27_010_LH Debris Removal Services_RFP.pdf

REQUEST FOR PROPOSAL (RFP)

Debris Removal Services

27-010-LH

990-60

990-30

MACON-BIBB COUNTY, GEORGIA

ISSUED: AUGUST 11, 2026

BIDS DUE NO LATER THAN 12:00 NOON ON THURSDAY, SEPTEMBER 10, 2026

Macon-Bibb County Procurement Department

700 Poplar Street

Suite 308

Macon-Bibb County City Hall

Macon, Georgia 31201

MACON-BIBB COUNTY,

GEORGIA

Request for Proposal (RFP)

FOR

Debris Monitoring Services

27-009-LH

MACON-BIBB COUNTY

ISSUE DATE: AUGUST 10, 2026

DUE DATE: THURSDAY, SEPTEMBER 24, 2026

MBE/WBE/DBE Participation: 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 sub-consultants where possible. Small and other disadvantaged businesses requiring

REQUEST FOR PROPOSAL INFORMATION & INSTRUCTIONS

A. INVITIATION TO PROPOSE

Notice is hereby given that the Macon-Bibb County board of Commissioners will receive sealed proposals for Debris Removal Services (original plus 5 copies and Flash Drive) in the Procurement Department, Suite

308 of Macon City Hall, located at 700 Poplar Street Macon, Georgia 31201 until 12:00 o’clock NOON at the time legally prevailing in Macon, Georgia on Thursday, September 10, 2026, for EMA Debris Removal

Services for Macon-Bibb County, Georgia

NO LATE RESPONSES WILL BE CONSIDERED

The names of responding firms will be publicly read on Thursday, September 10, 2026, at 2:00 o’clock

P.M. in the Procurement Conference room, located at 700 Poplar Street Ste 308 Macon, Georgia 31201.

B. PURPOSE

Macon-Bibb County is soliciting proposals from qualified firms for debris removal, reduction, hauling, and disposal services, for debris resulting from hurricanes, tornadoes, ice storms, severe weather, and other natural or man-made disasters. The successful contractor shall provide all labor, equipment, materials, tools, transportation, permits, and incidentals necessary to perform the requested debris removal services in accordance with FEMA Public Assistance requirements and all appliable State, Federal, and Local regulations. This award is intended to serve as a [re-event and post-event debris removal contract.

C. DEFINTIONS

(1) Wherever the terms “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 “FEMA" occurs in these specifications it shall mean the Federal Emergency

Management Agency.

(3) Wherever the term “GEMA” occurs in these specifications it shall mean the Georgia Emergency

Management Agency.

(4) 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.

D. PRE-BID CONFERENCE

A mandatory pre-bid conference is scheduled for Wednesday, September 19, 2026 @ 11:00 am, at

Emergency Management. This pre-bid conference is mandatory. Deadline for submitting questions is

Friday, August 21, 2026, at 3:00 p.m. All questions to be submitted by email only to

Lhardwick@maconbibb.us. There will be a Zoom Meeting option below:

Macon-Bibb EMA is inviting you to a scheduled Zoom meeting.

Join Zoom Meeting https://us06web.zoom.us/j/82609844442?pwd=MbPJDv8meHMJCOiqZxsUXRKOGxrc9Z.1&from =addon

Meeting agenda https://docs.zoom.us/agenda/doc/fde8b9cb-b214-4d37-9d01-eb0b8ce46c1d?from=addon

Meeting ID: 826 0984 4442 Passcode: 893976 mailto:Lhardwick@maconbibb.us https://us06web.zoom.us/j/82609844442?pwd=MbPJDv8meHMJCOiqZxsUXRKOGxrc9Z.1&from=addon https://us06web.zoom.us/j/82609844442?pwd=MbPJDv8meHMJCOiqZxsUXRKOGxrc9Z.1&from=addon https://docs.zoom.us/agenda/doc/fde8b9cb-b214-4d37-9d01-eb0b8ce46c1d?from=addon

E. SOLICITATION DOCUMENTS

Announcement of this Request for Professional Services will be posted on the Macon-Bibb County

Procurement website at www.maconbibb.us/purchasing and on the Georgia Procurement Registry at http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100. Addendum hereto will be posted on both websites. It is the responsibility of the Proposer to check the websites for updates and addendums to this Solicitation. All documents posted on the websites shall be included as solicitation documents and will be incorporated into any contract awarded by reference.

F. SUBMITTAL FORMAT AND REQUIREMENTS

Along with the required submitting documents included, bidders shall provide the following:

(1) Cover Letter

(2) Company Qualifications

(3) Disaster Experience

(4) Technical Approach Statement

(5) Key Personnel

(6) Financial Capability

The cost proposal form (to be submitted in a separate envelope from the technical proposal)

Proposals shall be submitted by mail or hand delivery by 12:00 pm (noon) of September 10, 2026.

The address for submittals is:

Debris Removal Services

Macon-Bibb County Procurement Department

700 Poplar Street

Suite 308

Macon, Georgia 31201 http://www.maconbibb.us/purchasing http://ssl.doas.state.ga.us/PRSapp/PR_custom_index.jsp?agency=61100

G. RESPONSIVENESS AND RESPONSIBILITY

To be considered “responsive” the submission must include completed copies of the following documents:

(1) Proposer Qualification Form

(2) List of Sub-Consultants

(3) Minority Participation Goal

(4) Financial & Legal Stability Statement

(5) Georgia Security and Immigration Compliance Act (E-Verify) Affidavit

(6) Non-Collusion Affidavit

(7) Byrd Act Anti-Lobbying Certification

To be considered “responsible” the submitting firm must meet the following minimum qualifications:

(1) Five (5) years of experience providing the services included herein

(2) Licensed to do business in the State of Georgia (3)

(3) Financially and legally responsible to perform the services included herein

H. PROPOSER’s REPRSENTATIONS

Each Proposer, by submitting their proposal, represents that they have read and understood all documents in the Request for Proposal.

I. DOCUMENT DISCREPANCIES

Should any prospective proposer find discrepancies in or omissions from the Request for Proposal documents, he or she shall at once notify the Macon-Bibb County Procurement Officer. The deadline to submit questions for clarification is 3:00 pm on August 21, 2026, via email to lhardwick@maconbibb.us.

Any additional instructions to bidders or answers to questions submitted by the deadline will be answered in addenda. These addenda will only be posted to the Macon-Bibb County Procurement website and will not be posted to the Georgia Procurement Registry, so prospective bidders must review the Macon-Bibb

County Procurement website to ensure no additional addenda have been posted.

J. RESERVATIONS

Owner reserves the right to:

(1) reject any and all proposals

(2) waive informalities

(3) request clarification from any prospective vendor

(4) negotiate with prospective vendors

(5) award multiple contracts from this RFP, if deemed in the public interest.

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.

mailto:lhardwick@maconbibb.us

K. VALIDITY

No Proposal may be withdrawn for a period of ninety (90) days after time has been called on the date of the reading of the names of firms submitting proposals.

L. E-VERIFY/SAVE

Contractors performing physical services, including those provided for in this Request for Proposals, are required to comply with the federal work authorization program commonly known as SAVE/E-Verify. To qualify for award of a contract under this Request for Proposals, a Contractor must comply with all aspects of the SAVE/E-Verify program.

M. EVALUATION CRITERIA

Proposals shall be evaluated based on the following:

Qualifications & Experience…………………. 30 points

Technical Approach……………………………25 points

Personnel & Resources…………………….…. 20 points

Past Experience & References……...………….10 points

Cost Proposal…………………………………. 15 points

Total ………………………………...…………100 points

GENERAL CONDITIONS

A. INSURANCE

Contractor has in place or agrees to purchase the following types of insurance overages, consistent with the policies of Macon-Bibb County and the requirements of O.C.G.A. § 50-21-37, in the minimum amounts as specified herein. All deductibles are to be paid by the Contractor.

Worker’s Compensation. The Contractor agrees to provide, at a minimum, Workers’ Compensation coverage in accordance with the statutory limits as established by the General Assembly of the State of

Georgia. A group insurer must submit a certificate of authority from the Insurance Commissioner approving the group insurance plan. A self-insurer must submit a certificate from the Georgia Board of Workers’ compensation stating the contractor qualifies to pay its own workers’ compensation claims.

The Contractor shall require all Trade Contractors/Subcontractors performing work under this Contract to obtain an insurance certificate showing proof of Workers’ compensation Coverage and shall submit a certificate on the letterhead of the Contractor in the following language:

“This is to certify that all trade contractors/subcontractors performing work on this Project are covered by their own workers’ compensation insurance or are covered by the Contractor’s workers’ compensation insurance.”

1. Employer’s Liability. The Contractor shall also maintain Employer’s Liability Insurance Coverage with limits of at least:

(i) Bodily Injury by Accident $1,000,000 each accident

(ii) Bodily Injury by Disease $1,000,000 each employee; and

(iii) Bodily Injury/Disease aggregate $1,000,000 each accident

The Contractor shall require all Trade Contractors/Subcontractors performing work under this Contract to obtain an insurance certificate showing proof of Employers Liability Insurance Coverage and shall submit a certificate on the letterhead of the Contractor in the following language:

“This is to certify that all trade contractors/subcontractors performing work on this Project are covered by their own Employers Liability Insurance Coverage or are covered by the Contractor’s

Employers Liability Insurance Coverage.“

2. Commercial General Liability. The Contractor shall provide Commercial General Liability Insurance

(2001 ISO Occurrence Form or equivalent) that shall include, but need not be limited to, coverage for bodily injury and property damage arising from premises and operations liability, products and completed operations liability, lasting and explosion, collapse of structures, underground damage, personal injury liability and contractual liability. The CGL policy must include separate aggregate limits per Project and shall provide at a minimum the following limits:

Coverage

1. Premises and Operations $1,000,000 per Occurrence

2. Products and Completed Operations $1,000,000 per Occurrence

3. Personal Injury $1,000,000 per Occurrence

4. Contractual $1,000,000 per Occurrence

5. General Aggregate Limits $2,000,000 per Project

3. Business Automobile Liability. The Contractor shall provide commercial business Automobile Liability

Insurance that shall include coverage for bodily injury and property damage arising from the operation of any owned, non-owned, or hired automobile. The commercial business Automobile Liability

Insurance Policy shall provide not less than $1,000,000 combined Single Limits for each accident.

4. Umbrella Liability. The Contractor shall provide a commercial Umbrella Liability Insurance to provide excess coverage above the Commercial General Liability, Commercial Business Automobile Liability and the Workers’ Compensation and Employers’ Liability to satisfy the minimum limits set forth herein.

The umbrella coverage shall follow form with the Umbrella limits required as follows:

For contract Amounts For contract Amounts Equal to

Less Than $5,000,000: or Greater than $5,000,000:

$2,000,000 per Occurrence $2,000,000 per Occurrence

$4,000,000 Aggregate $10,000,000 Aggregate

Additional Requirements for Insurance Policies:

Any and all policies required pursuant to any Contract awarded hereunder shall name Macon-Bibb

County, its officers, members, and employees as additional insureds.

One original certificate of insurance with all endorsements attached must be deposited with Owner for each insurance policy required.

The Contractor is responsible for any delay resulting from the failure of his insurance carriers to furnish proof of proper coverage in the prescribed form.

B. COMPLIANCE WITH LAWS

All Services will be performed in compliance with all applicable local, state, and Federal laws. Specifically, but without limitation, Contractor shall comply with all applicable regulations of the Occupational Safety and

Health Administration (OSHA), Environmental Protection Agency (EPA) and Georgia Environmental

Protections Division (EPD). Contractor will be responsible for, and compensation paid under this Agreement shall include, the cost of obtaining, maintaining, and complying with, and paying all fees and taxes associated with all applicable licenses, authorizations, consents, inspections, approvals, and permits required of

Contractor in performing services and complying with this Agreement.

C. OPEN RECORDS ACT

County is subject to the Georgia Open Records Act and cannot agree to protect confidential information from public disclosure unless that information is subject to an exception. Contractor shall cooperate fully with

County in response to all requests made under the Georgia Open Records Act. Any information Contractor in good faith believes falls within the exception to the Georgia Open Records Act afforded to “Trade Secrets” must be accompanied by the affidavit required by said Act. It shall be solely Contractor’s duty to ensure any

“Trade Secrets” are appropriately designated as such before being provided to County. County accepts no liability for the disclosure of any alleged trade secret not properly designated as such in accordance with the

Act.

D. RECORDS RETENTION

The Service Provider shall maintain all source documentation, including but not limited to original load tickets

(electronic or paper), truck certifications, GPS logs, and disposal receipts, for a period of no less than three

(3) years from the date of the County’s final payment or the closure of the FEMA Prime Project (whichever is later), to ensure compliance with federal audit requirements.

E. VANDALISM

The selected Contractor shall take all reasonable precautions to prevent vandalism of materials, equipment and/or work sites. Contractors shall not leave equipment and materials where they can be reached and be stolen, destroyed, or defaces, or used for defacing new or existing work at any time. County accepts no responsibility for damage or loss of unsecured materials and equipment.

F. LIQUIDATED DAMAGES

Liquidated damages in the amount of $75 shall be charged to the contractor for each day that the project is delayed beyond the agreed upon completion date of any individual activation. These charges are to defray the cost of inspection by Macon-Bibb employees assigned to the project.

G. DAMAGE TO PROPERTY

Selected Contractor(s) shall take all reasonable precautions to protect all surrounding and adjoining spaces.

Contractor shall not damage, endanger, compromise or destroy any part of the overall project or the Site, including without limitation, work by others on the Site, monuments, stakes, benchmarks and other survey points, utility services, and existing features or structures. In case of violation by Contractor, it shall be exclusively responsible for all costs associated with any repairs required to bring the condition back to the original state prior to the damage. Should damage occur, Contractor shall restore, at Contractor's own expense, any such property damage or injuries to a condition equal to that existing before such damage or injury was done, by repairing, rebuilding or otherwise restoring to the satisfaction of the County. In case of failure on part of Contractor to restore property and repair damages or injury, County 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 compensation due, or which may become due to Contractor under this

Agreement.

SPECIAL CONDITIONS

A. FEMA & FEDERAL LEGAL COMPLIANCE

The resulting contract shall incorporate all applicable provisions required by 2 CFR Part 200 Appendix II, including but not limited to:

(1) Termination for Cause and Convenience

(2) Equal Employment Opportunity

(3) Davis-Bacon Act (when applicable)

(4) Contract Work Hours and Safety Standards Act

(5) Rights to Inventions Made Under a Contract • Clean Air Act

(6) Federal Water Pollution Control Act

(7) Debarment and Suspension

(8) Byrd Anti-Lobbying Amendment

(9) Procurement of Recovered Materials

(10) Access to Records

(11) DHS Seal and Logo Restrictions

(12) Compliance with Federal Law

Proposers acknowledge 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.

B. DEBARMENT CERTIFICATION

All prospective Contractors shall certify that neither the firm nor its principals are suspended, debarred, proposed for debarment, or otherwise excluded from participation in federal programs.

C. NON-COLLUSSION AFFIDAVIT

All prospective Contractors shall submit a signed Non-Collusion Affidavit.

SCOPE OF SERVICES

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:

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

2) Loading the debris;

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

4) Reducing disaster related debris;

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

6) 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:

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

• 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:

1. Emergency Road Clearance

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 EFS 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."

2. ROW Vegetative Debris Removal

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.

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.

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

Debris Management.

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.

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

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."

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

Debris Management.

3. ROW C&D Debris Removal

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.

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.

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

Debris Management.

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.

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

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.

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

Debris Manager.

4. TDMS(s) Management, Operations and Reduction Through Grinding

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.

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

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

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

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).

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

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).

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.

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

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 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.

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

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

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.

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

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 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 EFS 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.

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.

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

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 EFS 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)

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

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

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.

7. Removal of Hazardous Leaning Trees and Hanging Limbs

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.

a. 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:

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

2. 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.

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

4. The tree has a split trunk that exposes heartwood.

b. 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:

1. The limb is greater than two inches in diameter.

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

3. The limb is located on improved public property.

8. Removal of Hazardous Stumps

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 EFS 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.

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

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.

10. Household Hazardous Waste Removal Transport and Disposal

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 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.

11. ROW White Goods Debris Removal

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.

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.

• 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

12. Dead Animal Carcasses

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.

• Disposal of animal carcasses must be compliant with the Georgia Department of

Agriculture and GAEPD rules for handling, solid waste, and air quality.

13. Abandoned Vehicle Removal

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.

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.

14. Other Debris Removal Work

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.

1. Technical Specifications

Notice to Proceed

The County shall issue official written notice 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.

Changes in Scope of Work

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.

Mobilization

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 an 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.

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.

Safety

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.

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