Request for Proposals

29-RFP-26

Disaster Recovery Debris Removal Services

Proposal Release Date:

February 9, 2026

Virtual Pre-Proposal Meeting

February 18, 2026 @ 2:00 PM (Non-Mandatory)

Deadline for Questions

February 24, 2026 @ 5:00 PM

Proposal Due Date:

March 10, 2026 @ 9:00 AM

Proposal Open Date:

March 10, 2026 @ 10:30 AM

Contact Information

James “Nick” Canjar, Procurement Manager 120 Malabar Road SE

Palm Bay, FL 32907-3009 321-952-3424

Disaster Recovery Debris Removal Services 29-RFP-26

TABLE OF CONTENTS

TABLE OF CONTENTS ___________________________________________________________ 2

NOTICE TO PROPOSERS ________________________________________________________ 5

STANDARD TERMS & CONDITIONS_______________________________________________ 6

PROJECT OVERVIEW ___________________________________________________________ 12

GENERAL ______________________________________________________________________ 24

EVALUATION PROCEDURE _____________________________________________________ 25

SELECTION & AWARD PROCESS _______________________________________________ 29

ADDITIONAL FORMS ___________________________________________________________ 31

PROPOSAL FORM ______________________________________________________________ 32

REFERENCE FORM _____________________________________________________________ 33

NON-COLLUSION AFFIDAVIT____________________________________________________ 34

DRUG FREE WORKPLACE PROGRAM ___________________________________________ 35

INSURANCE REQUIREMENTS ___________________________________________________ 36

HUMAN TRAFFICKING AFFIDAVIT _______________________________________________ 38

DRAFT AGREEMENT ___________________________________________________________ 39

Attachments

Attachment A: Federal Provisions Attachment B: Federal-Aid Construction Contracts Provisions Attachment C: Certification Regarding Lobbying and Debarment and Suspension Forms Attachment D: Palm Bay Collection Sectors of Storm Debris Recovery - Debris Emergency Management Plan

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS

This “Standardized Check List” has been provided to assist the Firm with the submission of their proposal package.

This Check List cannot be construed as identifying all required submittal documents for this project. Firms remain responsible for reading the entire proposal document to ensure that they are in compliance.

The City, in its sole discretion, reserves the right to reject any and all proposals, to waive any and all formalities and reserves the right to disregard all nonconforming, non-responsive or incomplete proposals. The City specifically reserves the absolute right to determine the seriousness of any Firm’s failure to specifically conform to the requirements of the proposal document. Firms cannot utilize the City’s determination of the seriousness of any specific non-conformance as a basis to protest the award of any proposal. Proposals may be considered subject to rejection if in the sole opinion of the City: there is a serious omission, unauthorized alteration of form, an unauthorized alternate proposal, incomplete or unbalanced unit price, or irregularities of any kind. The City may reject, as non-responsive, any or all Proposals where Firm fail to acknowledge receipt of Addenda as prescribed.

Proposal packages shall be submitted via the City of Palm Bay’s Bonfire website. Receipt of proposals will be officially closed after time and date identified herein. Proposals received after the specified time and date will not be accepted.

The City will not be responsible for technical difficulties, internet connectivity issues, email server issues or any other delivery issues or delays.

Electronic copies will be considered late if the received day/date/time in the City of Palm Bay’s Bonfire website is after the time and date identified herein.

Checklist YES NO N/A

Electronic Proposal Submittal (sent via Bonfire)

REQUIRED FORMAT:

Title Page

Tab 1: Table of Contents

Tab 2: Introduction / Letter of Response

Tab 3: Summary of Qualifications

Tab 4: Technical Proposal

Tab 5: Proposed Cost

Tab 6: Additional Forms

• Non-Collusion Affidavit

• Drug Free Workplace

• Insurance Requirements

• Human Trafficking

• Certification Regarding Lobbying

• Certification Regarding Debarment and Suspension

Company Name:

DBA, if applicable

FEIN:

Street Address:

City, State, Zip Code:

Phone Number:

Email Address:

Authorized Signature:

Printed Name:

Title:

Date:

NOTICE TO PROPOSERS

Notice is hereby given that sealed Proposals in the form of an electronic PDF submittal for furnishing all labor, materials, and equipment for the following:

DISASTER RECOVERY DEBRIS REMOVAL SERVICES

will be received electrically via the City of Palm Bay’s Bonfire website, no later than Tuesday, March 3, 2026, at 9:00 AM. Proposals received after the above time and date will not be accepted. Any uncertainty regarding the time a Proposal is received will be resolved against the Firm.

VIRTUAL PRE-PROPOSAL MEETING

A non-mandatory Pre-Proposal meeting will be held via Microsoft Teams on Wednesday, February 18, 2026, at 2:00 PM. This pre-proposal meeting will allow the Firms the opportunity to bring forward any questions concerning this Request for Proposals. Interested parties may attend virtually via Microsoft Teams or telephonically by:

In Microsoft Teams: Meeting ID: 212 394 910 830 85

Passcode: w8eF9LF3

By Phone: Phone Number: 347-378-4680

Conference ID: 698 987 273#

DEADLINE FOR QUESTIONS

Questions are due to the procurement official no later than Tuesday, February 24, 2026, at 5:00 PM. Any questions submitted after will be answered at the discretion of the City

PROPOSAL OPENING

Only the NAME of the firms who submitted a response to this Request for Proposals will be read aloud which will be conducted on Tuesday, March 10, 2026, at 10:30 AM. The location of the opening and reading will be the Procurement Department, Conference Room, 120 Malabar Road, SE, Suite 200, Palm Bay, FL 32907 or via Microsoft Teams. Interested parties may attend virtually via Microsoft Teams or telephonically by:

In Microsoft Teams: Meeting ID: 266 375 054 869 40

Passcode: PN99PR7z

By Phone: Phone Number: 347-378-4680

Conference ID: 829 296 638#

The public record of the preliminary proposal results as read at the public opening can also be requested by calling 321-952-3424 or emailing procurement@palmbayfl.gov. To attend in person, interested parties should check in at the Information Desk in Building A to be escorted to this meeting.

Proposals will be received for the project as set forth in the requirements herein, and the award, if made, will be made to the highest ranked Firm whose proposals indicate the award will be in the best interest of the City of Palm Bay.

mailto:procurement@palmbayfl.gov

STANDARD TERMS & CONDITIONS

ACCEPTANCE AND REJECTION - The City reserves the right to accept or reject any and all Proposal submittals, and to accept the Submittal which best serves the interest of the City of Palm Bay.

ADDENDUM AND AMENDMENTS TO REQUEST FOR PROPOSALS - If it becomes necessary to revise or amend any part of this Request for Proposals, the City’s Procurement Department will furnish the revision by written Addendum through the City’s solicitation hosting software linked on the City’s website. Addenda information will be posted online at the City of Palm Bay’s Procurement website:

http://www.palmbayfl.gov/procurement. Firms are responsible to ensure they have received all addenda before submitting their proposal.

AWARD - Award will be made to the best responsive and responsible offeror(s) whose Proposal is determined by the City to be in the best interest of the City.

COMMITTEE MEETINGS & INFORMATION - The Notice of Committee Meetings will be posted within a reasonable time period (generally 72-hours) in advance of such meetings. Firms are responsible to check the following locations for updates on this RFP’s status: on the bulletin board located in the main lobby of the City Hall Building “B” at 120 Malabar Road SE, Palm Bay, FL 32907, at the City’s Web Page http://www.palmbayfl.gov/procurement.

Any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation is exempt from the Public Meeting requirements in Chapter 286.011 and s. 24(b) Art. I of the State Constitution.

CONFLICT OF INTEREST – The Firm certifies that this Proposal has not been arrived at collusively or otherwise in violation of federal, state, or local laws. The award of any Contract hereunder is subject to the provision of Chapter 112, Florida Statutes. Firms must disclose with their Submittal the name of any officer, director, partner, proprietor, associate, or agent which is also an officer or employees of the City or of its agencies. Firms must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Firm’s firm or any of its branches or affiliate companies.

DEVIATIONS - Any deviation from specifications must be clearly stated, explained in detail and accepted by the City in writing. Otherwise, items offered are expected to be in strict compliance with specifications and the successful Firm shall be held accordingly.

DISCRIMINATORY VENDOR LIST - An entity or affiliate placed on the Discriminatory Vendor List shall not submit a Proposal for a contract to provide goods or services to a public entity, shall not submit a Proposal on a contract with a public entity for the construction or repair of a public building or perform any public work, shall not submit Proposals for leases of real property to a public entity, shall not award or perform work as a Construction Manager, supplier, Subcontractor, or consultant under any contract with any public entity, and shall not transact business with any public entity (Section 287.134(3)(d), Florida Statute).

ECONOMY OF PREPARATION - The Proposal submittals should be prepared simply and economically, providing a straightforward, concise description of the Firm’s ability to fulfill the requirements of the RFP.

E-VERIFY - The awarded Proposer becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. Beginning July 1, 2023, private employers with 25 or more employees are required to use the E-Verify system for new employees. The public agency must verify, utilizing the E-Verify system, that the Proposer, and any Subcontractors have work authorization status of all new employees of the Proposer or Subcontractor. The public agency MAY NOT ENTER INTO A CONTRACT unless each party to the contract registers with and used the E-Verify system. Proposer must maintain affidavits from sub-Contractors as well. If a public agency, Proposer, or Subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated this requirement shall terminate the contract, and if a Subcontractor is the violator, the Firm must be ordered to terminate the Agreement. Proposer is liable for any additional costs incurred by a public agency as a result of the termination of a contract, and the Proposer may not be awarded a public contract http://www.palmbayfl.gov/procurement http://www.palmbayfl.gov/procurement http://www.palmbayfl.gov/procurement for at least 1 year from the date of termination. Public Agency, Proposer or Subcontractor may file a cause of action with the court to challenge the suspension and requirement to pay costs within 20 calendar days after the date of contract termination.

EX PARTE COMMUNICATION - Ex Parte Communication means any oral or written communication relative to a solicitation, evaluation, award or contract controversy that occurs outside of an advertised public meeting or occurs with someone other than the Chief Procurement Officer, subject to the exclusions identified in Section 38.20 of the City of Palm Bay Code of Ordinance.

(A) Adherence to procedures which ensure fairness is essential to the maintenance of public confidence in the value and soundness of the important process of public procurement.

Therefore, any ex parte communication between a bidder, proposer, Firm or protestant (or its employees, agents or representatives) and the City (its members, employees, agents, legal counsel, Firm s, or representatives) during the selection process and award is strictly prohibited.

Ex Parte Communication is prohibited during the following periods:

(1) From the date of advertising of the solicitation through award of a contract; and

(2) From initiation of a protest of an award or contract through resolution for the parties involved in the protest.

(B) Exclusions: This requirement shall not prohibit:

(1) Pre-Bid and Pre-Proposal Meetings: Meetings called or requested by the Chief Procurement Officer and attended by bidders or proposers for the purpose of discussing a solicitation, evaluation or selection process including, but not limited to, substantive aspects of the solicitation document. Such meetings may include, but are not limited to, pre-bid or pre-proposal meetings, site visits to the City’s facilities or property, site visits to bidders’ or proposers’ facilities, interviews/negotiation sessions as part of the selection process, and presentations by proposers or submitting Firms. Such authorized meetings shall be limited to topics specified by the Chief Procurement Officer.

(2) Solicitation documents may provide for communications from bidders or proposers to designated Procurement Department staff or discussion at meetings called or requested by the City pursuant to this subsection.

(3) Addressing the City Council regarding non-procurement topics at public meetings.

(4) The filing and processing of a written protest to any proposed award to be made pursuant to the solicitation, evaluation, and selection process. Protest proceedings shall be limited to open public meetings, with no ex parte communications outside those meetings.

(5) Contacts by the City’s current firms but only in regard to:

a. any work being performed on City projects unrelated to the solicitation, or

b. any City projects under the prohibited ex parte communications for which the current Firms do not intend to submit a response or have not submitted a response to any solicitation documents for those projects.

(6) Communications between the Chief Procurement Officer or other City representatives and the bidder or Firm for routine matters arising from ongoing projects or contracts previously awarded.

(7) Contacts by bidders and proposers (actual or potential) and the City regarding other projects unrelated to the purchase for which the bidders or proposers (actual or potential) may intend to submit a response or have submitted a response to any competitive solicitation;

(8) Communications between the Chief Procurement Officer and bidders and/or proposers (actual or potential) for matters regarding pending purchases. Written questions shall be made to the named contact person.

(9) Addressing the City Council during the designated agenda item public comment portion of a meeting where the Council is considering award or permission to negotiate on solicitation that a bidder or proposer submitted on.

(10) Violation of this provision shall be grounds to: disqualify the violator from the award of the purchase, void any award to or contract with the violator, and/or temporarily suspend or permanently debar the violator from future contracts with the City.

INFORMALITIES - The City of Palm Bay reserves the right to both waive any informality in Proposals and to determine, in its sole discretion, whether or not informality is minor.

INFORMATION AND LITERATURE - Firms are to furnish all information and literature requested. Failure to do so may be cause for rejection.

INTERPRETATIONS - Any questions concerning conditions and specifications shall be directed to the designated Contract Administrator. Interpretations, that may affect the eventual outcome of this Proposal will be furnished in writing to all prospective Firms. No interpretation shall be considered binding unless provided in writing by the City of Palm Bay.

FIRMS’ EXPENSES - No out of scope services shall be provided in the absence of prior, written authorization in the form of a written supplemental agreement and issuance of an appropriate amendment to the contract. The City will not pay a retainer or similar fee. The City is not responsible for any expenses that Firm may incur in preparing and submitting Proposals called for in this request. The City will not pay for any out-of-pocket expenses, such as word processing; photocopying; postage; per diem; travel expenses; and the like, incurred by the Firm. The City will not be liable for any costs incurred by the Firm in connection with any interviews/presentations (i.e., travel, accommodations, etc.).

PAYMENT - Upon acceptance of work by using department of the City, employees and others, the City shall make payment to the Consultant in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes.

The City reserves the right, with justification, to partially pay any invoice submitted by the Consultant when requested to do so by the using City department. All invoices shall be directed to the Accounts Payable Section, City of Palm Bay, 120 Malabar Road, SE, Palm Bay, FL 32907.

PUBLIC ENTITY CRIMES – By submission of response to the City’s Request for Proposal on this project, Firm acknowledges and agrees to the following: A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals for leases of real property to a public entity, may not be awarded or perform work as a Successful Firm, supplier, Subcontractor , or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted Vendor List (Section 287.133, Florida Statutes).

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING - Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer.

Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

PUBLIC RECORDS - Sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and 24(a) Article I of the State constitution until such time as the agency provides a notice of an intended decision or until 30-days after opening the bids, proposals, or final replies, whichever is earlier.

Certain exemptions to the public records law are statutorily provided for in Section 119.07, Florida Statutes.

If the Firm believes any of the information contained in his or her response is exempt from disclosure, then the Firm, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records once that information is determined to be available.

If an agency rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the agency concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from Section 119.07(1) and Section 24(a) of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation, or until the agency withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12-months after the initial agency notice rejecting all bids, proposals or replies.

The City is a public agency subject to Chapter 119, Florida Statutes. The CONSULTANT shall comply with Florida’s Public Records law. Specifically, the CONSULTANT shall:

1. Keep and maintain public records required by the public agency to perform the service.

2. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Firm does not transfer the records to the public agency.

4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Firm or keep and maintain public records required by the public agency to perform the service. If the Firm transfers all public records to the public agency upon completion of the contract, the Firm shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Firm keeps and maintains public records upon completion of the contract, the Firm shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.

The failure of the CONSULTANT to comply with the provisions set forth in this section shall constitute a material breach of Agreement and shall be cause for immediate termination of the Agreement.

If the CONSULTANT has questions regarding the application of Chapter 119 Florida Statutes, to the CONSULTANT duty to provide public records relating to this contract, contact the custodian of public records at the City of Palm Bay Procurement Department, 120 Malabar Road SE, Palm Bay, Suite 200, Florida 32907; 321-952-3424 or procurement@palmbayfl.gov.

PROPOSAL ACKNOWLEDGE - By submitting a proposal, the proposer certifies that he/she has full knowledge of the scope, nature, and quality of work to be performed.

mailto:procurement@palmbayfl.gov

RECOMMENDATION OF AWARD INFORMATION - The Notice of Consideration for Award for Proposal will be posted at least five (5) business days in advance of such award. Firms are responsible to check the City’s Web Page http://www.palmbayfl.gov/procurement. Firms who do not have Internet access may request documentation by contacting the Procurement Department.

REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION - The Firm shall furnish such additional information/clarification as the City may reasonably require. This includes but is not limited to information that indicates financial resources as well as the ability to provide and maintain the services requested. The City reserves the right to make investigations of the proposer as it deems appropriate, including but not limited to, a background investigation of service personnel.

REQUEST FOR MODIFICATION - The City reserves the right to negotiate a final agreement with the top-ranked Firm to more fully meet the needs of the City. Should the City be unable to negotiate a satisfactory contract with any of the selected Firms, the City will select additional Firms in the order of their competence and qualification and continue negotiations in accordance with Section 287.055, Florida Statutes.

RESPONSIBLE FIRM - A Firm, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

RESPONSIVE FIRM - A Firm, business entity or individual who has submitted a bid, proposal or submittal that fully conforms in all material respects to the IFB/RFP/RFQ and all of its requirements, including all form and substance.

SCRUTINIZED COMPANY LIST – STATE OF FLORIDA REQUIREMENT -Sections 287.135 and 215.473, Florida Statutes, prohibit Florida municipalities from contracting with companies, for goods or services over $1,000,000 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or to engage in any Business operations with Cuba or Syria. Sections 287.135 and 215.4725 also prohibit Florida municipalities from contracting with companies, for goods or services in any amount that are on the list of Scrutinized Companies that Boycott Israel.

The list of “Scrutinized Companies” is created pursuant to Section 215.473, Florida Statutes. A copy of the current list of “Scrutinized Companies” can be found at the following link:

https://www.sbafla.com/reporting/global-governance-mandates/.

The company representative authorized to sign on behalf of the bidder, hereby CERTIFIES that the company identified as the Respondent is not listed on either the Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not participating in a boycott of Israel; and does not have any business operations with Cuba or Syria.

Authorized representative understands that pursuant to Sections 287.135 and 215.473, Florida Statutes, the submission of a false certification may subject the Respondent company to civil penalties, attorney’s fees, and/or costs.

Bidder/proposer understands and agrees that the City may immediately terminate any contract resulting from this solicitation upon written notice if the company referenced above are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) for any contract for goods or services in any amount of monies, it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

TAX EXEMPTIONS - The City of Palm Bay is tax exempt. The City of Palm Bay’s tax-exempt number is 85-8012646361C-4.

https://www.sbafla.com/reporting/global-governance-mandates/

TERM - The period of this Agreement shall be for twenty-four (12) months. This Agreement may, by mutual written assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

TIME FOR CONSIDERATIONS – Proposals will be irrevocable after the time and date set for the opening of Proposals and for a period of ninety (90) days thereafter.

TRADE SECRETS - Respondents should not send trade secrets. If, however, trade secrets are claimed by any respondent they will not be considered as trade secrets until the City is presented with the alleged secrets together with proof that they are legally trade secrets. The City will then determine whether it agrees and consents that they are in fact trade secrets. If a respondent fails to submit a claim of trade secrets to the City before obtaining the City’s agreement, any subsequently claimed trade secrets will be treated as public records and will be provided to any person or entity making a public records request for the information (F.S. 119.01).

AGENCY OVERVIEW

The City of Palm Bay, incorporated January 16, 1960, is a political subdivision of the State of Florida.

The legislative branch of the City is composed of five elected Council Members, one of which is the Mayor. The City Manager is responsible for the execution of Council’s established and adopted policy.

The City, with an estimated population of 146,000 residents, is the largest incorporated area in Brevard County.

(Please visit our official web site, https://www.palmbayfl.gov)

PROJECT OVERVIEW

The purpose of this solicitation is to establish a pre-event agreement for emergency debris clearance, removal, reduction, and disposal following federally or locally declared disasters. All work shall comply with the latest version of the FEMA Public Assistance Program and Policy Guide (PAPPG), FEMA 325 Debris

Management Guide, applicable Florida Division of Emergency Management (FDEM) regulations, and

Florida Department of Environmental Protection (FDEP) requirements.

The City of Palm Bay intends to award this contract to one (1) Primary Contractor, one (1) Secondary

Contractor, and one (1) Tertiary Contractor, or any combination thereof. The Primary Contractor shall be responsible for all debris operations specified in this contract. Secondary and Tertiary Contractors shall be activated as needed. The City reserves the right to activate any combination of contractors simultaneously, depending on the severity of the disaster and contractor availability.

All operations shall adhere to Occupational Safety and Health Administration (OSHA) and Environmental

Protection Agency (EPA) requirements to maintain a safe working environment. The City reserves the right to adjust the Contractor’s assignments or operational areas within the scope of this contract.

The Primary Contractor shall conduct one (1) day (up to eight (8) hours) of annual pre-event planning and training with the City of Palm Bay. The City and Primary Contractor shall coordinate the exact date of the https://www.palmbayfl.gov/ training each year. This training shall address FEMA Public Assistance activities and shall include, at a minimum: preliminary Temporary Debris Storage and Reduction (TDSR) site selections, review and update of debris collection zone maps, review and update of primary road clearance routes, coordination with local subcontractors, hazardous waste handling procedures, and FEMA compliance guidelines. Only staging or processing sites pre-approved by FDEP may be used. The cost for this training shall be included in the unit price for each activity and shall not result in any additional cost to the City of Palm Bay.

All work performed under this contract shall comply with the most current FEMA Public Assistance Program and Policy Guide (PAPPG), FEMA 325 Debris Management Guide, and applicable sections of 2 CFR 200

(Uniform Guidance). The Contractor is responsible for ensuring that all work, documentation, and billing meet FEMA and FDEM eligibility criteria for Category A (Debris Removal) reimbursement.

Proposals shall provide a detailed outline of how debris removal and recovery work will be accomplished, including at a minimum:

• Organizational chart, including Project Manager and field contact person

• Financial resources and capacity for mobilization

• Training, experience, and relevant certifications

• Equipment resources, indicating company-owned versus subcontractor-owned

• List of known subcontractors for Disaster Recovery Debris Removal Services

• Existing disaster-related contracts and other accomplishments

• Local participation plan and subcontracting strategy, including Small, Minority, and Women

Business participation

• Sample subcontracting agreements

• Sample load tickets and truck certifications

• Public notifications and announcements, including proposed dates and venues

• Ability to track and record all work for invoicing and audit purposes

• Other unique services the contractor can provide

• Construction drawings for temporary inspection towers

• Cost proposal for services

DEFINITIONS

• “Eligible Debris” – debris as defined under FEMA Category A and other applicable state policy

(see FEMA PA Guide).

• “First Pass” – removal of debris from the public right-of-way to allow emergency access.

• “Right-of-Way” – the land in which the State, County, or City owns the fee or has an easement, devoted to use as a transportation facility (streets, alleys, sidewalks, etc.).

SCOPE OF WORK

The City of Palm Bay seeks proposals from qualified and experienced contractors to provide debris removal and recovery operations following a federally declared disaster or emergency. The Contractor shall provide comprehensive project management and coordination services to ensure that all debris removal and recovery activities are eligible for full reimbursement under FEMA Public Assistance. Services include but are not limited to coordination with FEMA and City staff, providing sufficient personnel and equipment to rapidly remove and dispose of storm-related debris, coordinating monitors, managing data, preparing daily quantity and progress reports, conducting community outreach, and performing other tasks as directed by the City Manager or their designee.

The Contractor shall provide an initial response with a representative physically present at the Palm Bay

Public Works Department within twelve (12) hours of notification. Performance shall be defined as commencement of work under a Task Order within twenty-four (24) hours of the issuance of a Notice to

Proceed. Payments under this contract shall only be made for services specifically requested and approved by the City; no retainer or standby payments shall be made.

The Contractor is responsible for ensuring all work performed under this contract is eligible for FEMA Public

Assistance reimbursement (Category A – Debris Removal) and complies with the most current FEMA Public

Assistance Program and Policy Guide, including any Disaster-Specific Guidance. This includes work related to hurricanes, tornadoes, wind-driven severe weather, or any other federally declared disaster or emergency.

The City will issue task orders as needed for personnel, equipment, plans, procedures, and other capabilities necessary for post-disaster operations. The Contractor shall maintain adequate emergency preparedness, response, recovery, and mitigation resources and provide a list of all available equipment and resources to the City. The Contractor shall be responsible for travel, per diem, housing, meals, and temporary office space for its employees and subcontractors.

All operations shall be conducted in accordance with City, State, and Federal requirements and in compliance with FEMA Public Assistance Program guidelines. Debris management activities include, but are not limited to:

1. Emergency Roadway Clearance – Clear debris from primary transportation routes and City rights-of-way within seventy (70) operational hours post-event, unless otherwise directed, to allow safe passage for emergency vehicles. Conduct post-storm assessments within twelve (12) hours, including photographic documentation of each route before and after clearance.

2. First Pass and Second Pass Operations – Remove and haul debris from public rights-of-way, streets, and privately owned property as necessary to ensure public safety. Maintain vehicle documentation and load tickets compliant with FEMA requirements. This includes but is not limited to placards affixed to debris trucks identifying the declared disaster or emergency, the assigned truck number, and truck measurements.

3. Debris Management Site (DMS) Operations – Assist with site set-up, pre- and post-use documentation, operations, and cleanup, including segregation of debris by type and implementation of Best Management Practices (BMPs) for erosion, stormwater, dust, and spill prevention.

4. Temporary Debris Storage and Reduction (TDSR) Sites – Manage acceptance, processing, reduction, and lawful disposal of debris in accordance with City and regulatory approvals. Maintain compliance with all DEP/State environmental permitting standards, including handling, storage, and processing of vegetative, construction and demolition, white goods, recyclables, and hazardous waste.

5. Vegetation Management – Perform tree trimming, tree topping, tree removal, stump grinding, grubbing, clearing, hauling, and disposal operations.

6. Hazardous and Industrial Materials – Obtain all permits and provide all labor, equipment, and services necessary for containment, cleanup, removal, transport, storage, testing, reduction, treatment, and/or disposal of hazardous or industrial materials, including white goods.

7. Sand and Earth Removal – Remove sand and other earthen materials from roads, streets, and rights-of-way.

8. Work Hours and Safety – Conduct operations during visible daylight hours unless otherwise authorized in writing. First and Second Pass operations may be conducted seven (7) days per week with prior written approval. At least one (1) safety officer must be on duty during all active operations.

9. Equipment Compliance and Property Protection – Ensure all vehicles and equipment comply with federal, state, and local laws. Repair or compensate for any damage to City property caused by operations to restore it to its original condition.

10. Progress Reporting and Documentation – Provide weekly progress reports by quadrant or unit, including completed debris removal, projected work areas, and updates on City goals. Conduct post-debris cleanup inspections documenting dates, activities, and unit-specific completion.

11. Load Ticket Management – Provide pre-numbered five-part or electronic load tickets for all debris hauls, including date, time, ticket number, hauler information, truck number, collection site, dump site, debris classification, weight, and estimated percentage of debris. Electronic load ticket systems shall be FEMA-compliant and include GPS tracking for verification.

12. Debris Segregation and Reduction – Segregate debris at DMS sites prior to any reduction. Haul processed debris to designated landfills, pay applicable tipping fees, and provide all documentation necessary for FEMA reimbursement.

13. Abandoned Vehicles and Vessels – Assist in the removal of vehicles or vessels blocking public ingress or egress.

14. Technical Support and Public Information – Provide expertise in debris assessment, plan development, staff training, mitigation planning, cost-benefit analysis, project management, environmental review, and public information dissemination. Establish a designated point of contact for public notifications along debris routes.

The City shall retain sole discretion over the scope, location, and order of debris removal services. The

Contractor shall ensure all debris removal operations are fully compliant with FEMA, State, and local requirements and shall assist City staff with documentation, reporting, and training necessary to secure

FEMA reimbursement.

MOBILIZATION – Emergency Debris Road Clearance

The Contractor shall mobilize management staff to the City of Palm Bay within twelve (12) hours following notification of need. The Contractor shall cut, toss, and/or push debris from the primary transportation routes as identified and directed by the City. This operational phase shall cover the first seventy (70) work hours after the event and the Notice to Proceed. Once this task is accomplished or sufficiently underway, subsequent tasks may begin as required.

MOBILIZATION – Debris Removal / TDSR Management

The Contractor shall mobilize personnel and equipment for debris removal operations and shall be fully prepared to commence work within seventy-two (72) hours following the disaster. Debris removal work will be prioritized by the City of Palm Bay.

DEBRIS REMOVAL FROM PUBLIC RIGHTS-OF-WAY

The Contractor shall remove and haul eligible debris from public rights-of-way to designated Temporary

Debris Storage and Reduction Sites (TDSR). All work shall maintain safety standards, appropriate site conditions, and regulatory compliance. The Contractor shall comply with F.A.C. Rule 62-701 and all FDEP emergency authorizations. Reduction operations (burning, grinding, chipping) require written DEP approval.

The Contractor shall implement erosion control, dust suppression, and soil protection measures, and conduct post-closure environmental inspections with photographic and sampling documentation.

Demolition of Structures, Debris Removal from Private Property (Right-of-Entry Program) and Publicly Owned Property (other than Rights-of-Way) A right-of-way is defined as “land in which the State, County, or City owns the fee or has an easement devoted to or required for use as a transportation facility, including streets, sidewalks, alleys, highways, or other ways open to travel by the public, including appurtenant drainage structures and facilities.”

If imminent threats to life, safety, and health exist on private or publicly owned property, the Contractor, upon direction from the City, shall demolish structures and relocate debris to public rights-of-way. Private property removal shall only commence after the City provides completed Right-of-Entry forms, hold harmless agreements, non-duplication of benefits agreements, address-specific Task Orders, and physical marking of structures. All private property removal will follow federal and state guidance regarding eligibility.

All debris collected from private property shall be placed in public rights-of-way, where standard debris removal procedures shall commence. The Contractor shall not enter private property for routine debris collection without a City-issued Task Order.

MECHANICALLY LOADED

All debris shall be mechanically loaded and reasonably compacted into trucks and trailers unless prior written authorization is provided by the City due to safety, access, or method constraints.

SUBCONTRACTORS

The Prime Contractor shall perform a minimum of thirty percent (30%) of the total contract value with its own forces. All subcontractors must be pre-approved by the City, hold valid Florida licenses, and comply with FEMA debarment and suspension requirements (2 CFR Part 180).

The Contractor shall provide the City with an updated list of all subcontractors, including contact names and telephone numbers. Prior to assignment of any work, the Contractor shall submit notarized affidavits from each subcontractor certifying a signed contract with the Prime Contractor.

The City reserves the right to limit subcontractor personnel as necessary to ensure safety, quality, and regulatory compliance. The Prime Contractor remains fully responsible for all subcontractors’ compliance with federal, state, and local laws, including licensing, insurance, and certifications.

In proposals, the Contractor shall specify the percentage of work intended to be subcontracted and demonstrate compliance with these requirements.

COSTS FOR SCOPE OF WORK

The Contractor shall only be compensated for work involving material classified as eligible debris in accordance with FEMA, federal, state, and local guidelines. The Contractor and City shall jointly inspect each load to confirm eligibility. Non-eligible debris shall be redirected to an alternate landfill or authorized receiving facility, and no payment shall be made.

For each eligible load, the Contractor and City shall record cubic yardage on sequentially numbered load tickets. Copies shall be maintained on-site and accessible to both parties. Each invoice shall include verification of load ticket cubic yardage with a summary sheet detailing daily verified load receipts and corresponding invoice amounts. The City may withhold or remove disputed line items for review. Disposal costs, including landfill tipping fees, shall be the responsibility of the City.

MODIFICATION OF WORK

The City reserves the right to make changes to the contract work, including additions, deletions, or other alterations. Upon notification:

1. The Contractor shall provide a written estimate of any cost increase or decrease.

2. The Contractor shall advise of any impact on contract completion dates.

3. The Contractor shall notify if the proposed change affects the ability to meet schedules.

The Contractor shall suspend affected work until the City issues a final decision. Work shall not commence any change until a written amendment or change order is executed and signed by both parties.

RETAINAGE / COMPLETION OF WORK

The City shall withhold a retainage fee of ten percent (10%) until the work is complete, including repairs to any damage to public or private property. Private property repairs require signed releases from owners.

FINAL PAYMENT

For Category 3 or lesser hurricanes, work shall generally be completed within sixty (60) calendar days unless otherwise directed. More severe events may require extended schedules; the Contractor shall provide a revised schedule within 48 hours of mobilization.

The Contractor shall submit a final invoice within thirty (30) calendar days following issuance of the notice of rescission, clearly marked “Final Invoice,” certifying all services have been satisfactorily performed. Upon acceptance, the account is deemed closed, and no further compensation will be paid.

The Contractor must comply with FEMA and State audit/disclosure requirements, including document retention for 3–5 years.

STAFFING REQUIREMENTS – CONTRACTOR

The Contractor shall secure, at its own expense, all personnel necessary to perform the services under this contract. Personnel shall be employees of the Contractor or its subcontractors and shall not have any employment or contractual relationship with the City of Palm Bay.

All services shall be performed by qualified personnel, authorized under applicable federal, state, and local laws. The Contractor warrants that all services will be performed by skilled personnel to the highest professional standards.

For planning purposes, for example staffing for a Category 3 hurricane with two primary debris collection sites operating dawn to dusk, seven (7) days per week includes:

1. Certification Technicians (6): Measure, photograph, certify, and re-certify the cubic yard capacity of each collection hauler per FEMA Public Assistance requirements.

2. Clerical Staff Coordinators (2): Maintain FEMA-compliant spreadsheets, update daily, and distribute the “Storm Debris Collection Data Report” to City staff. Manage City staff documentation, assign communications equipment, and oversee Field Monitors and assistants.

3. Clerical Staff Assistants (4): Process field reports, update collection maps, tally daily totals, prepare timecards, and track vehicle mileage.

The Contractor shall ensure adequate staffing at each collection site and adjust personnel as necessary to comply with FEMA, federal, state, local regulations, and City operational directives.

STAFFING REQUIREMENTS – CITY

The City reserves the right to remove, immediately and with or without cause, any personnel deemed unsuitable for storm recovery operations. This includes City staff (full-time, part-time, or temporary), Primary

Contractor staff, and subcontractor staff. The Contractor shall promptly comply with personnel removal requests and ensure replacement personnel meet all qualifications and compliance requirements.

The City will designate a Storm Debris Removal Project Coordinator to serve as a liaison among City staff, FEMA, and the Contractor. This Coordinator will oversee operations and ensure compliance with FEMA guidelines, federal and state regulations, and the contract.

MINIMUM LEVEL OF SERVICE

The Contractor shall provide multiple estimated minimum service levels at the time of a City-declared emergency. These include mobilization schedules, estimated days for completion, and resource designations corresponding to event severity. The City determines which level of service is implemented based on actual event impact. On average, a Contractor representative shall be on-site within 12 hours, and the first push shall commence within 70 hours.

PERFORMANCE REMEDY NOTIFICATION

Failure to meet minimum service levels after commencement of debris management services will result in a Performance Remedy Notification from the City. The Contractor shall respond in writing within twenty-four (24) hours and take corrective action.

Failure to correct deficiencies may result in:

• Activation of Secondary or Tertiary contractors

• Assessment of liquidated damages of up to $1,000 per calendar day, or as specified in the City’s procurement policy

MOST FAVORABLE PRICING

By submitting a proposal, the Contractor guarantees that the prices offered are no higher than those charged to its most favored customer for the same or substantially similar services.

ACCIDENT PREVENTION

The Contractor and subcontractors shall take all necessary precautions to protect personnel, the public, and property. All work shall comply with OSHA standards, FEMA safety guidelines, and all relevant federal, state, county, and City regulations. Any fines, penalties, or citations resulting from noncompliance shall be the responsibility of the violating party.

GENERAL REQUIREMENTS – REPORTING

The Contractor shall submit an electronic report to the City daily by 5:00 PM Eastern Time for the term of the contract. Original load tickets must be retained for a minimum of three (3) years for audit purposes.

Reports shall include at minimum:

1. Contractor’s Name

2. Report Date

3. Locations of completed and upcoming work

4. Daily and cumulative equipment and crew hours (Emergency Clearance)

5. List of roads cleared (Emergency Clearance)

6. Number of crews, trucks, and loading equipment

7. Daily and cumulative debris removed by category

8. Daily and cumulative debris processed, including methods and disposal locations

9. Daily and cumulative hazardous…