6-S26-012 Request for Proposal for Debris Management Services 6.15.pdf

SOLICITATION NUMBER

RFP #S26-012

Purchasing Division 105 N. Brushy Street Leander, TX 78641 www.leandertx.gov

Solicitation #S26-012

REQUEST FOR PROPOSAL

DEBRIS MANAGEMENT SERVICES

Responses Due: July 14, 2026 at 2:00 PM http://www.leandertx.gov/

REQUEST FOR PROPOSAL

DEBRIS MANAGEMENT SERVICES

PART I

GENERAL

1. PURPOSE: City of Leander, herein “the City”, seeks to establish pre-event contracts for Citywide Disaster Debris Management Services with qualified Individuals, Firms or Corporations, herein after “Respondent(s)”. The primary purpose of this contracting exercise is to create at-the-ready resources, at established prices, for the City’s disaster response and recovery operations in the event of a weather event or disaster situation.

The City intends to award one (1) or more contracts to be utilized on an “as-needed” basis to provide clean-up, demolition, removal, reduction, and disposal of debris as directed by the City following a natural or manmade disaster.

The intent of this proposal is to enable the City to acquire a qualified contractor to perform emergency debris removal services on an on-call basis for the City of Leander. Eligible debris to be removed shall be determined to eliminate immediate threats to life, public health, and safety;

determined to eliminate immediate threats of significant damage to improved public or private property; and/or considered essential to ensure economic recovery of the affected community to the benefit of the community at large.

All contractors providing disaster-generated debris removal services are invited to submit a proposal.

The successful Offeror (Contractor) must meet all requirements of this RFP, maintain proper licensing, and comply with all federal, state, and local laws and mandates relative to the services specified in this RFP.

2. DEFINITIONS, TERMS AND CONDITIONS: By submitting a response to this solicitation, the Respondent agrees that the City’s standard Definitions, Terms and Conditions, in effect at the time of release of the solicitation, shall govern but shall be superseded by those terms and conditions specifically provided for otherwise within this solicitation, in a separate agreement or on the face of a purchase order. The City’s Definitions, Terms and Conditions are herein made a part of this solicitation and can be found on the City’s website by visiting https://www.leandertx.gov/264/Purchasing.

2.1. Any exception to our additional terms and conditions attached to the response will not be considered unless respondent specifically references them on the front of the Solicitation Document. WARNING: Exception to additional terms and conditions may result in disqualification of the response.

3. ATTACHMENTS: Attachments A through D are herein made a part of this solicitation.

3.1. Attachment A: Reference Sheet

3.2. Attachment B: CIQ Form

https://www.leandertx.gov/264/Purchasing

3.3. Attachment C: Bid Form

3.4. Attachment D: Business Questionnaire

4. CITY CONTACT AND PROHIBITED COMMUNICATION: All requests, questions, and other communications about this solicitation shall be made in writing via the City’s Bonfire portal at https://leandertx.bonfirehub.com/ to the City’s authorized contact:

Primary Contact: Victor Castillo, Purchasing Manager City of Leander

5. RESPONDENT REQUIREMENTS: The opening of a solicitation shall not be construed as the City’s acceptance of such as qualified and responsive.

5.1. Respondents shall be firms, corporations, individuals or partnerships normally engaged in the provision or service described herein.

6. BEST VALUE EVALUATION AND CRITERIA: Respondents may be required to make a verbal presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to clarify their proposal and ensure a mutual understanding of the services to be provided and the approach to be used.

All solicitations received may be evaluated based on the best value for the City. In determining best value, the City may consider:

• Proposed fees;

• Reference of Respondent and of Respondent’s services;

• Quality of the Respondent’s services;

• The extent to which the services meet the City’s needs;

• Respondent’s past relationship with the City;

• Any relevant criteria specifically listed in the solicitation to include, but not limited to, the results of the vendor’s past experience with similar projects.

6.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

7. COMMITTEE REVIEW: An evaluation committee will review each response to determine the most highly qualified Respondent on the basis of demonstrated competence and qualifications using the following weighted criteria. A consensus score will be assigned to each response. A committee of City of Leander evaluators has been established to evaluate the Solicitation Responses.

Criteria Possible Points

References, Experiences, Reputation, and Compliance

• Experience and reputation in managing debris removal and disposal of projects within state and federal regulations.

• Personnel experience and training

Debris Management Services

• Degree of County liability in proposed debris management methods

• Breadth of service and number of contracts the Proposer can handle.

https://leandertx.bonfirehub.com/

Criteria Possible Points

• Debris management methods and commitment to the County debris management preferences.

• Availability of preferred disposal methods.

• Ability to ensure debris is collected, sorted, transported safely, and reduced appropriately.

• Ability to serve a wide range of project types (for example permanent facility, one-day event, and mobile collection unit) and community types (for example rural, urban, and suburban)

Responsiveness of Proposal

• Demonstrated understanding of County and County needs

• Demonstrated understanding of requirements of the RFP and contract

• Additional services, idea, or products that will benefit County

Cost 30

References Acceptable/Inacceptable

Total 100

The evaluation process may reveal additional information for consideration. The City reserves the right to modify, without notice, the evaluation structure and weighted criteria to accommodate these additional considerations to serve the best interest of the City.

8. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award, split awards, non-award, or use any combination that best serves the interest and at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City’s website at https://www.leandertx.gov/265/Bid-Notification.

8.1. The City reserves the right to reject any or all responses, or delete any portion of the response, or to accept any response deemed most advantageous, or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

8.2. Chapter 176, Texas Local Government Code requires that disclosures of certain relationships be made in relation to certain contracts with the City. Local government officers are the members of the City Council, the City Manager, and other City employees or agents who exercise discretion in planning, recommending, selecting and contracting of a vendor. A list of City of Leander government officers can be found here. Click here Chapter 176, Texas Local Government Code, to review this requirement.

8.3. A completed CIQ Form, herein Attachment B, is required with each response.

8.4. Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement or purchase order.

9. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the following:

9.1. The term “agreement” shall mean the executed contract awarded as a result of this solicitation and all exhibits thereto. At a minimum, the following documents will be incorporated into the agreement:

9.1.1. Solicitation document, attachments and exhibits;

9.1.2. Solicitation addendums, if applicable;

https://www.leandertx.gov/265/Bid-Notification https://www.leandertx.gov/DocumentCenter/View/4607/City-of-Leander-List-of-Government-Officers http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm

9.1.3. City’s Definitions, Terms and Conditions;

9.1.4. Successful Respondent’s submission.

9.2. The initial term of the agreement shall commence upon execution unless otherwise specified and shall continue in effect until all obligations are performed in accordance with the Contract. Upon written notice to the Contractor from the City’s Purchasing Manager or designee, unless specified otherwise in the Scope of Work, the Contract may be extended beyond the initial term at the City’s sole option unless the Contractor is notified 30 days prior to the expiration. If the City exercises any extension option, all terms, conditions, and provisions of the Contract shall remain in effect for that extension period, subject only to any economic price adjustment otherwise allowed under the Contract.

9.3. The initial term of the agreement will be for two (2) years with three (3) one (1) year renewals.

9.4. If the Respondent fails to perform its duties in a reasonable and competent manner, the City shall give written notice to the Respondent of the deficiencies and the successful Respondent shall have thirty (30) days to correct such deficiencies. If the Respondent fails to correct the deficiencies within the thirty (30) days, the City may terminate the agreement by giving the Respondent written notice of termination and the reason for the termination.

9.5. If the agreement is terminated, for any reason, respondent shall turn over all material, records and deliverables created to date within fifteen (15) working days after completion of duties through the termination date.

10. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the deliverables, or the day on which the performance of services was completed or the day on which the City receives a correct invoice for the deliverables, whichever is later. The Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy;

however, this policy does not apply to payments made by the City in the event:

10.1. There is a bona fide dispute between the City and Vendor concerning the deliverables or the services performed that causes the payment to be late; or

10.2. There is a bona fide dispute between the Vendor and a subcontractor concerning the deliverables or the services performed which caused the payment to be late; or

10.3. The invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order or agreement or other such contractual agreement.

11. NON-APPROPRIATION: The resulting Agreement is a commitment of the City’s current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate sufficient funds, as determined by the City’s budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year.

PART II

SCHEDULE

1. SOLICITATION SCHEDULE: It is the City’s intention to comply with the following solicitation timeline:

Event Event Date*

RFP Released June 11, 2026

Non-Mandatory Pre-solicitation meeting (on-site)

June 25, 2026 at 10:30AM

Questions from Respondents due to Bonfire

June 29, 2026 at 5:00PM

Questions and Answers to be posted on Bonfire July 2, 2026 by 5:00PM

RFP Deadline (Via TEAMS link on Bonfire) July 14, 2026 by 2:00PM

Interviews (if needed)

Week of August 3rd

Anticipated Award

October 1, 2026

Services to begin upon execution of contract

*The City of Leander reserves the right to change the dates in the Schedule of Events above upon written notification to prospective Vendors through a posting on the City of Leander website. It is the responsibility of interested Vendors to check the City of Leander website for all updates and changes.

All questions regarding the solicitation shall be submitted via website using the City of Leander e-Procurement Portal. The link is found at: https://leandertx.bonfirehub.com/ by 5:00 PM on the due date noted above. A copy of all the questions submitted and the City’s response to the questions shall be posted through the e-procurement system.

2. SOLICITATION UPDATES: Shall be submitted via website using the City of Leander e-Procurement Portal. The link is found at: https://leandertx.bonfirehub.com/ by 5:00 PM on the due date noted above. Various updates may include addendums, cancelations, notifications, and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website.

3. NON-MANDATORY PRE-SOLICTATION MEETING: A NON-MANDATORY Pre-solicitation Meeting will occur in the training room at the Biff Johnson Fire Administration Building located at 101 E Sonny Dr, Leander, TX 78641 on Thursday June 25, 2026 at 10:30AM.

4. RESPONSE SUBMISSION: The City of Leander has a new e-Procurement Portal that will accept submission of the electronic response to this solicitation.

4.1. Submission Instructions:

4.1.1. Respondent shall upload response content using the City of Leander e-Procurement

Portal. The link is found at: https://leandertx.bonfirehub.com/

4.1.2. VENDOR REGISTRATION REQUIRED: Prior to submitting your response, Respondents are required to register in the e-Procurement Portal. Registration is free and easy. Using this link (https://leandertx.bonfirehub.com/login) under the New

Vendor Registration section, click on the “Create your free Bonfire account.”

Registration will allow you to submit your response to this solicitation.

4.1.3. When registering, have your Texas Vendor ID number, DUNS, and W-9 form ready.

4.1.4. If Texas ID number is unknown, enter the Federal Employer Identification Number.

4.1.5. Respondents will have the ability to modify their submissions up to the Response

Due Date in the e-Procurement Portal.

4.1.6. Responses received after this time and date shall not be considered.

4.1.7. No response can be withdrawn after opening without written approval from the City for an acceptable reason.

4.1.8. Telephone or faxed Responses will not be considered.

4.1.9. The City will not be bound by any oral statement or offer made contrary to the written specifications.

4.1.10. Interested Respondents are encouraged to register in advance and submit their intent to bid notification, if requested on the e-Procurement Portal.

4.2. Submission Support:

4.2.1. The City of Leander e-Procurement Portal is compatible with the following browsers:

Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Browser cookies and JavaScript must be enabled on the browser. Submission by other https://leandertx.bonfirehub.com/ https://leandertx.bonfirehub.com/ https://leandertx.bonfirehub.com/login methods will not be accepted unless non-electronic samples are required for this solicitation.

4.2.2. Respondents should contact Bonfire at support@gobonfire.com for technical questions related to submissions or visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

4.2.3. Support through Bonfire or the City of Leander is not guaranteed one hour prior the submission due date. Interested Respondents are encouraged to begin the submission process one week prior to the bid due date. This allows time to troubleshoot any submission issues.

5. AGREEMENT NEGOTIATIONS: In establishing an agreement as a result of the solicitation process, the City may:

5.1. Review all submittals and determine which Respondents are reasonable qualified for award of the agreement.

5.2. Determine the Respondent whose submittal is most advantageous to the City considering the evaluation criteria.

5.3. Attempt to negotiate with the most responsive Respondent an agreement at fair and reasonable terms, conditions and cost.

5.4. If negotiations are successful, enter into an agreement or issue a purchase order.

5.5. If not successful, formally end negotiations with that Respondent. The City may then:

5.5.1. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair and reasonable terms, conditions and cost with that Respondent.

5.5.2. The City shall continue this process until an agreement is entered into or until all negotiations are terminated.

5.6. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most advantageous, or to waive any irregularities or informalities in the submittal received.

6. POST AWARD MEETING: The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

6.1. Identify specific milestones, goals and strategies to meet objectives.

6.2. Provide City contact(s) information for implementation of agreement.

7. COSTS INCURRED: Respondent shall acknowledge that the issuance of a solicitation shall in no way obligate the City to award a contract or to pay any costs associated with the preparation of a response to said solicitation. The costs in developing and submitting proposals, preparing for and participating in oral presentations or any other similar expenses incurred by a Respondent are the sole responsibility of the Respondent and shall not be reimbursed by the City.

PART III

SPECIFICATIONS

SUMMARY:

City of Leander, herein “the City”, seeks to establish pre-event contracts for Citywide Disaster Debris Management Services with qualified Individuals, Firms or Corporations, herein after “Respondent(s)”.

The primary purpose of this contracting exercise is to create at-the-ready resources, at established prices, for the City’s disaster response and recovery operations in the event of a weather event or disaster situation.

mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us

The City intends to award one (1) or more contracts to be utilized on an “as-needed” basis to provide clean-up, demolition, removal, reduction, and disposal of debris as directed by the City following a natural or manmade disaster.

The intent of this proposal is to enable the City to acquire a qualified contractor to perform emergency debris removal services on an on-call basis for the City of Leander. Eligible debris to be removed shall be determined to eliminate immediate threats to life, public health, and safety; determined to eliminate immediate threats of significant damage to improved public or private property; and/or considered essential to ensure economic recovery of the affected community to the benefit of the community at large.

All contractors providing disaster-generated debris removal services are invited to submit a proposal.

The successful Offeror (Contractor) must meet all requirements of this RFP, maintain proper licensing, and comply with all federal, state, and local laws and mandates relative to the services specified in this RFP.

SCOPE OF WORK

The Contractor shall provide post-disaster debris removal and debris disposal services on public property and public rights-of-way (“ROW”). This scope of work (“SOW”) establishes the minimum requirements for these services. The Contractor shall provide products and services as described herein. Until revised or rescinded in writing, this SOW shall apply to future purchases and contractual obligations. The contract will be utilized by Citywide departments as needed.

All eligible proposals submitted in response to this Request for Proposal (“RFP”) that address the objectives of the solicitation will be considered by the City.

The scope of work is to provide services to the City on an as-needed basis to protect public health, safety and well-being during an emergency or disaster situation in the shortest time period possible.

Respondents understand and agree that the provision as requested is in the most expedient manner possible, and of the utmost priority, and will provide services requested within 24 hours of a declaration or request with a written purchase order from City of Leander staff.

The City is preparing for future disasters by entering a contract for post-disaster debris removal and disposal services. The City will accept proposals from qualified contractors with experience in disaster and debris removal and disposal services, and in the preparation, response, recovery, and mitigation phases of emergency situations or disasters. It is the intent of the City to award this contract to one or more primary Contractor(s) that will be responsible for all debris operations listed within this contract.

Work under this solicitation consists of post-disaster debris removal and disposal from:

• streets, roads, and rights-of-way.

• Public property and facilities;

• Any other public site as may be directed by the Director of Emergency Management or designee;

• Private property when necessary to protect the public (life safety) or to facilitate completion of required work, provided that entry onto private property is specifically authorized by Director of Emergency Management or designee; and

• Streets, roads, and rights-of-way of all unincorporated, and rural areas within the City, as directed by Director of Emergency Management or designee.

The work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to clear, remove, load, and haul debris from public ROW to Debris Management Sites (“DMS”) (or Temporary Debris Storage and Reduction (“TDSR”) sites) and/or approved facilities.

The City recognizes concerns for the depletion of natural resources and the ecological effect of wastes in the environment and encourages the use of recycled, recyclable, and reusable products and materials.

NOTE: No Contractor shall concurrently hold with the City both a Post Disaster Debris Removal contract and a Post Disaster Debris Monitoring Services contract.

The City reserves the right to perform any portions of this work internally. The Contractor shall comply with all FEMA reimbursement eligibility requirements (reference Exhibit B, Public Assistance Program and Policy Guide (PAPPG) Version 4 – FP.104-009-2.)

DEBRIS REMOVAL SERVICE

PREPAREDNESS At no cost to the City, the Contractor, and any key personnel proposed by the Contractor, shall participate in the City’s annual disaster preparedness training activities, a maximum of two days each year, as requested by the City. The City shall inform the awarded Contractor of the dates for the training activities via email with at least two weeks’ notice.

PREPOSITIONING Upon notification from the City, the Contractor shall provide a two-person management team on-site to participate in advance recovery preparations. This two-person management team shall be on-site 24 to 36 hours prior to the projected disaster. The purpose is to initiate actions necessary to ensure that Contractor’s resources shall be able to begin recovery operations within 36 hours of receiving the Notice to Proceed from the City.

INSPECTION OF DEBRIS As soon as possible after the disaster event has subsided or upon request from the City, the Contractor shall make a detailed and thorough on- site inspection of debris to be removed. During this inspection, the Contractor shall consider the following at a minimum:

• Amounts and types of debris;

• Working conditions such as traffic, street/road width, and land use;

• Means of ingress and egress to work areas and debris management sites; and

• All other factors affecting the removal and disposal work.

COORDINATION Debris removal is limited to that which is determined by the City to be in the best public interest and that which is considered essential to the economic recovery of the affected area.

The Director of Emergency Management or designee will consult with the Contractor to determine priorities for debris removal. The Contractor shall coordinate with other contractors, City officials, and parties as directed by the Director of Emergency Management or designee;

VEHICLE REQUIREMENTS Prior to commencing any removal work, the beds of all hauling vehicles must be measured to determine their fully loaded capacities in cubic yards. The vehicles must be marked externally with the owner/operator’s name, the contract number, vehicle ID number, and the fully loaded capacity. Those markings must be clearly visible on both sides of the vehicle and on the front wall of the bed. All markings must be certified by the Contractor. A list of all vehicles shall be provided to the Director of Emergency Management or designee in accordance with the requirements specified in Section 7.1.1, Vehicle Information.

LOAD TICKETS The Contractor shall submit a load ticket example for review with the Contractor’s proposal. The City and the Contractor will come to a mutual agreement on the final load ticket to be used. The tickets must be signed by the vehicle driver and then presented to the City’s monitor at the designated disposal site. (The City’s monitor’s contact information will be provided to the awarded Contractor upon award of the contract.). A copy of the ticket should also be submitted to the driver.

The Contractor will not be paid for tickets that are not signed. At a minimum, each load ticket will contain the following information:

• Contractor Name;

• Ticket Number;

• Load Site Location;

• Date;

• Load Site Zone;

• Truck (Container) Number;

• Capacity (Container);

• Total Debris Volume (Quantity);

• Dump Site Name (Location);

• Debris Classification (Vegetation, C&D, Mixed, Other);

• Comment Section; and

• Verification Signature Lines (Load Site, Dump Site Monitors, and Contractor).

HAZARDOUS MATERIALS Hazardous and toxic wastes shall be loaded, hauled, and disposed of by others and are excluded from this work. The City shall execute a separate hazardous materials removal and disposal contract; however, collection schedules may or may not necessarily coincide with the debris removal work. Hazardous materials include, but are not limited to chemicals, petroleum products, paint products, asbestos, power transformers, oxygen bottles, propane tanks, batteries, industrial and agricultural chemicals, cleaning agents, and similar hazardous, dangerous, or toxic materials. Residents are instructed to separate all hazardous waste from other debris at curbside, but the Contractor shall be aware that hazardous materials might be commingled with debris. The Contractor shall take every precaution to avoid loading and hauling hazardous materials.

Notwithstanding, the Contractor shall be aware of the appropriate safety precautions. Further, the Contractor shall be responsible for safe and proper (according to all federal, state, and local laws and regulations) handling of any hazardous materials inadvertently loaded by the Contractor. The Contractor shall notify the Director of Emergency Management or designee of locations where hazardous materials are encountered within six hours of encounter.

OTHER NON-COLLECTION ITEMS The following items must not be removed or hauled to the designated disposal sites:

• Household putrescible waste;

• Electric company transformers, poles, and other equipment and materials;

• Telephone company transformers, poles, and other equipment and materials;

• Traffic signs, signals, and appurtenances;

Curbside collection of household compostable garbage shall be handled by the current public and private haulers. Household garbage must not be mixed with storm debris. All utility equipment, traffic signs, and signals that are encountered must be moved to a visible, accessible location at or near curbside for disposition by utility companies for the City.

Debris on private property may be removed only upon receipt of authorization from the Director of Emergency Management or designee to do so and only if it poses an immediate threat to public health and safety, interferes with prescribed removal operations, or is necessary to allow the Contractor to perform assigned tasks. In such cases, authorization to enter onto private property must be obtained from the Director of Emergency Management or designee.

Vehicles that are in the way of debris removal operations may not be moved. Instead, the Contractor shall report the locations of such vehicles to Director of Emergency Management or designee and include the information in the daily report (please reference SOW Section K – Reporting, Certifications, and Invoicing).

Debris shall be removed from all parts of the City. The Contractor may also be required to remove debris from a DMS to another DMS or to an approved facility. During debris removal operations, extreme caution must be exercised by the Contractor to ensure that no damage is done to public or private properties.

All crawler or tracked vehicles operated on public streets must have pads to prevent damage to hard-surfaced streets.

LOOSE DEBRIS All loose debris, such as tree limbs, must be compacted in the hauling vehicles during loading. All debris extending beyond the vehicle in any horizontal direction must be cut off or otherwise removed so that the debris remains within the containment area of the vehicle.

CONTAINMENT OF LOADS: All vehicles utilized in hauling debris must be equipped with means for containing the load, including canvas covering or other suitable cover while transporting the debris to the DMS and/or approved facilities. The covering must prevent debris from being blown or bounced off the vehicles. Sideboards or other extensions to the bed shall be permitted provided they meet state and local requirements, cover the front and two sides, and are solidly constructed. Sideboards must be constructed of 2” x 6” boards or greater and may not extend more than two feet above the metal bed sides. Vehicles must be equipped with a tailgate or other devices that shall effectively contain the debris on the vehicle while hauling and also permit the vehicle to be loaded to capacity.

HAULING All debris must be hauled to the assigned DMS and/or approved facilities. All trees, woody debris, and brush shall be accepted at DMS and may be accepted at other sites specifically approved by the City. Construction and demolition debris must be similarly transported.

EQUIPMENT STORAGE The Contractor is responsible for locating areas where its equipment may be stored, serviced, and repaired. Such areas must not be located within ROW, impact traffic flow, or produce a safety hazard. This does not preclude parking equipment for short periods of time, including overnight, in ROW areas where work is in progress. On-site refueling and operating checks, including daily maintenance, shall be allowed. Prepared areas within the DMS may be used for this purpose. The Contractor is responsible for obtaining approval from the City.

SCHEDULE

REMOVAL OPERATIONS Removal operations must begin within 36 hours of receiving the Notice to Proceed and be functioning at 100% of capacity within five days. These operations are to be fully integrated with the DMS operations. Removal may begin earlier if disposal sites are available and prepared. The Director of Emergency Management or designee reserves the right to increase or decrease the scope of the removal activity as deemed necessary to ensure effective management of the overall debris removal and disposal operations.

WORKING HOURS Unless otherwise permitted by the City, working hours for removal operations shall be limited to daylight hours.

DMS Operation

Work under this section consists of preparation, operation, and closure of DMS for the project. At these sites the Contractor shall accept, temporarily store, segregate, reduce, recycle as appropriate (according to all local, state, and federal laws, rules, and regulations) and dispose of debris generated by the disaster event and brought to the site by trucks/vehicles under the Contractor’s control or by other carriers specifically designated by the City.

Upon commencement of this contract, the Contractor shall identify properties within the Georgetown area and enter into separate agreements with the property owners to prepare and use each property as a DMS. All DMS, disposal sites, and treatment methods used by the Contractor shall be approved by the City prior to being used.

Any changes in DMS, disposal site, or treatment method without obtaining prior approval of the City shall constitute a material breach of this contract. In all instances, the Contractor shall adhere to the Environmental Protection Agency (“EPA”) treatment standards for treatment and disposal of wastes.

The Contractor shall conduct environmental surveys, prepare the property as needed, acquire state permits as required, and handle all other arrangements to be able to use the property on short notice as a DMS. The Contractor shall notify the Director of Emergency Management or designee of any such agreements within eight to twelve hours of receiving the agreement. At each DMS the Contractor shall be fully prepared to:

• Accept materials collected during debris removal operations;

• Segregate materials into waste streams that can either be recycled, picked up by other Contractors (as in the case of hazardous waste), treated in a common manner (e.g., mechanical reduction), or taken to a common disposal point such as an approved landfill;

• Reduce materials through mechanical reduction (e.g., chipping, grinding), incineration (if specially authorized by the Director of Emergency Management or designee), and recycling on site, or post-collection resale for recycling or other purposes;

• Conduct on-site air curtain burning of certain materials as may be directed by the City. The Contractor shall identify equipment and operator resources required; however, no burning may take place without specific City direction; and

• Dispose of segregated or reduced debris through resale of materials or disposition of processing wastes in a properly permitted (according to all federal, state, and local laws and regulations) landfill or other disposal site.

GENERAL OPERATIONS The Contractor shall operate each DMS following the specifications described herein and following all federal, state, and local laws and regulations, for such time as the Contract Director of Emergency Management or designee deems necessary. DMS may operate on a 24-hour, 7-day basis unless otherwise directed by the Director of Emergency Management or designee.

The Contractor shall operate such equipment as is necessary to reduce by mechanical means or incineration all materials deposited at the DMS that require reduction before final disposal. The Contractor shall segregate all debris in accordance with the method of processing and potential for recycling. The Contractor shall coordinate with the City’s hazardous waste contractor to separate and contain all hazardous wastes for pickup and disposal. Putrescible waste shall be separated and contained for pickup by the City’s designated hauler. The Contractor shall staff the DMS with personnel to ensure the waste stream segregation and processing operation does not reduce the capacity to remove debris from City streets in a timely manner. The operation of each DMS must conform to these specifications and any permits issued for the DMS. The Contractor is responsible for all site and worker safety issues.

PREPARATION To expedite the implementation of DMS operations, the Contractor shall provide personnel on-site prior to a projected disaster event to carry out any activities necessary to assure that the DMS shall be ready when needed. Actual preparation of the DMS must begin within 36 hours of receipt of the Notice to Proceed and the sites must be fully operational not more than five days thereafter.

DMS/TDRS SITE SETUP The Contractor shall prepare each site for operation, if not already in place, by installing the following features:

• Perimeter fencing;

• Construction entrances, including gates, which must always be monitored by Contractor to prevent unauthorized vehicles or illegal dumping;

City of Georgetown RFP No. 202338 –On-Call Debris Removal Page 16

• Built-up aggregate access roads;

• Drainage and storm water retention features (where applicable);

• Erosion and sediment control fencing;

• Inspection tower;

• Operations trailer;

• Rest area as appropriate, to consider prevention of hot and cold weather-related injuries/illnesses;

• Restroom and hand-washing facilities appropriate to operations and personnel working on disaster debris management; and

• All other site improvements necessary for the safe, efficient, economical, and environmentally acceptable operation of the sites.

CONTAINMENT The Contractor shall construct berms or, if hazardous waste is present, coordinate with hazardous waste contractor to provide suitable secondary containment around all non-truck-mounted fuel storage tanks, hazardous wastes, and stockpiled ash to prevent runoff of materials into adjacent ditches and surface waters or storm water ponds.

BASELINE SAMPLING AND TESTING Prior to the commencement of operations at the DMS, the Contractor shall collaborate with a third party to collect and test soil and groundwater samples at each DMS in areas designated for storm water retention, ash storage, vehicle maintenance, and fuel dispensing operations and any areas where hazardous substances and petroleum products are or might be generated, stored, or used. Samples must be tested to Total Petroleum Hydrocarbons (“TPH”) and Resource Conservation and Recovery Act (“RCRA”) metals. The Contractor shall secure independent laboratory analytical tests for the referenced substances tested and provide the results to the Contract Director of Emergency Management or designee within 24 hours of receiving results.

Also, the Contractor shall complete soil and groundwater closure sampling and testing in the areas described in the baseline sampling information. The same tests must be completed as were performed prior to commencing with DMS operations (TPH and RCRA metals). The analytical results must be provided to the Director of Emergency Management or designee prior to closure of each DMS. Areas found to be contaminated above the baseline values must be remediated by the Contractor. The Contractor is regarded as the generator of such contaminants for the purposes of federal environmental statutes.

PROTECTION Within the limits of or adjacent to the DMS, there may be existing underground electric, telephone, and television cables and conduits, and gas, water, and sewer utility lines which cannot be located from existing data. It is the responsibility of the Contractor to determine their exact location and to carry out the work carefully and skillfully to avoid damage to them. The City may elect to provide this information to the Contractor in advance. In any case, the Contractor shall ensure the locations of such utility installations are marked.

TEMPORARY UTILITIES All temporary utilities including sewage disposal and potable water must be provided by the Contractor.

SIGNAGE The Contractor shall provide signs at each DMS in accordance with City specifications, and each sign must contain the following information:

• The Contractor’s superintendent’s name, local address, and local 24- hour telephone number;

• Name of the DMS facility;

• Debris Management Site-Authorized Personnel/Vehicles Only;

• Personal Protective Equipment (“PPE”) Required at All Times;

• Name, address, and telephone number of the City representative to contact in case of an emergency; and

• Safety requirements while on site at DMS.

PLANS The Contractor shall develop and provide to the Director of Emergency Management or designee the following materials no less than 36 hours before commencement:

• Site layout plan;

• Proposed operating procedures; and

• Site/operations safety plan.

INSPECTION NOTIFICATION The Contractor shall notify the Director of Emergency Management or designee when all DMS preparations are completed, and the Contractor shall not haul debris to the DMS until the Director of Emergency Management or designee has inspected and approved the site for commencement of DMS operations.

DMS CLOSURE/RESTORATION The Contractor shall restore all DMS to their original condition to the extent feasible or to the satisfaction of the Director of Emergency Management or designee.

Unless otherwise directed by the City, all improvements (e.g., fencing, haul roads, trailer) must be removed. The Contractor shall reestablish grades (e.g., roads, ditches) throughout each DMS. The Contractor shall request and participate in site inspections by the Director of Emergency Management or designee for final approval of all site closure and restoration activities. Refusal to restore the area could result in withholding of payment.

EXISTING CONDITIONS As a part of the site preparation, the Contractor shall photo-document the site conditions using both a video camera and still photographs. The Contractor should keep one copy of the videotape and photographs for its records. The Contractor shall provide one copy of the videotape and the still photographs to the Contract Director of Emergency Management or designee via email at the completion of the site preparation.

The Contractor shall be aware of, and abide by, the conditions of any permits under which they must operate. The Contractor shall be responsible for knowing the applicability and requirements of all applicable environmental laws and regulations that could pertain to the operation of DMS.

The Contractor shall pay all costs associated with violations of law or regulation relative to his/her activities. Such costs might include, but are not limited to:

• Site cleanup and/or remediation;

• Fines;

• Administrative or civil penalties;

• Third-party claims imposed on the City by any regulatory agency or by any third party because of noncompliance with federal, state, or local environmental laws and regulations; or

• Nuisance statutes by the Contractor, their subcontractors, or any other persons, corporations, or legal entities retained by the Contractor under this contract.

MEETINGS The Contractor shall attend all meetings required by the Contract Director of Emergency Management or designee or designee to evaluate the operations of the DMS. Failure to attend meetings will be considered a breach of contract.

CONTROL OF MATERIAL The Contractor shall make every effort to control the nature of the material allowed into the DMS, with the objective to have only Construction and Demolition (“C&D”) materials, clean woody debris, household debris (other than hazardous and garbage), and similar materials brought to and deposited in the DMS. All materials brought to the DMS by vehicles under Contractor’s control or because of unauthorized or illegal dumping, but not accepted at the DMS, must be disposed of by the Contractor at an approved landfill or by other legal means of disposal.

ENVIRONMENTAL CONTROLS The Contractor is responsible for monitoring the temperature of stockpiled mulch at least twice daily to detect hot spots resulting from natural microbial decomposition. Upon finding a hot spot, the Contractor shall mechanically mix the affected mulch to cool it down and avoid creating a fire hazard. The Contractor shall secure the services of an independent laboratory to sample and test any ash generated from burning prior to its lawful disposal.

Copies of all documents pertaining to the disposition of the ash (e.g., analytical results, shipping manifests, certificates of destruction) must be submitted to the Director of Emergency Management or designee. The Contractor shall secure an EPA Identification Number prior to the lawful disposal of any ash determined to be hazardous based on analytical results. Copies of this documentation must be provided to the Director of Emergency Management or designee for review prior to lawful disposal of the ash.

The Contractor shall separate hazardous waste and asbestos from all woody and structural debris that is to be further processed, reduced, recycled, or burned. Segregation of asbestos from curbside debris planned for direct disposal at a landfill shall not be required.

CONTROL OF RODENTS, VERMIN, INSECTS, BIRDS, AND WILDLIFE The Contractor shall operate the DMS in such manner as to minimize the possibility of infestation by rodents, other vermin, and insects and to minimize the potential for attracting birds and wildlife. The Contractor shall be responsible for proper and safe application of rodenticide and insecticide as a precautionary tactic to minimize the potential for infestation, with approval from the City. Additional applications of such materials shall be made as necessary to eradicate infestations. All sites and work areas shall be subject to inspection and monitoring by City health and safety personnel.

DEBRIS OWNERSHIP AND DISPOSAL The Contractor shall remove or arrange for the removal and final disposal of all debris brought to the DMS. Options include but are not limited to: sending the material to an authorized and properly permitted (according to any and all federal, state, and local laws and regulations) disposal area, recycling facility, or resale entity. The Contractor shall maintain records for all materials including processed debris, residue, and hazardous materials being transported from the DMS to disposal or recycling facilities. The Contractor shall be considered the owner of all debris brought to the DMS.

COMPENSATION FOR DEBRIS CLEARANCE AND HAULING

The Contractor shall be compensated by the cubic yard for those activities shown below, and debris shall be measured by volume. The goal of the debris removal work is to load and haul debris from public property and the public ROW to assigned DMS and/or approved landfills. In general, but not exclusively, this consists of curbside debris removal on City property. The types of debris to be removed include, but are not limited to trees, woody debris, brush, building wreckage, construction, and demolition debris (“C&D”), and personal property and household goods on public property or in public ROW. Debris removal operations also include the removal of tree stumps, cutting and removing partially uprooted or split trees and tree stumps, collection of debris laden sand, and backfilling of stump craters.

Debris is to be removed without regard to whether it was deposited in those areas because of the disaster or placed there by local resident after the disaster. Debris shall be removed from all parts of City as well as the DMS.

The Contractor shall not be compensated for disposing of any material not defined as eligible debris.

The Contractor and City will inspect each load to verify that the contents are in accordance with the accepted definition of eligible debris. If any load is determined to contain material that does not conform to the definition of eligible debris, the load will be ordered to be deposited at another landfill or receiving facility. No payment will be allowed for such loads, and the Contractor will not invoice the City for such loads. For each eligible load picked up, hauled, and processed, a record of the cubic yards will be recorded by the Contractor and City on numbered tickets supplied by the Contractor.

Copies of each load record will be available to the Contractor and to the City’s designee on site.

DMS preparation, permitting, operation, environmental assessment, and closure shall be included in the fee per cubic yard for the various activities listed below. The Contractor must bill, and the City will pay by the cubic yard for:

• Reduction of vegetative debris by burning at the DMS;

• Reduction of vegetative debris by grinding at the DMS;

• Reduction of C&D debris at the DMS;

• Loading and transport of reduced vegetative debris to the final disposal site; and

• Loading and transport of C&D debris to the final disposal site.

The City will pay the cost of final disposal.

The Contractor shall not receive any payment from the Director of Emergency Management or designee for haul out or load tickets related to reduced or unreduced debris transported and disposed of at a final disposal site that was not approved by the Director of Emergency Management or designee.

GROUP 1 – ROW VEGETATIVE COLLECTION RATE Vegetative debris in the ROW is defined as debris, resulting from a hurricane or other natural or human-caused disaster that has been or will be placed along public ROWs, easements, City parks, alleys, City debris staging areas, and other areas as designated by the Contract Operations Manager.

Vegetative debris collected from public ROW shall be transported to and dumped at the DMS by the Contractor. This includes the removal, collection, hauling, and disposal of all stumps not originating in the ROW (including stumps removed by third parties and placed in the ROW).

For the purposes of this contract, eligible vegetative debris that is piled in immediate proximity to the actual legal street ROW and that is accessible from the ROW line with loading equipment (that is not behind a fence or other physical obstacle) will be deemed to be on the ROW and is to be removed.

GROUP 2 – PRIVATE PROPERTY VEGETATIVE COLLECTION RATE Vegetative debris collected from private property shall be transported to and deposited at the DMS by the Contractor, as approved by the City.