris within a single county or municipality.

4.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline.

Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

5.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

https://procurement.opengov.com/portal/scgov

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6.0 VENDOR QUESTIONNAIRE

6.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

6.2 Grant Documents

6.2.1. This project includes FEMA grant funding. All applicable grant documents will be included in OpenGov. Grant documents that require Proposer’s signature will be available in the Vendor Questionnaire section.

7.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

7.1 Qualifications

7.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

7.1.2. Required and preferred Licenses and Certifications.

7.1.3. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience

7.2 Experience

7.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

7.2.2. References – Provide a minimum of three (3) project references.

Include customer name, a brief description of the services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information

7.3 Approach

7.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing disaster monitoring, planning, and response services. Anticipated resources, including, but not limited to, staffing levels, key response team, call center operations, Automated Debris Management System (ADMS), and other technology and equipment should be provided.

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7.3.2. Organization – Provide an organizational chart identifying all key personnel and their role in the providing the requested services.

7.4 Compensation

Provide proposed fees using the pricing table in OpenGov.

8.0 SELECTION PROCESS

8.1 Written Proposals

8.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

8.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

8.1.3. Only proposers who submit required documentation will be eligible to receive Local and American Preference points.

8.1.4. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

8.2 Presentations

8.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

8.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

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2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation

8.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

8.4 Evaluation Committee Recommendation of Award

8.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

8.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

9.0 AWARD

9.1 It is the intent of the County to award a contract to the Proposer who, in the sole opinion of the evaluation committee, is most qualified to provide the scope of services required and will provide the best value to the County.

9.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

9.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

9.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

9.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota

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County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements

9.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Consultant Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

10.0 CHANGES IN KEY PERSONNEL

10.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

10.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

10.3 Decreases in scoring may result from the reconsideration of changes in the key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

10.4 After award of a contract, the successful Proposer shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

https://www.scgov.net/government/procurement/contract-templates

PART II

SCOPE OF SERVICES

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I. BACKGROUND

A. Sarasota County is located on the southwest coast of Florida, 65 miles south of Tampa, Florida and encompasses 620 square miles. The estimated population of the County in 2025 was 487,640 permanent and an additional 82,360 seasonal residents. The services described in this Scope of Services are mainly for the unincorporated areas of Sarasota County but may include incorporated areas based on need. Services may be requested for public and privately owned rights-of-way (ROW) and property.

B. Debris monitoring services include, but are not limited to providing debris monitoring activities, providing monitoring services at debris management sites (DMS) and public drop-off sites (PDO), oversight of debris collection, reduction, and disposal contractor(s) for contract compliance, verifying and interpreting regulatory agencies policies and the compilation, verification and/or submittal of data and invoices for reimbursement to grant agencies.

1. Debris monitoring services are to be conducted in compliance with approved policies and guidance issued by grant agencies, such as Federal Emergency Management Agency (FEMA). The Public Assistance Debris Monitoring Guide, dated March 2021, as amended, shall be the policy guide for requested services.

C. Consultant to provide disaster planning services to prepare or enhance the County’s response to a natural or man-made disaster.

II. DISASTER PLANNING SERVICES

A. The Consultant shall aid in preparation for disasters through participation in meetings and workshops. The Consultant, at no cost to the County shall:

1. Participate in annual meetings with County representatives and the County’s Debris Collection, Reduction and Disposal Contractor(s) to establish and/or review applicable policies and procedures, specific to Sarasota County.

2. Provide two (2) workshops per year on disaster management training at locations within Sarasota County, selected by the County’s Administrative Agent, or their designee. Workshops shall address changes to policies, guidance, procedures, and other information that may assist the County in responding to a disaster.

B. The Consultant shall assist the County with disaster planning services.

Planning services include, but are not limited to: developing and or revising disaster management plans; identification and permitting of new DMS or PDO sites; administration or assistance with private property access such as Right-of-Entry and Hold Harmless procedures; developing and coordinating training

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III. DEBRIS MONITORING SERVICES

A. The Consultant shall be under the general direction of the County or County’s authorized representative as indicated on each Task Order.

B. When a disaster occurs or is imminent, the County will notify the Consultant to advise them of the County’s intent to activate. The Consultant should anticipate receiving a notice forty-eight (48) to seventy-two (72) hours prior to a known event such as a hurricane. For events with limited or no warning, the County will contact the Consultant as soon as practical if their services are required. Notices, such as a phone call or email, will serve to activate the lines of communication between the Consultant and the County and/or or County’s authorized representative. If deemed necessary, the County will issue a Notice-to-Proceed Task Order, which will authorize the Consultant to begin mobilizing personnel and other resources required to perform the services specified in the Task Order.

C. The Consultant’s Project Manager (PM) shall serve as the County’s primary point-of-contact and be responsible for coordinating and overseeing all services, personnel, and deliverables provided under the applicable Notice-to- Proceed Task Order.

D. The PM and other key personnel designated by the County shall report to the County and/or County’s authorized representative, within six (6) hours after issuance of the Notice-to-Proceed Task Order.

E. The Consultant shall be issued individual Task Orders for requested services which include, but are not limited to the following types of services:

1. Perform debris assessments to determine areas impacted, quantities of debris and types of debris generated and eligibility of the debris in regard to grant agencies policies.

2. Assist the County by providing guidance for compliance with grant agency policies and procedures.

3. Assist the County with necessary support to perform Private Property Debris Removal (PPDR) and Right of Entry (ROE) services associated with debris removal from private property, private ROW, and gated or restricted-access communities in accordance with all applicable federal, state, and local laws, regulations and FEMA Public Assistance Programs requirements.

4. Complete, or assist in completing FEMA Project Worksheets. Submit worksheets on behalf of the County.

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5. Provide guidance and assist in obtaining permits, licenses, and certifications required for debris recovery operations. Permits that are typically required for debris recovery operations include, but are not limited to:

a. Structural Permits - construction permits, demolition permits

b. Clean Air Act (Emissions) Permits - burn permits (air curtain incinerators), stack-monitoring permit, fugitive emissions (dust) control

c. Florida Department of Environmental Protection (FDEP) permits for debris management sites and public drop-off sites.

6. Provide personnel to monitor and record debris collection activities as specified by the County or County’s authorized representative.

7. Provide individual load-ticket information to the Debris Collection Consultant, their subcontractors, and the County. Load tickets shall be designed or formatted so that pertinent information is collected in order to meet grant agencies documentation requirements for reimbursement purposes.

a. Load tickets shall be in an electronic format. Consultant personnel shall be equipped with portable electronic devices to immediately provide load-ticket information to the driver of a debris collection vehicle.

8. Monitor the Debris Collection Contractor’s progress and provide a progress report to the County and/or or County’s authorized representative on a continual basis. The Consultant shall utilize a web-based interface or other software program to provide information to the County as long as the format is compatible with County’s interface and software systems.

9. Assure that all Debris Collection Contractors have unloaded their collection vehicles and ceased collection of debris at the end of each operational day.

10. Assure that all DMS and public drop-off sites are closed and secured, at the end of each operational day.

11. Conduct periodic inspections of the Debris Collection Contractor(s) work areas to ensure that safety regulations are in compliance in such areas as traffic control, and the use of personal safety equipment

12. Provide audit quality load-ticket information and provide reports as requested by the County and/or County’s authorized representative.

13. Review and verify invoices submitted by Debris Collection Contractor(s).

The review and verification process shall be completed within five (5) calendar days of receipt of the invoice from the Debris Collection Contractor(s). This includes the submittal of the invoice to the County.

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Discrepancies in invoices or documentation shall be resolved by the Consultant with assistance of the County and/or County’s authorized representative within three (3) additional calendar days.

14. Verify that damage to property has been repaired by the responsible party.

15. Respond to and resolve public complaints and concerns.

16. Implement and operate a customer call center to answer citizens questions regarding debris recovery operations.

F. The Consultant shall ensure FEMA Ineligible Debris remains separate from FEMA Eligible Debris from cradle to grave and includes, but is not limited to:

removal, hauling, sorting, reduction and final disposal.

IV. CONSULTANT PERSONNEL

A. The Consultant shall provide knowledgeable, trained personnel to perform the services requested by the County and/or County’s authorized representative.

A list of key personnel and subcontractors that may be involved in the disaster debris monitoring activities to include cell phone numbers and email addresses on or before May 31st of each year.

B. The Consultant will be required to remove personnel that the County finds unable to provide services in a professional manner. Consultant personnel shall consist of the following positions:

1. Project Manager (PM)

The Consultant shall provide a PM for each Task Order and may be approved by the County and/or or County’s authorized representative to manage multiple Task Orders based on the services requested. The PM shall serve as the primary point of contact, report to the County, and oversee all personnel and services. Responsibilities include assisting with incident-specific recovery plans, providing Task Order information and cost estimates, routing Task Orders for approval and signature, securing personnel and delivering services upon issuance of the Task Order and purchase order, attending requested meetings, and ensuring Task Order completion and closure.

2. Operations Manager (OM)

The OM shall coordinate and oversee the Consultant’s field operations and attend debris recovery meetings as requested by the County and/or or County’s authorized representative.

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3. Field Supervisor (FS)

The FS shall supervise Debris Monitors (DMs), and schedule, deploy, and oversee their daily activities at loading, disposal, and staging sites. The FS shall resolve field operational, eligibility, and safety issues and communicate them to the OM; conduct or supervise accurate truck load compartment measurements and capacity calculations in cubic yards (CY), documenting certifications with digital photographs, measurements, and computations; collect DM daily logs and tabulate truck load data for daily reports; and perform duties specified in the most current Public Assistance Debris Monitoring Guide.

4. Data Manager (DTM) or equivalent

The DTM or equivalent shall manage the collection, entry, transmission, storage, reconciliation, quality control, and retention of all debris monitoring data. The DTM shall ensure load tickets, truck certifications, photographs, GPS coordinates, timestamps, disposal-site records, monitoring records, and supporting documentation are complete and properly linked to the applicable debris load or activity, and perform other duties directed by the PM as requested by the County and/or or County’s authorized representative.

5. Project Control Specialist (PCS) or equivalent

The PCS or equivalent shall develop and maintain project schedules, production trackers, staffing records, cost projections, budget-to-actual reports, and Task Order status reports; and notify the PM and County and/or or County’s authorized representative of delays, production deficiencies, cost variances, staffing concerns, documentation gaps, or other conditions affecting project completion or reimbursement eligibility. The PCS shall support project closeout, final reconciliation, audits, reimbursement requests, and final reports, and perform other duties directed by the PM, County and/or or County’s authorized representative.

6. Collection Site Inspector (CSI) or equivalent

The CSI or equivalent shall inspect debris collection activities, collection areas, completed streets, haul routes, work zones, gated or restricted-access communities, and other County-assigned locations; and verify that eligible debris is collected from authorized locations and ineligible debris is identified, documented, and left in place unless otherwise directed. The CSI shall perform other duties directed by the PM, County, and/or County’s authorized representative.

7. Public Drop-Off Site Monitor (PDSM) or equivalent

The PDSM or equivalent shall inspect and document operations at County-authorized citizen debris drop-off sites; and confirm participant

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8. Debris Monitor (DM)

The DM shall monitor all aspects of debris removal operations, including activities at loading, staging, and disposal sites, and may perform different roles and responsibilities throughout the operation, including, but not limited to, the positions 9 – 14 listed below.

9. Loading Site Monitor (LSM)

The LSM performs on-site, street-level debris monitoring at all loading sites to verify debris eligibility based on contract requirements, and initiate debris removal documentation using load tickets. Duties include, but are not limited to photographing debris and documenting its location and type; estimating load volumes and issuing load tickets to the Debris Collection Contractor; identifying safety concerns; ensuring appropriate traffic controls and safe truck and equipment operation; documenting and photographing Contractor-caused property damage and reporting it; ensuring loads are contained within load compartments and covered when applicable before departure; recording the location, details, and reasons for uncollected debris.

10. Tower/Site Monitor (TSM)

The TSM shall accurately measure and document load hauling compartments before debris hauling operations and periodically check and recertify them; verify debris quantities in the Debris Collection Contractor’s loads; photograph loads with associated load information recorded with or attached to each photograph; sign each load ticket before permitting trucks to proceed from check-in to the tipping area;

verify compartments are empty before trucks leave the DMS or disposal site; collect and secure all load tickets and provide them to the FS at the end of each shift or as directed by the FS; and perform other duties as directed.

11. Public Drop-Off Site Monitor (PDS)

The PDS shall confirm participant eligibility as directed by the County;

record participant information, including name, home address, and debris type; provide site instructions; document, sign, and issue load tickets to the Debris Collection Contractor removing debris from the site;

collect and secure participant information and load tickets and provide them to the FS) at the end of each shift or as directed by the FS.

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12. Supervisor – Administrative, Financial, or Call Center (SUP)

The SUP shall oversee assigned debris recovery functions and staff to ensure professional, accurate, consistent, and customer-focused service; maintain a debris management system for load tickets and documentation; provide periodic reports and reconciled Debris Collection Contractor invoices to the County and/or or County’s authorized representative; assist with Right-of-Entry/Hold Harmless processes for private property verification and eligibility; and perform other duties as directed. For call center operations, the SUP shall manage call volume, staffing, response times, escalations, and service levels, serve as the County’s point of contact, and provide staff training as directed.

13. Assistant – Administrative, Financial or Call Center (AS)

The AS shall enter and verify data, prepare reports, answer calls and record caller information, research property records, and perform other duties as directed.

14. Call Center Support (CCS)

The CCS personnel shall answer incoming calls and respond to inquiries about debris collection schedules, separation requirements, eligible materials, collection status, citizen drop-off sites, private-property procedures, and other County-approved information; and accurately record the caller’s name, contact information, service address, debris location and type, access limitations, concern, and other required information.

C. The types and number of positions utilized by the Consultant shall be approved in writing by the County and/or or County’s authorized representative prior to the Consultant’s use of positions. If the Consultant has not been granted approval to use a position(s), then the Consultant will be responsible for all costs and expenses they have incurred for utilizing the position. The Consultant shall not be compensated for stand-by time by the County.

D. The Consultant shall provide personnel with a badge that clearly identifies them as a Consultant employee. Information on the badge shall include logo or name of the Consultant, name of employee and a recent photograph of the individual. The name badge shall be worn and displayed so that it is visible to the public. All name badges shall be collected at the end of each shift and held in a secure location by the Consultant. At the termination of employment with the Consultant, all name badges shall be accounted for and destroyed.

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V. SUBCONTRACTORS

A. Any use of subcontractors shall be approved in writing, in advance by the County.

B. The Consultant shall be reimbursed at the line-item price for the work of the subcontractor. In the event there is no line-item price for such work, the Consultant will be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the Contract Fee schedule.

VI. SAFETY

A. The Consultant shall take reasonable steps to ensure safety of residents and staff. This includes assuring that traffic control measures have been implemented by the Debris Collection Contractor which may include the use of traffic cones and personnel to direct traffic.

B. The Consultant shall provide or ensure all its personnel have appropriate personal protective equipment (PPE) to include, but not limited to, eye protection, safety vests, and hard hats to comply with all federal, state and local requirements.

VII. EQUIPMENT

A. All equipment utilized by the Consultant, including the vehicles of temporary staff, shall follow federal, state, and local regulations. Equipment and vehicles shall be maintained so that they are clean, free of fluid leaks and in good working condition. Vehicles that are not marked with the Consultant’s logo and name shall display a temporary sign with the Consultant’s logo and name and indicate that they are working with debris recovery operations.

B. The Consultant shall certify all trucks prior to allowing debris operations to ensure compliance with the most current FEMA Public Assistance (PA) Program and Policy Guide (PAPPG) and Federal Highway Administration (FHWA) eligibility guidelines.

C. The Consultant shall inspect, measure, and document, including photographs of the equipment and operator, and certify all Debris Collection Contractor’s debris recovery equipment. All debris recovery equipment shall be inspected for Department of Transportation (DOT). No equipment shall be utilized unless it is in full compliance with DOT including compliance with operator licensing.

If a piece of equipment is not certifiable, the Consultant shall notify the County and the Debris Collection Contractor that is responsible for the piece of equipment of the deficiency.

D. The Consultant shall provide and issue equipment labels and Global Positioning System (GPS) asset trackers for debris recovery equipment as applicable

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All debris recovery equipment shall be labeled with the primary Debris Collection Contractor’s name, that includes the assigned debris recovery vehicle number, cubic yard capacity, and a brief description of the equipment.

E. The Consultant shall keep a record of all debris recovery equipment and personnel.

F. The Consultant shall periodically recheck debris recovery equipment to ensure that the Debris Collection Contractors have not substituted or modified debris recovery equipment. Discrepancies shall be immediately reported to the County and/ or County’s authorized representative and the equipment shall be immediately taken out of service by the Consultant until the discrepancy has been resolved.

VIII. ENVIRONMENTAL PROTECTION

A. The Consultant shall comply with federal, state, and local regulations regarding environmental protection.

IX. TASK ORDERS

A. The County’s Administrative Agent or their designee shall have authority to issue, sign, and approve written Task Orders to the Consultant. Each Task Order will set forth a specific scope of services, duration of work, estimated compensation, and projected completion date. The Task Orders shall be sent for signature to the Consultant’s contract representative via electronic transmission. Under no circumstance shall the County be liable for any services rendered unless the written Task Orders have been approved by both the County and the Consultant.

B. As needed, the County reserves the right to make changes to Task Orders.

Upon notice of a change, the Consultant may be requested to provide a revised estimate for an increase or decrease in cost due to the change and advise if the change will affect the Consultant’s ability to meet the completion date for the Task Order.

C. If applicable, the Consultant shall suspend work on the portion of work affected by the change.

D. If the County requires a change to an existing Task Order, the Task Order will be amended. The Consultant shall not commence work on the change until the revised Task Order has been signed by the County’s Administrative Agent or their designee and the Consultant’s Representative.

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X. MOBILIZATION

A. Within twenty-four (24) hours of the County being placed in the National Oceanic Atmospheric Administration five (5) day hurricane forecast, the Consultant shall contact the County regarding potential activation.

B. It shall be the Consultant’s responsibility to maintain regular contact with the County prior to a known threat. For unforeseen events such as, but not limited to, a tornado, the Consultant shall report to the Administrative Agent or their designee within six (6) hours after issuance of an approved mobilization Task Order.

C. The Consultant shall provide a representative to the County’s Emergency Management Operations Center (EOC) or other location as requested by the County’s Administrative Agent or their designee.

D. Within forty-eight (48) hours of issuance of an approved Task Order, the Consultant shall begin to mobilize resources. Within seventy-two (72) hours of issuance of an approved Task Order, the Consultant shall be fully operation and ready to provide debris monitoring services.

E. As part of the Consultant’s mobilization, the Consultant shall provide an office trailer and restroom facilities, or other accommodations as approved by the County’s Administrative Agent or their designee for their staff including temporary labor until all Task Orders have been completed.

XI. WORK HOURS

A. The Consultant shall conduct debris monitoring operations during daylight hours, unless otherwise directed by the County’s Administrative Agent or their designee. Work may be performed seven (7) days per week. Adjustments to work hours, as local conditions may dictate, shall be coordinated between the County’s Administrative Agent or their designee and the Consultant.

B. The Consultant shall be capable of monitoring debris reduction operations at DMS locations on a twenty-four (24) hour, seven (7) day a week basis.

XII. PROTECTION OF PUBLIC AND PRIVATE PROPERTY

A. The Consultant shall repair any damages caused by the Consultant’s monitoring operations in a timely manner at no expense to the County. All complaints relative to damage shall be investigated by the Consultant and a detailed report submitted to the County within 24 hours from the notice of the complaint. The detailed report shall include at a minimum, the location of the damage, description of the damage, photograph of the damage, property owner information, site contact information, and a timeline for the damage to be resolved by the Consultant.

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B. If there is disagreement between the property owner and the Consultant in regard to the completion of the repair, the County’s Administrative Agent or their designee shall make the final determination on completion of the repair.

Failure to restore damage to public property or private property to the satisfaction of the County will result in the County making the necessary repair to the property of which will be paid for by deducting the total expenses for the repair from the Consultant’s invoice.

XIII. COMPENSATION

A. Debris monitoring services are primarily a contingency service that will be activated only in the event of an emergency. As such, no compensation will accrue to the Consultant unless and until the resulting contract is activated either in anticipation of a natural disaster or immediately after a disaster. If the County requires disaster planning services listed in Section 2. hereof; a Purchase Order will be issued for requested work.

B. The Consultant is not guaranteed any minimum amount of work and no compensation will accrue unless and until the Task Order and or Purchase Order is activated.

C. In the event the County deems it necessary to utilize debris monitoring services, the County shall activate the services by initiation of a Task Order.

D. The County will pay the Consultant in accordance with the Contract Fee Schedule for services rendered and reflected in authorized Task Orders.

E. Drafts of all invoices, including backup information, shall be submitted to the County’s Administrative Agent or their designee for review prior to submitting the invoice to the Clerk of the Court for payment.

F. Invoices shall include a statement of progress and appropriate audit quality details to satisfy Federal Emergency Management Agency (FEMA) and other reimbursement agencies’ requirements.

G. A five percent retainage shall be withheld from each reconciled invoice until completion of the applicable Task Order. In order to receive the retainage, Consultant must receive a letter of completion from the County for all work performed. Retainage shall be held until final reconciliation is complete.

Portions of the retainage may be held by the County to repair damages caused by the Consultant to public or private property.

I. The Consultant must submit a final invoice for the Task Order within thirty (30) days of completion of a Task Order. Completion of a Task Order will be acknowledged, in writing, by the County and/or or County’s authorized representative. The final invoice must be marked “FINAL INVOICE”. No additional invoices shall be submitted for the Task Order after the Consultant’s final invoice has been approved for payment.

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J. Neither the final payment nor any part of the retained percentage shall become due until the Consultant has completed the Task Order and delivers to the County a signed affidavit stating, “That so far as the Consultant has knowledge or information, the releases and receipts include all the labor and material for which a lien could be filed has been paid.” The Consultant may, if a subcontractor refuses to furnish a release or receipt in full, furnish a bond satisfactory to the County to indemnify the County against any lien. The bond shall remain in effect until a release of lien has been provided to the County for the subcontractor. If any lien remains unsatisfied after all payments are made, Consultant shall refund to the County all money payments that the latter may be compelled to pay in discharging such a lien, including all costs, interest, and attorney’s reasonable fees.

K. Payments to the Consultant by the County are not contingent upon the County receiving reimbursed for expenses. However, if the Consultant performs work that is not specified in a Task Order that has been issued by the County, then the Consultant shall have done work at their own expense and will not be reimbursed for such work by the County.

XIV. AUDITS

A. The Consultant shall maintain financial and other records to justify all costs incurred in performing the work for a minimum of seven (7) years from completion of the Task Order.

B. The County shall have access to all information, such as books, records, and documents as required in this section for the purpose of inspection, reproduction, or audit without restriction. If records are unavailable locally, it shall be the Consultant’s responsibility to ensure that all required records are provided to the County within a time period specified by the County.

XV. OWNERSHIP OF DOCUMENTS

A. Documents, including but not limited to copies, reports, designs, specifications, and data provided by the Consultant shall become the property of the County as they are received by the County. Specific written authority is required from the County and/or or County’s authorized representative for the Consultant to use any of the documents for non-County purposes.

1. Computer systems and databases used for providing documents shall be compatible with existing County systems. In general, the County is standardized on Microsoft Operating systems on Dell compatible personal computers and HP compatible servers running Windows and Linux software. Current County standards for PC software is available from the County’s Information Technology Department.

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2. The County records all land related changes and/or activities in its corporate ESRI ArcGIS based Geographic Information System (GIS). All GIS or Computer Aided Drafting (CAD) formatted data created or modified by the Consultant in conjunction with an approved Task Order shall be provided to the County for inclusion into the County’s GIS database. GIS and CAD data files submitted shall adhere to Sarasota County Standards.

B. Reports and Documentation

1. The Consultant shall prepare and submit operational reports as requested by the County and/or or County’s authorized representative.

Reports shall document the activities and progress of debris recovery operations.

2. Examples of reports include, but are not limited to: progress of the debris collection operation, including the area of collection and estimations of quantities and types of debris collected; total of cubic yards of debris collected, reduced, and hauled to final disposal sites;

number of debris collection crews, vehicles and personnel; participation at PDO sites to include the number of daily participants, number of load tickets issued, and the amount of debris in cubic yards removed from the site.

C. The Consultant shall document daily recovery operations to ensure that proper records are maintained for reimbursement of expenses by grant agencies. This includes meeting notes and correspondences with the recovery contractors, regulatory and emergency management agencies.

D. The Consultant shall assist the County in preparing reports necessary for reimbursement by grant agencies for the County’s disaster recovery operations.

E. The Consultant shall establish and maintain separate, complete, and auditable records for ROE, PPDR, and Commercial Property Debris Removal (CPDR) activities. Documentation for each program shall be maintained separately from right-of-way and other debris-removal records and shall not be combined or commingled.

XVI. LIQUIDATED DAMAGES – CONSULTANT PERFORMANCE

A. Should the Consultant fail to meet the specifications in the Scope of Services, the County will suffer damage. The amount of damage suffered by the County is difficult, if not impossible to determine at this time. Therefore, the Consultant shall pay to the County, as liquidated damages, the following:

1. Insufficient personnel to perform work - $500.00 per position/day.

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2. Unauthorized work of Debris Collection Contractors includes, but is not limited to: allowing a Debris Collection Contractor to conduct unauthorized work such as “cherry picking”, working in a zone not approved by the County, or allowing the collection of ineligible debris.

$500.00 per occurrence.

3. Failure of the Consultant to review, verify and reconcile invoices submitted by Debris Collection Contractors within the allotted time period. $100.00 per day for each day an invoice is outstanding

4. Failure to provide audit quality records. 100% of de-obligated expenses due to inadequate documentation.

5. Failure of the Consultant to comply with any requirement, performance standard, specification, or deadline established in the Contract or an applicable Task Order may result in the assessment of liquidated damages in accordance with the liquidated damages provisions of the Contract.

B. The amounts specified above are mutually agreed upon as reasonable and proper amount for damage the County should suffer by failure of the Consultant to complete requirements set forth in the scope of services.

C. Due to the lapse in time for grant agencies to review reimbursement documents, Liquidated Damages for section XVI will be resolved by utilizing the specified Dispute Resolution process. The County shall provide a written notice to the Consultant specifying the discrepancy in the grant review process and will allow the Consultant the opportunity to correct the discrepancy within the time period specified by the grant agency. If the Consultant is unable to resolve the dispute, the County may proceed with dispute resolution process to assess Liquidated Damages to the Consultant.

XVII. COMPLIANCE WITH LAWS

In performance of services, the Consultant will comply with regulatory requirements including federal, state, special district, and local laws, rules, regulations, orders, codes, criteria, and standards.

PART III – INSURANCE REQUIREMENTS

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CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Consultant agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Revised 02/02/2022 Page 2 of 2

In the event the Consultant has “leased” employees, the Consultant or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Consultants who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Consultant agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent Consultants with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Consultant agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Consultant agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Consultant does not own automobiles, Consultant agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Consultant is shipping a product via common carrier, the Consultant shall be responsible for any loss or damage sustained in delivery/transit.

SPECIALIZED…