3-02 - Scope of Work.pdf

CITY OF LEWISVILLE

RFP #26-04-P DISASTER DEBRIS CLEARANCE AND REMOVAL

MANAGEMENT

SCOPE OF SERVICES

The Scope of Services described below covers the clearance, removal, hauling, reduction, and disposal of disaster-related debris. When the work necessary to remove debris that is an immediate threat to life, public health, and safety, ensure economic recovery of the affected community to the benefits of the community at large, or poses an immediate threat of significant damage to improved public or private property, it may be eligible for FEMA Public Assistance funding.

To be eligible for Public Assistance reimbursement, the costs must be reasonable. Accordingly, in performing the work the Contractor must comply with all applicable Federal laws, regulations, executive orders, and FEMA requirements. Should the Contractor perform any FEMA-ineligible work under the Contract, it must segregate such work and costs from FEMA-eligible work with the assistance of the City’s debris monitoring Contractor.

The Contractor shall document their understanding of the work to be performed under this Contract in a systematic and efficient manner. The Contractor shall be engaged in these activities on a day-to-day basis and be the primary scope of their business. As such, Contractors shall have great familiarity with and the ability to provide the following services:

• Debris removal from Rights-of-Ways (ROW).

• Hazardous tree, limb, and stump abatement.

• Staging, reduction, disposal, and reclamation of a disaster management site (DMS).

NON-EXHAUSTIVE SCOPE OF WORK

• Road Clearance: Clearance of debris from primary transportation routes/roadways to the right of way as directed by the City.

• Debris Removal from Public Property: Removal of vegetative debris from public right-of-way and other public properties. Removal of debris beyond the limits of public rights-of-way as necessary to abate imminent and/or significant threats to public health and safety of the community, when directed by the City.

• Debris Removal from Private Property: Removal of debris from private properties shall be directed by City only when an imminent threat to life, safety and health is present on private property. The City will advise FEMA of its intent to use PA funding before debris removal services are provided on private property. If approved by the City, this work will be monitored for strict compliance with federal regulations regarding eligibility for reimbursement costs.

• Debris Management Sites (DMS): The City shall identify and make available all DMS to the Contractor at no charge. Preparation and maintenance of DMS(s) shall include all approach and interior haul roads and dump pads, and an inspection tower sufficient for the monitoring of all incoming and exiting traffic, and will be the responsibility of the Contractor. All proposed DMS locations are contingent upon pending TCEQ approval. The Contractor shall not utilize any additional or alternative DMS(s) without prior written approval from the City and verification of TCEQ approval. The Service Provider shall provide the City with a date- and time-stamped video record of the pre- and post-use site conditions for the DMS(s).

o Lewisville Service Center 1100 N. Kealy Avenue Construction & Demolition (C&D) and Vegetative Debris o Lewisville Residential Convenience Center 330 E. Jones Street Vegetative Debris and Household Hazardous Waste o Lenard L. Woods Park 1000 Arbour Way Vegetative Debris o Lewisville Lake Park Trotline Road Vegetative Debris o Lewisville Railroad Park 1301 Bennett Lane Vegetative Debris o Lewisville Prairie Creek Wastewater Treatment Plant 897 Sewage Treatment Plant Road Vegetative Debris o Lewisville Lake Environmental Learning Area (LLELA) Land off Fish Hatchery Road Vegetative Debris o Plot of Land – South of Windhaven Parkway Between Winehart Street and Hudson Boulevard Vegetative Debris o Plot of Land – South of McKamy Trail (Sunset Park Area) Midway Road & Shady Brook Trail Vegetative Debris o Plot of Land – Corner of Justin Road and N. Summit Avenue Vegetative Debris o Republic Services Landfill 580 Huffines Boulevard Construction & Demolition (C&D) and Vegetative Debris o Big City Crushed Concrete 1580 Stonewall Drive Construction & Demolition (C&D) and Vegetative Debris

• All debris shall be processed in accordance with local, state, and federal law, standards, and regulations. Processing shall include, but not be limited to: reduction by tub grinding or chipping and/or incineration when approved by the City.

• Generated Hazardous Waste Abatement: Abatement of hazardous waste identified by the City in accordance with all applicable federal, state, and local laws, standards, and regulations.

• Demolition of Hazardous or Condemned Structures Hazardous to Public Health: The City will seek approval by FEMA to use PA funding. If approved, efforts will be monitored for strict compliance with federal regulations regarding eligibility for reimbursement costs.

The City may direct and fund this effort independently if FEMA approval is not obtained.

• Debris Disposal: Disposal of all disaster debris, reduced debris, ash residue, and other products of the debris management process in accordance with all applicable federal, state, and local laws, standards, and regulations.

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

• The Service Provider is responsible for developing and implementing procedures for management of the receipt of unauthorized and/or ineligible debris at the DMS(s). These procedures will be in accordance with all federal, state and local rules and regulations applicable to the disaster for which the work is performed and must be approved by the City Debris Manager prior to commencement of operations.

• Debris Separation: Debris at DMS(s) will be clearly segregated and managed independently by debris type (C&D, vegetative debris, Household Hazardous Waste (HHW) etc.) and program (ROW collection, private property debris removal, etc.) in compliance with all federal, state, and local rules and regulations applicable to the disaster for which the work is performed. If a joint DMS(s) is operated with other eligible applicant entities (e.g., the Lewisville Independent School District), the Service Provider will clearly separate and manage independently debris from those applicants, upon approval in writing from the City.

• Documentation and Inspections: All debris shall be subject to inspection by the City.

Inspections will be to ensure compliance with the Contract and applicable local, state, and federal laws. The Contractor will, at all times, provide the City access to all work sites and disposal areas. The Contractor will work closely with state authorities, FEMA, and other agencies to ensure that debris collection and data documenting appropriately address concerns of the likely reimbursement agencies.

• The Contractor will assist the City with developing and implementing a request to use alternative procedures for any debris removal pilot program established by FEMA.

• Work Sites: The City will establish and approve all sites that the Contractor will be allowed to use. Pre-use surveys will be completed to include soil and water testing. The Contractor will remove all debris and return the site from which debris was removed in a clean and neat condition. Verification will be done using the pre-use surveys results.

• The Service Provider is responsible for providing 24-hour DMS(s) security and providing the City with a DMS site security plan. DMS(s) site security plans, and changes to those plans, must be approved by the City Debris Manager prior to commencement of operations.

• Contractor is responsible for furnishing, implementing, and maintaining all required traffic control measures for debris removal and transport activities, including rights-of-way collection and operations at debris management/disposal sites, in accordance with applicable local, state, and federal standards, including the Revision 2 (2011) Texas Manual on Uniform Traffic Control Devices for Streets and Highways (TMUTCD).

• White Goods: The Contractor may expect to encounter white goods available for disposal.

White goods will constitute household appliances as defined in FEMA’s PAPPG. The Contractor will handle the disposition of all white goods encountered in accordance with applicable federal, state, and local laws. Proper disposal of Freon is required.

• Loading, hauling, and management of storm-deposited soils (e.g., silt, sand, or mud). This may include tasks like sifting, cleaning, and sorting sand before placement back on beaches.

• The Service Provider is responsible for providing the City with proper and acceptable documentation (including destination, tickets, volume/weight, etc.) for final disposal of debris accepted at the DMS(s).

• Documentation and Recovery Process: Contractor will provide the following in addition to debris removal activities:

o Documentation of recovery process.

o Provide written and oral status as requested by the City.

o Review documentation for accuracy and quantity.

o Assist in preparation of claim documentation.

Any costs associated with the documentation and recovery process shall be included in Contractor’s prices in the Rate Schedule. Respondents shall have proven experience with overall management and FEMA requirements including alternative procedures that may be available under pilot programs as well as all rules and regulations to qualify for this scope of work.

SERVICES RELATED TO THE REMOVAL OF HAZARDOUS TREES, LIMBS, AND

STUMPS ON A UNIT COST BASIS

The City expects the removal of hazardous trees, limbs, and stumps will be compensated on a unit cost basis. This work must be performed in accordance with applicable FEMA guidelines, including, but not limited to, the following:

BROKEN LIMB OR BRANCH REMOVAL

Hazardous limb or branch removal required as a result of a disaster may be funded by FEMA on a per tree basis. FEMA will reimburse the cost to remove broken limbs or branches that pose an immediate threat. Only the minimum cut necessary to remove the hazard is eligible for FEMA funding. For example, cutting a branch at the trunk is not eligible if the threat can be eliminated by cutting it at the closest main branch junction. Removal of broken limbs or branches that may be FEMA-eligible must be well documented.

HAZARDOUS TREES

Tree removal required as a result of a disaster may be funded by FEMA on a per tree basis. FEMA considers incident-damaged trees to be hazardous and eligible for reimbursement if the tree presents a hazard to the public due to conditions including, but not limited to:

● Deterioration or physical damage to the root system, trunk, stem, or limbs; or

● The direction and lean of the tree per the Occupational Safety and Health Standards.

For trees that have 50 percent or more of the root-ball exposed, removal of the tree and root-ball and filling the root-ball hole are eligible for reimbursement. For removal of a tree with a root-ball, FEMA will not reimburse two separate unit costs to remove the tree and its root-ball. For trees that have less than 50 percent of the root-ball exposed, FEMA only provides funding to flush cut the item at ground level and dispose of the cut portion, without grinding. These trees will be cut in a manner to be piled with regular vegetative debris.

STUMP GRINDING

For stumps that have 50 percent or more of the root-ball exposed, removal of the stump and filling the root-ball hole are eligible, and compensation will be based on a per-stump basis. If grinding a stump in-place is less costly than extraction, grinding the stump in-place is eligible. For stumps that have less than 50 percent of the root-ball exposed, FEMA only provides PA funding to flush cut the item at ground level and dispose of the cut portion. Grinding any residual stump is ineligible. For stumps that do not require extraction, FEMA only provides PA funding based on volume or weight as removal of these stumps does not require special equipment. Contractor should be aware of potential FEMA Environmental and Historic Preservation (EHP) issues when removing stumps.

DEAD ANIMAL CARCASS REMOVAL

Under this contract, dead animal carcass removal 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 City approved Final Disposal Site. The

Service Provider shall coordinate activities of the City of Lewisville and appropriate state agencies, if needed.

Disposal of animal carcasses must be compliant with the Texas Department of Agriculture and TCEQ rules for handling, solid waste, and air quality.

Placement of dead animal carcasses at a DMS or other location not serving as a Final Disposal Site will only be allowed upon written approval from the City Debris Manager.

OTHER DEBRIS REMOVAL WORK

Under this contract, additional work, not specifically under the Scope of Work, may be requested by the City. Upon written authorization from the City Debris Manager, the Service Provider shall provide all labor, equipment, materials, fuel, traffic control, and signage to perform the additional services, including but not limited to:

Storm Drain and Catch Basin Debris Removal. The Service Provider shall remove all eligible debris from the City’s maintained storm drains and catch basins and transport the debris to the City’s designated DMS(s) or final disposal site.

Abandoned Vehicle or Derelict Vessels. The Service Provider shall remove and transport eligible abandoned vehicles or derelict vessels in areas identified and approved by the City to a City-approved staging area.

Waterborne Debris. The Service Provider shall remove eligible waterborne debris identified and approved by the City and transport the debris to the City’s designated DMS

DOCUMENTATION REQUIREMENTS

FEMA requires the following documentation to support the costs of removing tree limbs, branches, stumps, or trees still in place. These include:

● Quantity removed;

● Quantity, location, of source of material to fill root-ball holes; and,

● Equipment used to perform the work; and

● Documentation supporting the specifics of the immediate threat with location and photos.

To the extent feasible, the contractor must document the hazardous nature of tree limbs, branches, stumps, or trees still in place with photographs that can be identified by location.

The City reserves the right to immediately terminate the contractor and any subcontractor who fails to provide the Services in accordance with guidelines set forth by FEMA and the City.

OPERATIONS MANAGER

Contractor shall assign and provide an Operations Manager (OM) to serve as the principal liaison with the City. The assigned OM must be knowledgeable of all facets of contractor’s operations and have authority in writing to commit contractor. The OM shall be on call 24 hours per day, seven days per week and shall have electronic linkage capability for transmitting and receiving relevant contractual information and making arrangements for onsite accommodations. This linkage shall provide immediate contact via cell phone, fax machine, and have Internet capabilities.

The OM will participate in daily meetings, functioning as a source to provide essential elements of information. The OM will report to the City or its designee. This position will not require constant presence; rather the OM will be required to be physically capable of responding to the City within 30 minutes of notification.

Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area. At a minimum, one flag person should be posted at each approach to the work area.

Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of contractor’s personnel and equipment is the responsibility of contractor.

Additionally, contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of this contract.

EQUIPMENT

All trucks and equipment must be in compliance with applicable federal, state, and local rules and regulations. Trucks or equipment designated for use under the Contract shall not be used for any other work during working hours. Contractor shall not solicit work from private citizens or others to be performed in the designated collection service area during the period of the contract.

EQUIPMENT SIGNAGE

Prior to commencing operations, Contractor shall affix to each piece of equipment, signs or markings indicating the Contractor’s name and a unique equipment identification number. Each operator shall keep certification with them at all times. Placards must remain on both sides of equipment.

REPORTING

Contractor shall submit a report to the City or its designee by close of business each day of the term of the contract or Task Order. Each report shall contain, at a minimum, the following information:

● Contractor’s Name

● Contract Number

● Daily and cumulative hours for each piece of equipment, if appropriate

● Daily and cumulative hours for personnel, by position, if appropriate

● Quantities of unit-priced debris handled, if appropriate

Failure to provide audit quality information by 5:00 p.m. of the following day of operation will subject the contractor to non-payment in each instance at the City’s sole discretion.

A summary of daily report data is due by 7:00 A.M. the day after each week ends, with weekly periods set by the City Debris Manager. The summary must include detailed load and collection info, contractor details, monitoring personnel, debris type, and collection locations.

After final inspection, the Service Provider must submit a detailed Excel report of all debris activities, including volumes by type, disposal locations, total costs, and proof of payment to subcontractors. Additional documentation may be required to verify project completion.

OTHER CONSIDERATIONS

Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of contractor's personnel and equipment is the responsibility of contractor.

Additionally, contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of the contract.

Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area.

The City shall forward all claims of damage to the contractor daily. Contractor shall provide all contact information, including name, phone number, cellular phone number, fax number and email address, for personnel responsible for resolving all claims of damage. Contractor must respond to all claims of damage within 24 hours and resolve within ten calendar days. Contractor is responsible for all damage caused by his crew and/or subcontractors in the performance of debris removal.