7-1. RFP S2026-019 Disaster Recovery Services.pdf

City of Liberty Hill Purchasing Department Solicitation Number: S2026-019

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Request for Proposal

Solicitation Number: S2026-019

Project Name: Disaster and/or Storm Recovery Services

Project Number: N/A

NIGP Class/Items: 990-29 • 990-30 • 990-60 • 968-71

Schedule of Events Solicitation Posted Date: September 30, 2026 Pre-Submittal Meeting: October 15, 2026; at 10:00AM Vendor Questions Due: October 20, 2026; by 5:00PM

Answers Posted to Bonfire: On or Before October 22, 2026 Response Due Date: October 28, 2026; at 1:00PM

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or Before December 2026

Purchasing Department 926 Main St.

Liberty Hill, TX 78642

ATTENTION: It is the responsibility of interested parties to periodically check the City’s Bonfire website [https://libertyhilltx.bonfirehub.com/] for updates to the solicitation prior to submitting a response. The respondent’s failure to periodically check the City’s Bonfire website will in no way release the selected Vendor from additional information resulting in additional costs to meet the requirements of the solicitation.

The City will not be held responsible for any further communication beyond updating the Bonfire website.

https://libertyhilltx.bonfirehub.com/

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Table of Contents Part I – General

1. Purpose

2. Definitions, Terms and Conditions

3. Attachments

4. City Contact and Prohibited Communication

5. Respondent Requirements

6. Best Value Evaluation and Criteria

7. Committee Review

8. Agreement Term

9. Award

10. Prompt Payment Policy

11. Non-Appropriation

12. Confidentiality of Content

13. Right To Audit

14. Protests

15. Risk of Non-Performance

Part II – Response Instructions

1. Schedule of Events

2. Pre-Submittal Meeting

3. Response Submission

4. Post Award Meeting

5. Costs Incurred

6. Ethics Ordinance and Disclosure Statements

Part III – Specifications

1. Scope

2. Project Management

3. Performance and Payments Bonds

4. Insurance

5. Builder Warranty

6. Project Timeline

7. Permitting Fees

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Part I – General

1. Purpose

The City of Liberty Hill, herein after “City”, seeks to enter into an agreement with a qualified Individual, Firm or Corporation, herein after “Respondent”, to provide clearing and removing any and all “eligible” debris on an AS NEEDED basis, as defined by Federal Emergency Management Agency (FEMA) Publication 325, all applicable State and Federal Disaster Specific Guidance’s (DSGs) and policies, and as directed by the City of Liberty Hill.

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.libertyhilltx.gov/511/Purchasing.

2.1 Any exception to additional terms and conditions attached to the response will not be considered unless respondent specifically references them on a provided attachment.

WARNING: Exception to additional terms and conditions may result in disqualification of the response. If no additional terms and conditions are provided in Part I, Section 3, Respondent may disregard Part I, Section 2.1.

3. Attachments Attachments are herein made a part of this agreement:

3.1. Attachment A – Reference Form

3.2. Attachment B – Proposal Form

3.3. Attachment C – Agreement for Disaster and/or Storm Recovery Services

3.4. Attachment D – Agreement Certification Form

3.5. Attachment E – Verification Form

3.6. Attachment F - Stump Conversion Table; Diameter to Volume Capacity

4. City Contact and Prohibited Communication Contact: All communications about this solicitation shall be made in writing to the City’s authorized contact, addressed to the following assigned Team Member:

Primary Contact: Kelly Wenzel, Procurement Administrator

Email: kwenzel@libertyhilltx.gov

Prohibited Communications: Upon posting of this solicitation, City of Liberty Hill, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential respondents or their representative(s). Attempts to ask questions by phone, email, or in person will not be allowed or recognized as valid. Failure to observe this restriction may result in disqualification of any subsequent response to this solicitation. Respondent may rely only on written statements issued through or https://www.libertyhilltx.gov/511/Purchasing mailto:kwenzel@libertyhilltx.gov

4 | P a g e by City of Liberty Hill authorized contact. This restriction does not preclude discussions between affected parties for the purposes of conducting business unrelated to this solicitation.

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 services outlined in this solicitation in the State of Texas;

5.2. Respondents must be licensed and or certified to do business in the State of Texas in their applicable field relating to the scope of work and all requirements needed while doing business with the City.

5.3. Respondents shall maintain staffing levels to provide prompt, efficient service to the City.

6. Best Value Evaluation and Criteria Respondents may be required to make an oral 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.

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 may be assigned to each response. A committee of City of Liberty Hill evaluators has been established to evaluate the Solicitation Responses.

Criteria Possible Points

Experience and Qualifications: Respondent shall provide a brief history of the organization and explanations of unique qualifications for consideration. Information shall provide length of years in business.

Proposed Program: Respondent shall provide detailed information and specifications on proposed program to meet City’s needs to include all items/ requests referenced in PART III of this Solicitation.

Cost proposal and pricing structure 20

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Criteria Possible Points

Experience with FEMA Coordination: Respondent must provide a list of projects completed within the last 5 years in which FEMA was involved 20

References Acceptable/ Inacceptable

Total 100

8. Agreement Term The terms of the awarded agreement shall include but not be limited to the following:

8.1. 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:

8.1.1. Solicitation document, attachments and exhibits;

8.1.2. Solicitation addendums, if applicable;

8.1.3. City’s Definitions, Terms and Conditions;

8.1.4. Successful Respondent’s submission.

8.2. The initial term of the resulting agreement shall be two (2) consecutive twelve (12) month periods from the effective date. The agreement may be renewed for one (1) additional periods of time, not to exceed twelve (12) months each, provided both parties agree in writing prior to the expiration of the current term.

8.3. 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.

8.4. The City shall also have the right to terminate the Agreement, in whole in part, without cause anytime upon thirty (30) calendar days’ prior written notice. Upon receipt of a notice of termination, the Respondent shall promptly cease all further work pursuant to the Agreement, with such exceptions, if any, specified in the notice of termination. The City shall pay the Respondent to extent of funds appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms hereof.

8.5. 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.

9. 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://libertyhilltx.bonfirehub.com/.

9.1. 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

6 | P a g e irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City.

9.2. The City reserves the right to automatically disqualify a response if the responding entity has had any negative performance marks related to other City projects within the last five (5) years.

9.3. 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 Administrator, and other City employees or agents who exercise discretion in planning, recommending, selecting and contracting of a vendor. Please contact the City Secretary for a list of City employees and agents who may qualify as local government officers.

9.4. A completed CIQ Form is required with each response. If no conflict is present, respondent must fill out section one, write “N/A” in section three, write in “N/A” in section five, and sign section seven. https://www.ethics.state.tx.us/forms/conflict/

9.5. 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.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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 supplies, materials, equipment, or the day on which the performance of services was completed or the day, on which the City receives a correct invoice for the supplies, materials, equipment or services, 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 supplies, materials, services or equipment delivered or the services performed that causes the payment to be late; or

10.2. The terms of a federal agreement, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or

10.3. There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material, or equipment delivered or the services performed which caused the payment to be late; or

10.4. 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 funds sufficient to purchase the estimated yearly quantities, 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.

12. Confidentiality of Content All documents submitted in response to a solicitation shall be subject to the Texas Public Information Act.

Following an award, responses are subject to release as public information unless the response or specific parts of the response can be shown to be exempt from the Texas Public Information Act. Pricing is not considered to be confidential under any circumstances.

https://www.ethics.state.tx.us/forms/conflict/ https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

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12.1. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be clearly indicated with stamped, bold red letters stating "CONFIDENTIAL" on that section of the document. The City will not be responsible for any public disclosure of confidential information if it is not clearly marked as such.

12.2. If a request is made under the Texas Public Information Act to inspect information designated as confidential, the Respondent shall, upon request from the City, furnish sufficient written reasons and information as to why the information should be protected from disclosure. The matter will then be presented to the Attorney General of Texas for final determination.

13. Right To Audit The Respondent understands that acceptance of funds as part of this solicitation acts as acceptance of the authority of the City to conduct an audit or investigation in connection with those funds. The Respondent further agrees to cooperate fully with all efforts involved in the connection of conducting the audit or investigation, including providing all records requested. The Respondent shall ensure that this clause concerning the authority to audit funds received indirectly by subcontractors through the Respondent and the requirement to cooperate is included in any subcontract it awards.

14. Protests Protests must be filed in accordance with and governed by City of Liberty Hill Internal Protest Procedure, which can be located on the City of Liberty Hill website.

15. Risk of Non-Performance The City may disqualify a Respondent if there is an unacceptable risk that it will fail to perform the Contract. The Respondent bears the burden of establishing:

16.1. ability, capacity, and skill to perform the contract or provide the service required

16.2. ability to perform the contract or provide the service promptly, or in the time required, without delay or interference

16.3. character, responsibility, and integrity

16.4. current compliance with laws relating to the contract or service

16.5. sufficient financial resources to perform the contract and provide the service, and

16.6. conformity to all material specifications required in this Solicitation.

16.7. The City may consider any source of information it deems reliable.

Part II – Response Instructions

1. Schedule of Events

City of Liberty Hill intends to proceed according to the following schedule. These dates represent a tentative schedule of events. City of Liberty Hill reserves the right to change the dates in the Schedule of Events upon written notification to prospective Respondents through posting an Addenda on the City of Liberty Hill e-procurement system.

Schedule of Events Solicitation Posted Date: September 30, 2026 Pre-Submittal Meeting: October 15, 2026; at 10:00AM Vendor Questions Due: October 20, 2026; by 5:00PM

Answers Posted to Bonfire: On or Before October 22, 2026 Response Due Date: October 28, 2026; at 1:00PM

Oral Presentation (if necessary) TBD Expected Contract Award Date: On or Before December 2026

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All questions regarding the solicitation shall be submitted through the e-procurement system 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.

Respondents may be required to make an oral presentation to the selection team to further present their qualifications. These presentations will provide the Respondent the opportunity to ensure a mutual understanding of the services to be provided and the approach to be used.

2. Pre-Submittal Meeting A NON-MANDATORY pre-submittal meeting will be held to fully acquaint Respondents with the unique needs of the City. The pre-submittal meeting will be conducted on:

October 15, 2026; at 10:00AM TEAMS Meeting: Link location can be found in the events section on the e-procurement platform

The City considers this pre-submittal meeting non-mandatory but we strongly suggest attending to give Respondents a better understanding of the project. However, if a respondent chooses not to attend, this will not disqualify the Respondent. It is the responsibility of the Respondent to be familiar with the requirements herein and to ask any relevant questions they may have concerning this solicitation. Any verbal responses provided by City staff at the pre-submittal meeting are not confirmed until they are in writing and posted. Only written responses shall be official and all other forms of communication with any officer, employee or agent of the City shall not be binding on the City of Liberty Hill. Respondents are encouraged to resubmit all their questions discussed in writing, after the conclusion of the pre-submittal Meeting. Respondents attendance will be documented at the pre-submittal meeting.

3. Response Submission The City of Liberty Hill utilizes an e-Procurement Portal that will accept submission of the electronic response to this solicitation.

3.1. Submission Instructions:

3.1.1. Respondent shall upload response content using the City of Liberty Hill e-

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

3.1.2. 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://libertyhilltx.bonfirehub.com/) 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.

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

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

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

Due Date in the e-Procurement Portal.

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

3.1.7. No response can be withdrawn after opening without written approval from the

City for an acceptable reason.

3.1.8. Telephone or faxed Responses will not be considered.

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

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

3.2. Submission Support:

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3.2.1. The City of Liberty Hill 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 methods will not be accepted unless non-electronic samples are required for this solicitation.

3.2.2. 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.

3.2.3. Support through Bonfire or the City of Liberty Hill 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.

3.3. A submission responding to this RFP signifies the vendor’s agreement that the submission, and the content thereof, are valid for ninety (90) days following the submission deadline unless otherwise agreed to in writing by all parties.

4. Post Award Meeting The City and Respondent shall have a post award meeting to discuss, but not be limited to the following:

Identify specific milestones, goals and strategies to meet objectives.

5. 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.

6. Ethics Ordinance and Disclosure Statements The City’s Ethics Ordinance requires persons seeking to enter discretionary contracts with the City or appearing before the City Council or another City board or body to disclose certain conflicts of interest.

The relevant sections of the Ethics Ordinance are set forth below. The Ethics Ordinance can be found in Article 2.05 of the City’s Code of Ordinances at the following link: https://ecode360.com/LI6389

Part III – Specifications

1. Scope

Under this solicitation, work shall consist of clearing and removing any and all “eligible” debris as defined by Federal Emergency Management Agency (FEMA) Publication 325, all applicable State and Federal Disaster Specific Guidance’s (DSGs) and policies, and as directed by the City of Liberty Hill. Work will include 1) examining debris to determine whether or not debris is eligible, burnable or non-burnable, 2) loading the debris, 3) hauling debris to approved Temporary Debris Storage and Reduction Sites (TDSRS) or landfill(s), 4) reducing the debris, 5) hauling the debris to an approved disposal facility, and 6) dumping the debris at the dumpsite or landfill. Debris not defined as eligible by FEMA Publication 325 or State or Federal DSGs or policies will not be loaded, hauled, or dumped under this contract unless written instructions are given to the Contractor by the City of Liberty Hill. It shall be the Contractor’s responsibility to load, transport, reduce, and properly dispose of any and all disaster generated debris which is the result of the event under which the Contractor was issued a notice to proceed, unless otherwise directed by the City of Liberty Hill, in writing. This includes, but is not limited to:

mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us https://ecode360.com/LI6389

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1.1. Vegetative Debris

1.1.1. Damaged and disturbed trees, tree limbs, bushes, shrubs, brush, untreated lumber and wood products.

1.1.2. Remains of standing trees which are clearly damaged beyond salvage.

1.2. Construction and Demolition (C&D) Debris

1.2.1. Building materials, including wood structural members, concrete blocks, window glass, structural siding, and roofing materials including shingles or metal roofing panels.

1.2.2. Household debris, consisting of damaged furniture and appliances, flooring materials, and the like.

1.2.3. Treated timber, plastic, rubber products, sheet rock, cloth items, and carpeting materials.

1.2.4. Metal debris, consisting of various thicknesses of corrugated metal and other thin sheet metal products.

1.3. Description of Designated Area

1.3.1. The designated area for debris removal is bound by City of Liberty Hill limits and includes all public rights-of-way, easements, parks, and debris staging areas within the areas of the entity. Roadways within the City of Liberty Hill's limits may assign debris removal responsibilities to the Contractor. Debris removal performed on these municipal roadways will be performed as identified by the City of Liberty Hill.

1.3.2. All debris identified by the City of Liberty Hill shall be removed. The Contractor shall make up to two complete passes through the City of Liberty Hill's limits, removing all debris along each street Right-of-Way (“ROW”). It is at the City of Liberty Hill's discretion to require a third pass to be performed by the Contractor. Partial removal of debris piles is strictly prohibited. The Contractor shall not move from one designated work area to another designated work area without prior approval from the City of Liberty Hill or its representative. Any eligible debris, such as fallen trees, which extend onto the ROW from private property shall be cut at the point where it enters the ROW, and that part of the debris which lies within the ROW shall be removed. The Contractor shall not enter onto private property during the performance of this contract unless specifically authorized by the City of Liberty Hill, in writing.

1.3.3. Contractor shall deliver debris to disposal sites that have been permitted to receive storm generated debris and adhere to all State, Local, and Federal regulations.

1.3.4. Debris shall be reasonably compacted into the hauling vehicle. No limbs shall be allowed to protrude more than 6" beyond the sides of the truck bed. Any debris extending above the top of the bed shall be secured in place so as to prevent it from falling off. Measures must be taken to avoid the blowing of debris out of the hauling vehicle during transport to the disposal site.

1.3.5. All debris will be mechanically loaded. Hauling vehicles that are hand loaded or that require mechanical assistance for dumping will not be permitted to dump at TDSRS, unless approved in advance by the City of Liberty Hill.

1.3.6. Loose leaves and small debris more than one bushel basket shall be removed within the designated area. No debris shall be left on the road surface. No single piece of debris larger than 6 inches in any dimension shall be left on site. Hand crews and rakes will be required.

1.3.7. Contractor will provide an on-site Project Manager to the City of Liberty Hill. The Project Manager shall provide a telephone number to the City of Liberty Hill with which he or she can be reached for the duration of the project. The Project Manager will be expected to have daily meetings with City of Liberty Hill representatives. Daily meeting topics will include, but are not limited to, volume of debris collected, completion progress, LOCAL coordination, and damage repairs. Frequency of meetings may be adjusted by the City of

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Liberty Hill. The Contractor’s Project Manager must be available 24 hours-day, 7 days a week, or as required by the City of Liberty Hill.

1.3.8. The City of Liberty Hill may provide the Contractor with Temporary Debris Storage and Reduction Sites (TDSRS). The Contractor will be responsible for returning the TDSRS to its original condition, abiding by all State and Federal environmental regulatory requirements.

1.3.8.1. TDSRS location to be determined within the City of Liberty Hill.

1.3.8.2. Once TDSRS locations are determined, the Contractor will be provided with address, GPS coordinates, and estimated acreage.

1.3.8.3. Based on the severity of the disaster, the City of Liberty Hill may task the

Contractor with locating additional sites available as TDSRS.

1.3.8.4. The City of Liberty Hill does not warrant or guarantee the availability or use of any dump sites. The Contractor must coordinate directly with owners of all final disposal sites. All final disposal sites must be approved, in writing, by the City of Liberty Hill. The Contractor will remain legally responsible for the handling, reduction, and final haul-out and disposal of all reduced and unreduced debris.

TDSRS operations and remediation must comply with all Local, State, and Federal safety and environmental standards. Contractor reduction, handling, disposal, and remediation operations must be approved, in writing, by the City of Liberty Hill.

1.3.8.5. Payment for disposal costs such as tipping fees incurred by the Contractor at permitted disposal facilities, or other City of Liberty Hill approved sites that meet Local, State, and Federal Regulations for disposal will be made to the Contractor by the City of Liberty Hill at the cost incurred by the Contractor. The Contractor must furnish a copy of the invoice received by the disposal facility, all scale or load tickets issued by the disposal facility, and proof of Contractor payment to the disposal facility.

1.3.9. The Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of Federal, State, tribal and local governments, or agencies, or of any public utilities.

1.3.10. The City of Liberty Hill reserves the right to inspect the TDSRS, verify quantities, and review operations at any time.

1.4. Emergency Road Clearance: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to clear and remove debris from City of Liberty Hill roadways, and waterways, to make them passable immediately following a declared disaster event. All roadways designated by the City of Liberty Hill shall be clear and passable within (70) seventy working hours of the issuance of a notice to proceed from the City of Liberty Hill to conduct emergency roadway clearance work. This may include roadways in municipalities within the City of Liberty Hill. Clearance of these roadways will be performed as identified by the City of Liberty Hill.

1.5. ROW Vegetative Debris Removal: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport vegetative debris existing in the City of Liberty Hill ROW to a City of Liberty Hill approved TDSRS or other designated disposal facility.

1.5.1. Vegetative debris existing in the City of Liberty Hill ROW is defined as debris resulting from a hurricane or other natural or man-made disaster which has been or will be placed along public rights-of-way, easements, City of Liberty Hill parks, alleys, City of Liberty Hill debris staging areas, and other areas as designated by the City of Liberty Hill.

1.5.2. For the purposes of this solicitation, vegetative debris which is piled in immediate close proximity to the actual legal street right-of-way, and which is accessible from the right-of-

12 | P a g e way line with loading equipment (i.e. not behind a fence or other physical obstacle) will be deemed to be on the right-of-way and is to be removed.

1.5.3. Removal of vegetative debris existing in the City of Liberty Hill will be performed as identified by the City of Liberty Hill.

1.5.4. Entry onto private property for the removal of vegetative hazards will only be permitted when directed by the City of Liberty Hill or its authorized representative.

1.6. ROW C&D Debris Removal: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs to pick up and transport Construction and Demolition (“C&D”) debris existing in the City of Liberty Hill ROW to a City of Liberty Hill approved TDSRS or other designated disposal facility.

1.6.1. C&D debris existing in the City of Liberty Hill ROW is defined as debris resulting from a hurricane or other natural disaster which has been or will be placed along public rights-of-way, easements, City of Liberty Hill parks, alleys, and City of Liberty Hill debris staging areas.

1.6.2. For the purposes of this solicitation, C&D debris which is piled in immediate close proximity to the actual legal street right-of-way, and which is accessible from the right-of-way line with loading equipment (i.e. not behind a fence or other physical obstacle) will be deemed to be on the right-of-way, and is to be removed.

1.6.3. Removal of C&D debris existing in the City of Liberty Hill ROW will be performed as identified by the City of Liberty Hill.

1.7. Demolition, Removal, and Transport of Structures: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to demolish structures on private property within the jurisdictional limits of the City of Liberty Hill. Further, debris generated from the demolition of structures, as well as scattered C&D debris on private property, will be transported to a City of Liberty Hill approved TDSRS or other designated disposal facility.

1.7.1. Removal and transportation of demolished structures and scattered C&D debris on private property will be performed as identified by the City of Liberty Hill.

1.7.2. Entry onto private property will only be permitted when directed by the City of Liberty Hill. The City of Liberty Hill will provide specific Right of Entry (ROE) legal and operational procedures.

1.7.3. Contractor is required to strictly adhere to any and all Local, State, and Federal regulatory requirements for the demolition of structures.

1.8. Temporary Debris Storage and Reduction Site (TDSRS) - Management and Operations: Under this contract, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to manage and operate TDSRS for the acceptance, management, segregation, and staging of disaster related debris. TDSRS layout and ingress and egress plan must be approved by the City of Liberty Hill.

1.8.1. The management of TDSRS by the Contractor includes assistance in obtaining necessary Local, State, and Federal Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

1.8.2. Debris at the TDSRS will be clearly segregated and managed by the Contractor according to the separately priced collection operations outlined in Attachment B, “Debris Removal, Processing and Disposal” rate schedule.

1.8.3. Contractor is responsible for providing TDSRS traffic control.

1.8.4. Contractor is responsible for providing TDSRS dust control.

1.8.5. Contractor is responsible for providing 24-hour site security.

1.8.6. Contractor shall provide a tower from which the City of Liberty Hill or its authorized representative can make volumetric load calls. The tower provided by the Contractor will, at a minimum, meet the specifications provided in the Debris Site Tower Specifications of this procurement.

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1.8.7. Contractor is responsible for operating the TDSRS in accordance with Occupational Health and Safety Administration (“OSHA”) guidelines.

1.8.8. Upon completion of haul-out activities, Contractor shall remediate the site to pre-disaster condition at their own expense, abiding by all State and Federal environmental regulatory requirements, and obtain a written release from the City of Liberty Hill or its authorized representative.

1.8.9. Contractor is responsible for including proposed rates in their proposal for hauling to TDSRS in increments of 0-15 miles, 16-31 miles and 32-60 miles.

1.9. Grinding (Reduction of Storm Generated Debris): Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm generated debris by grinding. Reduction methods are at the discretion of the City of Liberty Hill. Grinding is the only reduction method acceptable to the City of Liberty Hill. Reduction requests (grinding) must be approved by the City of Liberty Hill prior to commencement of reduction activities.

1.9.1. All un-reduced storm debris must be staged separately at the TDSRS.

1.9.2. Proposer must obtain approval to reduce C&D debris from City of Liberty Hill. If approved for reduction by City of Liberty Hill, C&D debris must be reduced via grinding in order for the City of Liberty Hill to compensate the Contractor for reduction. Incineration or mauling of C&D are not acceptable methods of C&D reduction.

1.10. Incineration (Reduction of Storm Generated Debris): Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm generated debris by incineration. Reduction methods (controlled open-air incineration and air curtain burning) are at the discretion of the City of Liberty Hill. Incineration must be approved by the City of Liberty Hill prior to commencement of reduction activities. All un-reduced storm debris must be staged separately at the TDSRS.

1.11. Haul-Out of Reduced Debris to Final Disposal Site: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to pick up and transport reduced material existing at a City of Liberty Hill approved TDSRS to a final disposal facility. All un-reduced storm debris must be transported to a final disposal facility separately from reduced debris.

1.12. Final Disposal Sites: In Travis County, the primary waste disposal facility serving the City of Liberty Hill is the Travis County Landfill, situated at 9600 FM812, Austin, TX 78719. A secondary disposal site is the Williamson County Landfill, located at 600 Co Rd 128, Hutto, TX 78634. In the event that the designated landfills are unavailable for use, the contracted waste management service provider is obligated to furnish a pricing structure based on per-mile charges for any distance exceeding the originally estimated range.

To ensure proper planning and transparency, information concerning the distance between the final disposal sites and the initial staging locations, as well as the corresponding tipping fees, must be submitted to the City of Liberty Hill for review and approval prior to the commencement of the disposal process.

1.13. Removal of Hazardous Leaning Trees and Hanging Limbs: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to remove all hazardous trees (12) twelve inches or greater in diameter, measured (3) three feet from the base of the tree or chest height and hanging limbs (2) two inches or greater in diameter existing in the City of Liberty Hill ROW. Further, debris generated from the removal of hazardous trees and hanging limbs (2) two inches or greater existing in the City of Liberty Hill ROW will be placed in the safest possible location on the ROW and subsequently removed in accordance with 1.5. under the Scope of Services described in “ROW Vegetative Debris Removal.” Hazardous leaning trees less than (12) inches in diameter, measured (3) three feet from the base of the tree or at chest height, will be flush cut, loaded, and removed in accordance with section 1.5 of the Scope of

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Services. The City of Liberty Hill will not compensate the Contractor for leaning trees less than

(12) twelve inches in diameter on a unit rate basis.

1.13.1. Removal and transportation of hazardous trees (12) twelve inches or greater in diameter and hanging limbs (2) two inches or greater in diameter existing in the City of Liberty Hill ROW and private property will be performed as identified by the City of Liberty Hill. All disaster specific eligibility guidelines regarding size and diameter of leaning trees will be communicated to the Contractor, in writing, by the City of Liberty Hill. In order for leaning or hazardous trees to be removed and eligible for reimbursement, the tree must satisfy a minimum of (1) one of the following requirements:

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

1.13.1.2. The tree is dead, twisted, or mangled as a direct result of the storm and an Arborist can attest to the fact that the tree will die, and potentially create a falling hazard to the public.

1.14. Removal of Hazardous Stumps: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to remove all hazardous uprooted stumps (24) twenty-four inches or greater in diameter, measured (24) twenty-four inches from the base of the tree existing in the City of Liberty Hill ROW. Further, debris generated from the removal of uprooted stumps existing in the City of Liberty Hill ROW will be placed in the safest possible location on the ROW and subsequently removed in accordance with section 1.5. under the Scope of Services described in “ROW Vegetative Debris Removal”. Stumps measured (24) twenty-four inches from the base of the tree and less than (24) twenty-four inches in diameter will be considered normal vegetative debris and removed in accordance with Section 1.5. The City of Liberty Hill will not compensate for hazardous stumps less than (24) twenty-four inches in diameter on a unit rate basis and instead will be considered normal vegetative debris. The diameter of stumps less than (24) inches will be converted into a cubic yardage volume based on the published FEMA stump conversion table (See Attachment F – FEMA Stump Conversion Table) and removed under the Scope of Services Section 1.5.

1.14.1. Removal and transportation of hazardous uprooted stumps existing in the City of Liberty Hill ROW and private property will be performed as identified by the City of Liberty Hill.

All disaster specific eligibility guidelines regarding size and diameter of hazardous stumps will be communicated to the Contractor, in writing, by the City of Liberty Hill. In order for hazardous stumps to be removed and eligible for reimbursement, the stump must satisfy the following requirement:

1.14.1.1. Over 50% of the tree crown is damaged or broken and heartwood is exposed.

1.14.1.2. Tree stumps that are not attached to the ground will be considered normal vegetative debris and subject to removal under the Scope of Services Section 1.5.

The cubic yard volume of the unattached stump will be based off of the diameter conversion using the published FEMA stump conversion table (See Attachment F – FEMA Stump Conversion Table).

1.14.2. The City of Liberty Hill or its representative will measure and certify all stumps before removal.

1.15. Household Hazardous Waste Removal, Transport, and Disposal: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary for the removal, transportation, and disposal of Household Hazardous Waste (HHW) as defined by FEMA 325 Public Assistance Debris Management Guide.

1.15.1. The removal, transportation, and disposal of HHW includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

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1.16. Electronic Waste: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary for the removal, transportation, and disposal of Electronic Hazardous Waste (EHW) as defined by FEMA 325 Public Assistance Debris Management Guide.

1.16.1. The removal, transportation, and disposal of EHW includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

1.17. Abandoned Vehicle Removal: Under this solicitation, work shall consist of the removal and haul out of abandoned vehicles in areas identified and approved by the City of Liberty Hill.

The removed vehicles will be hauled to a City of Liberty Hill approved staging area and subsequently disposed of by the appropriate regulatory agency. The definition of abandoned vehicle shall apply to motor vehicles, recreational vehicles, recreational watercraft, and other applicable definitions of vehicle as defined by FEMA 325 Public Assistance Debris Management Guide.

1.17.1. The removal, transportation, and disposal required for Abandoned Vehicle Removal includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

1.18. Animal Carcass Removal and Disposal: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary for the removal, transportation, and disposal of animal carcasses as defined by FEMA 325 Public Assistance Debris Management Guide. The carcasses will be hauled to a City of Liberty Hill approved staging area and subsequently disposed of by the appropriate regulatory agency.

1.18.1. The removal, transportation, and disposal of Animal Carcasses includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

1.18.2. Animal carcass removal and disposal shall follow within accordance with FEMA 325 along with coordination with City of Liberty Hill Public Health Official representative and detail documentation of the approval, removal, and disposal.

1.19. ROW White Goods Debris Removal: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs associated with the removal, transportation, and disposal of White Goods. White Goods containing refrigerants will be hauled to a City of Liberty Hill approved staging area where certified technicians will remove the refrigerants. Under this contract, the contractor will be responsible for locating and contracting services from certified technicians.

1.19.1. The removal, transportation, and disposal of White Goods includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

1.20. Freon Removal: Under this solicitation, work shall consist of the removal and disposal of refrigerants from items containing Freon in areas identified and approved by the City of Liberty Hill. The Freon containing items will be hauled to a City of Liberty Hill approved staging area under the terms and conditions of this document and subsequently the Freon will be removed and disposed of by a certified technician before the unit is recycled or disposed of.

1.20.1. The removal, transportation and disposal of Freon includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

1.21. Asbestos Removal: Under this solicitation, work shall consist of all labor, equipment, fuel, and miscellaneous costs associated with the removal, transportation, and disposal of Asbestos.

1.21.1. The removal, transportation, and disposal of Asbestos includes obtaining all necessary Local, State, and Federal Handling Permits and operating in accordance with all Local, State, and Federal regulatory agencies.

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1.22. Use of Local Resources: As per the Robert T. Stafford Act and FEMA regulations, Contractor will be able to use his/her own subcontractor resources to meet the obligations of the contract. It is expected that the Awarded Contractor will utilize, when able, subcontractors from resources located within the disaster area, including but not limited to, procuring supplies and equipment, awarding subcontracts, and employing workmen.

1.23. Working Hours: Sunday through Saturday, the Contract hours shall only be during daylight hours or as otherwise directed by the City of Liberty Hill. No work outside these hours shall be allowed unless approved in advance by the City of Liberty Hill.

1.24. Debris Site Tower Specifications

1.24.1. The Contractor shall provide a minimum of one tower at each dumpsite for the use of City of Liberty Hill representatives during their inspection of dumping operations. If ingress and egress of a TDSRS is of significant distance that the City of Liberty Hill or its representative are unable to verify the entering and exiting trucks, then the Contractor may be required to provide a second tower. The inspection platform of the tower shall be constructed at a minimum height of 10 feet from surrounding grade to finish floor level, have a minimum (8) eight feet by (8) eight feet of usable floor area, be covered by a roof with (2) two feet overhangs on all sides, and be provided with appropriate railings and a stairway. Platform shall be enclosed, starting from platform floor level, and extending up (4) four feet on all (4) four sides. The expense incurred by the Contractor for the construction of towers is an overhead expense contemplated as part of the Proposer’s compensation under the Scope of Services.

1.24.2. The Contractor shall provide a minimum of one portable toilet at each dumpsite for the use of City of Liberty Hill representatives during their inspection of dumping operations.

The toilet shall be provided prior to start of any dumping operations and kept in a sanitary condition by the Contractor throughout the duration of dumping operations. The expense incurred by the Contractor for the operation of portable toilets is an overhead expense contemplated as part of the Contractor’s compensation under the Scope of Services

1.24.3. Care shall be taken to place tower at a sufficient…