A_-_25-10-RFP_Disaster_Debris_Monitoring_Services.pdf

REQUEST FOR PROPOSAL

25-10-RFP

DISASTER DEBRIS MONITORING SERVICES

Contact Person

Jessica Graham, CPPB

Procurement/Contracts Manager

Phone: (772) 388 – 8231

Email: jessgraham@cityofsebastian.org

*Dates in this schedule occurring after the release date may be amended by the City.

The City reserves the right to delay or modify dates and will notify Proposers of all changes.

PROPOSED SCHEDULE

EVENT DATE TIME

RELEASE DATE: Thursday, February 6, 2025 -

PRE-PROPOSAL MEETING Wednesday, February 19, 2025 10:00 AM Local Time

QUESTIONS DUE DEADLINE Tuesday, February 25, 2025 2:00 PM Local Time

PROPOSAL DUE DATE Thursday, March 6, 2025 2:00 PM Local Time

EVALUATION MEETING Thursday, March 13, 2025 TBD

RECOMMENDATION OF

AWARD

Wednesday, April 9, 2025 6:00 PM Local Time mailto:jessgraham@cityofsebastian.org

REQUEST FOR PROPOSAL

1.1 PURPOSE

1.1.1 The City of Sebastian requests proposals from qualified firms, businesses, or individuals (“Contractor”) to provide services in the monitoring of disaster debris collection and disposal operations for natural disasters or other debris-generating events, ensuring compliance with Federal requirements and the City’s debris management plan as related to contractor oversight, truck measurements, load ticket preparation and issuing, report preparation and project administration.

1.1.2 The Contractor shall provide personnel to monitor debris loading site(s) in

Sebastian, Florida, 32958, and final disposal sites at the Indian River County landfill or another designated final disposal site. The city has two Debris

Management Sites (DMS). The pre-approved DMS locations are at the Sebastian

Municipal Airport. These two sites will be activated in the event of an approaching storm, and the City will obtain the approval letters from the FDEP to open these

Debris Management Site(s) (DMS) at the Sebastian Airport.

1.1.3 The Contractor shall provide all management, supervision, labor, transportation, and equipment necessary to initiate load tickets at debris loading sites, estimate the volume of debris (in cubic yards) being delivered by trucks to each disposal site, and support the operations of field supervisor(s), debris loading site and tower site monitors, and clerical staff. The Contractor’s onsite Project Manager shall assign a field supervisor who will be assigned to provide oversight of loading sites and tower/site debris monitors.

1.1.4 The City awarded RFP 24-07, Disaster Recovery Debris Removal, to CrowderGulf

Joint Venture (CrowderGulf). The awarded debris monitoring firm will work closely with CrowderGulf, FEMA, or other federal/state agencies during emergencies.

1.1.5 Proposal must comply with all federal and state laws and regulations, including 2

C.F.R. 200.318 through 200.326 and Appendix II to 2 C.F.R. part 200 entitled

“Contract Provisions for Non-Federal Entity Contracts Under Federal Awards”.

1.1.5.1. This is an acknowledgment that FEMA financial assistance will be used to fund the contract. The awarded contractor must comply with all applicable federal laws, regulations, executive orders, FEMA policies, procedures, and directives.

1.1.6 QUALIFICATIONS: Firms shall have experience and be familiar with disaster debris removal eligibility criteria outlined by the Federal Highway Administration

(FHWA), Federal Emergency Management Agency (FEMA), Florida Department of Emergency Management (FDEM), and other applicable local, state, and federal regulations.

1.1.7 All solicitations are posted on VendorLink (https://www.myvendorlink.com/). It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates.

1.2 PRE-PROPOSAL MEETING

A non-mandatory pre-proposal Meeting will be held Wednesday, February 19, 2025, at

10:00 AM local time at the City of Sebastian Public Works Compound located at 505

Airport Drive West, Sebastian, FL 32958.

1.3 QUESTION DEADLINE

1.3.1 The deadline to submit questions will be Tuesday, February 25, 2025, at 2:00 PM local time. Any questions or communication regarding this solicitation must be emailed to the City’s Procurement/Contracts Manager at jessgraham@cityofsebastian.org.

1.3.2 The Proposer is responsible for checking for addenda associated with this solicitation.

1.4 ELECTRONIC PROPOSAL SUBMITTAL

1.4.1 All proposals must be submitted via VendorLink electronically https://www.myvendorlink.com/.

1.4.2 Proposals are due on the date and time indicated on the cover page or as amended by an addendum issued by procurement.

1.4.3 The Contractor is responsible for ensuring their response is submitted through

VendorLink by the time and date specified in the solicitation or subsequent addenda. The City shall not be responsible for delays caused by any occurrence.

1.4.4 Electronic submissions may require the uploading of attachments. All documents should be attached as separate files. Attachments containing embedded documents or proprietary file extensions are prohibited. The bidder is responsible for ensuring that its proposal, including all attachments, is uploaded successfully.

1.4.5 Late proposals cannot be submitted and will not be accepted. Proposers are cautioned to allow sufficient time to submit bids and upload attachments. Any technical issues must be submitted to VendorLink by emailing support@evendorlink.com. The City cannot assist with technical issues regarding submittals and will not be responsible for delays caused by technical or other issues.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

https://www.myvendorlink.com/ mailto:kkillgore@cityofsebastian.org file://///cityofsebastian.org/FileShare/Finance/Jessica%20Graham/_3%20Templates/2024%20-%20Centennial/Request%20For%20Quote/support@evendorlink.com

1.5 DEADLINE FOR SUBMITTAL OF PROPOSALS

1.5.1 All sealed proposals are due by Thursday, March 6, 2025, by 2:00 P.M. local time. Responses received after 2:00 p.m. on this day will be considered late & not accepted. The City does not accept responsibility for delays, natural or otherwise

1.5.2 All proposals submitted to the city become public records unless exempt under

Florida or other law.

1.6 PROPOSAL OPENING

1.6.1 The proposal opening will be held virtually. Proposals will be opened at 2:05 p.m.

local time. Only the NAME of the company that submitted a response to this

Request for Proposal will be read aloud.

1.6.2 Meeting Information:

https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea

4df Meeting ID: 136259113

Password: JhzXZgfvah

Or dial:

+1 (650) 419-1505 United States (San Mateo, CA)

Access Code / Meeting ID: 136259113

Dial-in password: 5499943824

1.6.3 All proposals submitted to the city become public records unless exempt under

Florida or other law.

1.6.4 Late proposals will not be opened or announced. Proposers can pick up or pay for the mailed return of their late, unopened Proposal. If this option is not exercised within five (5) days of the Proposal Opening date, the late, unopened

Proposal will be disposed

1.6.5 At its sole discretion, the City may reject any and all proposals or accept any proposal or portion thereof deemed to be whatever is in its best interest and to waive any non-substantial irregularities.

https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20 https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20

LEGAL ADVERTISEMENT

Indian River Press Journal

Date Advertised: Thursday, February 6, 2025

CITY OF SEBASTIAN, FLORIDA

NOTICE TO BIDDERS

Disaster Debris Monitoring Services

NOTICE IS HEREBY GIVEN that the City of Sebastian is accepting proposals for Disaster Debris

Monitoring Services. The solicitation document outlining the scope of services is available from

VendorLink (https://www.myvendorlink.com/external/bids).

Proposals are due Thursday, March 6, 2025, 2:00 pm, Local Time.

A non-mandatory pre-proposal meeting will be held on Wednesday, February 19, 2025, at

10:00 a.m. local time, in the Public Works Training Room, Public Works Compound, 505 Airport

Drive W, Sebastian, FL 32958.

Questions are due on Tuesday, February 25, 2025, at 2:00 pm local time. All questions shall be directed to the Procurement/Contracts Manager, Jessica Graham, CPPB, at 772-388-8231 or by email at jessgraham@cityofsebastian.org.

https://www.myvendorlink.com/external/bids mailto:jessgraham@cityofsebastian.org

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS TO BIDDERS 1

LEGAL AD 5

TABLE OF CONTENTS 6

SECTION 2 – SCOPE OF WORK 7

SECTION 3 – EVALUATION PROCEDURE 20

SECTION 4 – SPECIAL CONDITIONS 27

SECTION 5 – GENERAL TERMS AND CONDITIONS 30

SECTION 6 – REQUIRED FORMS 46

• CONTACT INFORMATION SHEET 47

• CORPORATE RESOLUTION 48

• NON-COLLUSION AFFIDAVIT OF PRIME PROPOSER 49

• DRUG-FREE WORKPLACE PROGRAM 50

• CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 51

• CERTIFICATION REGARDING SCRUTINIZED COMPANIES 52

• CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES AFFIDAVIT 53

• CERTIFICATION REGARDING LOBBYING 54

• REFERENCE LIST 55

• SUBCONTRACTOR LIST 56

• ADDENDA ACKNOWLEDGEMENT 57

SECTION 8 – PROPOSAL COST SHEET INSTRUCTIONS 58

ATTACHMENTS

• EXHIBIT A – ELECTRONIC PRICE SHEET

• EXHIBIT B – 2024 FDEP DEBRIS SITE APPROVAL

• EXHIBIT C – DEBRIS REMOVAL CITY OVERVIEW AND ZONE MAP

• EXHIBIT D – DEBRIS REMOVAL STAGING

• EXHIBIT E – CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY

CONTRACTS UNDER FEDERAL AWARDS

• EXHIBIT F – PUBLIC ASSISTANCE PROGRAM AND POLICY GUIDE

• EXHIBIT G - PUBLIC ASSISTANCE DEBRIS MONITORING GUIDE

SECTION 2 – SCOPE OF WORK

Agency Overview: The City of Sebastian, incorporated on December 8, 1924, is a political subdivision of the State of Florida. Sebastian is a 13.5-square-mile city with approximately 26,000 residents and 15,000 homes. It is an attractive waterfront community with a quiet, laid-back charm.

2.1 Scope of Work

2.1.1 The City of Sebastian is seeking a contractor to provide debris monitors and debris monitoring services to assist the City with overseeing the operations of disaster debris removal and disposal contractor(s). The debris monitoring services to be provided are contract compliance, supervision, inspection, and coordination of recovery activities. All debris monitoring activities are to comply with current

FEMA guidance and local, state, and federal regulations.

2.2 Contractor Requirements:

2.2.1 Staffing Plan

2.2.1.1. The Contractor shall include in the response to this RFP a management plan that will outline how the Contractor proposes to handle the services, staffing, and equipment necessary to meet the City’s requirements as outlined in the Scope of Work.

2.2.1.2. The Contractor shall within 24 hours of request for services, submit a list of personnel to be used for each contracted event. The list will include names, addresses, phone numbers, cell numbers, and driver’s license numbers and job assignment areas. The Contractor shall update the list daily for any changes such as additions or deletions of staff. Any changes in key personnel such as but not limited to Project Manager and/or Field Supervisors must be approved by the City.

2.2.1.3. The staffing plan shall consist of the minimum following positions:

A. On-Site Project Manager

B. Debris Monitoring Field Supervisor

C. Debris Loading Site Monitors

D. Debris Tower/Site Monitors

E. Clerical Staff/Data Entry Clerk

F. Certified Maintenance of Traffic (MOT) Staff

a. NOTE: All subcontractors are required to have certified maintenance of Traffic Staff as well.

2.2.1.4. The Contractor may use other positions as necessary. All such positions and applicable hourly rates shall be listed in the cost proposal form.

2.2.1.5. The Contractors hourly rate shall not include travel-related expenses, such as mileage, meal allowances, hotel rooms, and any other relevant out-of-pocket expenses. The City shall only reimburse the Contractor's actual cost for reimbursable expenses which have had prior authorization, which can include office-related expenses limited to copying and printing. These reimbursable expenses shall have no additional mark-ups. Mileage for the Project Manager and/or Field

Monitors must also be listed as a separate reimbursable expense. A log of all ancillary expenses with receipts must be detailed and billed as separate line items and shall be submitted with each invoice.

2.2.2 Personnel Requirements and Responsibilities

2.2.2.1. On-Site Project Manager

2.2.2.2. Debris Monitoring Field Supervisor – The Contractor shall provide one debris monitoring field supervisor. Services shall include, but are not limited to:

A. Overseeing and supervising loading site and disposal site debris monitoring activities.

B. Scheduling debris monitoring resources and deployment timing – communicating and coordinating with City personnel.

C. Providing suggestions to improve the efficiency of the collection and removal of debris, Coordination of daily activities and future planning.

D. Contact with debris management/dispatch center or supervisor.

E. Identifying, addressing and troubleshooting any questions or issues that could affect work area safety and eligibility.

F. Supervising, recording/documenting, and ensuring the accurate measurement of load hauling compartments and accurately computing the volume capacity in cubic yards (CY).

G. Documenting the condition of truck hauling compartment conditions by using digital photographs.

H. Preparing a master log book of all hauling equipment used by the

City’s debris removal contractor(s).

I. Compiling, reconciling, and documenting daily, in an electronic spreadsheet, all eligible debris hauled by the debris removal contractor(s).

2.2.2.3. Debris Monitors – The contractor shall provide trained debris monitoring personnel to oversee the loading of eligible debris at collection sites and verification of load capacity and documentation at designated temporary debris management or final disposal sites. Personnel shall include, but are not limited to:

2.2.2.4. Debris Loading Site Monitors – to perform on-site, street-level debris monitoring at all contractor loading sites to verify debris eligibility based on the monitoring contract requirements and initiate debris removal documentation utilizing load tickets. Services shall include, but are not limited to:

A. Monitoring collection activity of trucks.

B. Check and verify information on debris removal operations.

C. Issuing load tickets at the loading site for all loads.

D. Monitor area for safety concerns, ensure traffic control needs are met and all vehicles and equipment are operated in a safe manner.

E. Ensure all Freon containing appliance are sorted and ready for Freon removal onsite or transportation for Freon removal off-site prior to final disposal.

F. Pre-work inspection of areas to identify potential issues such as covered utility meters, fire hydrants or mail boxes to mitigate damage from loading equipment.

G. Document damage to utility components, driveways, road surfaces, private property, vehicles, etc., should it occur, with photographs (if possible – collect pertinent information and report to field supervisor).

H. Ensure work area is clear of debris to the specified level before equipment is moved to new loading area.

I. Monitor and record performance and productivity of debris removal crew.

J. Contact with debris management/dispatch center or supervisor.

K. Ensure only eligible debris is collected for loading and hauling.

L. Ensure that only debris from approved public areas is loaded for removal.

M. Ensure all loads are properly contained prior to leaving the loading area.

N. Performing other duties as assigned by the Project Manager or designated debris management personnel.

2.2.2.5. Debris Tower/Site Monitors – The Contractor shall provide debris tower and site monitors to verify estimated quantities of eligible debris hauled by contractor trucks and documented on load tickets. Services shall include, but are not limited to:

A. Accurately measure load hauling compartments and compute volume capacity in CY for all contractor trucks and trailers prior to commencement of hauling operations.

B. Document measurements and computations – complete log of contract hauler’s cubic yardage and other record keeping as required on the load ticket.

C. Initial each load ticket before admitting trucks to proceed from the check-in area to the tipping area.

D. Contact with debris management/dispatch center or supervisor.

E. Performing other duties as assigned by the dispatch/staging operation, Project Manager, or designated debris management personnel.

2.2.2.6. Clerical Staff/Data Entry Clerk – The contractor shall provide clerical staff/data entry clerk(s). Services shall include, but are not limited to:

A. Entering load tickets information into the contractor’s information management system.

B. Providing daily, weekly, or other periodic reports in an electronic format for City personnel noting work progress and efficiency, current/revised estimates, project completion, and other schedule forecasts/updates.

2.2.3 The Contractor shall be responsible for travel, per diem, housing, and meals for all of its employees and/or subcontractors. The Contractor will also be responsible for providing temporary office space for conducting its work responsibilities for this project.

2.2.4 Debris Removal Contractor Truck Certification

2.2.4.1. The contractor will establish a team of individuals who will inspect and certify vehicles for hauling disaster-related debris in accordance with

FEMA guidelines. A certificate sheet with measurements, photos, and calculations documenting the truck's capacity must be kept for load rating and ticket auditing. Summary books must be kept at the

TDSRS/disposal site for quality control.

2.2.5 Public Information Support

2.2.5.1. The Contractor may be asked to assist the City with public outreach following a disaster event as it relates to debris recovery efforts. Tasks may include assisting with press releases, public notices, and other public information functions.

2.3 Pre-Event Requirements

2.3.1 Contractor will provide assistance in preparation for disasters through participation in meetings, workshops, and the establishment of data management and other integrated systems.

2.3.2 Contractors will, at no cost to the City:

2.3.2.1. Provide City personnel with a half-day debris management training session. The training program must, at a minimum, meet the training requirements for debris monitoring as outlined by current FEMA debris management guidance.

2.3.2.2. Provide a list of key personnel and subcontractors that may be involved in the disaster debris monitoring activities to include cell phone numbers and email addresses.

2.3.2.3. Participate in annual workshops or planning meetings with City representatives and debris hauling and disposal contractor(s) to establish/review applicable policies and procedures.

2.4 Deployment

2.4.1 The initial response shall be deemed as having a Contractor’s representative physically present at the City Public Works Compound within twelve (12) hours after notification of need. The contractor must be prepared to deploy debris monitoring within 24 hours of the notice to proceed.

2.4.2 When additional debris monitoring is needed to meet the requirements of the monitoring contract, the contractor shall be prepared to increase the number of debris monitors for the City to utilize as needed.

2.4.3 All payments under the contract resulting from the Request for Proposal shall be made only for services requested and approved by the City. No retainer shall be paid to keep the contract in effect.

2.4.4 The administrative process when work assignments are issued will be as follows:

2.4.4.1. City staff will meet with the Contractor to review the assignment and describe the scope of services required.

2.4.4.2. The contractor will prepare a detailed scope of services and a timetable for completing various phases. The contractor will also calculate fees based on the approved hourly rates. These documents will be submitted to the City for review and approval.

2.4.4.3. Once the City accepts, City staff will issue a Purchase Order (or Work

Request) and a Notice to Proceed. A purchase order will be issued for each work assignment to monitor and track budget and project funds. The fee computation will be considered a limiting amount and will not be exceeded without subsequent approval by the City.

2.5 Debris Processing activities include, but are not limited to:

2.5.1 Temporary Debris Staging and Reduction Site (TDSRS)

2.5.1.1. The City has two pre-approved DMS locations at the Sebastian

Municipal Airport. These two sites will be activated in the event of an approaching storm, and the City will obtain the approval letters from the

DEP to open these Debris Management Sites (DMS) at the Sebastian

Airport.

2.5.1.2. The Debris Monitoring Team, as assigned by the City, will determine the minimum number of sites required for each storm event. The City will designate the TDSRS to be activated.

2.5.1.3. Preparation, maintenance, and operation of the DMS facilities are entirely the Contractor's responsibility.

2.5.1.4. Preparation and maintenance of facilities shall include maintenance of the DMS approach and interior road(s) for the entire period of debris hauling, including provision of rock for any roads that require stabilization for ingress and egress. Each facility shall include an inspection tower or lift sufficient for a minimum of three (3) inspectors to inspect all incoming and exiting loads. The contractor will be responsible for obtaining any required permits, which shall be paid for by the City. At the City's discretion, owned rights of way or other entity-owned property could be provided to temporarily store debris.

2.5.1.5. The contractor shall coordinate the logistics of the site to ensure efficient traffic flow, including Maintenance of Traffic (MOT), and proper handling of load tickets that record FEMA data (such as, but not limited to, vehicle fullness and type of waste). Note, if this service is contracted out, the contractor must ensure their subcontractor has certified maintenance of traffic staff.

2.5.1.6. The Contractor shall observe all vehicles entering and exiting the TDSRS sites ensuring all vehicles are in good repair and safe with secure side boards. No vehicles will be allowed to enter a TDSRS site without a tailgate. The Contractor shall provide verification that all sites have access control and security.

2.5.1.7. The Contractor, through the TDSRS site monitoring, shall monitor hauling vehicles to determine fullness, type of waste, and point of origin.

This certification process may include developing certification forms and documents to accurately measure the cubic yard volume to the nearest cubic yard of each vehicle.

2.5.1.8. The City will ensure the debris removal contractor provides information on their Fleet which shall contain photographs of each vehicle, vehicle number and type of vehicle, and volume capacity calculation. The Contractor will maintain these documents throughout the event and provide updated documents to the City, if applicable, upon project completion. The Contractor shall be required to continuously update the Collection Fleet documents as the Debris

Contractor adds or deletes vehicles from the collection fleet, or when measurement calculations are modified through the random verification process. TDSRS Monitors shall perform random volume capacity collection vehicle verifications once every two (2) weeks on all vehicles.

2.5.1.9. When a TDSRS Site Monitor signs a vehicle certification or load ticket, he or she is certifying that ALL information on the document is completed and the volumes/measurements are correct. The Site

Monitor should not sign or accept any partially completed information. Only 100 percent complete tickets will be paid by the

City. Additionally, the Site Monitor shall, at a minimum, daily calibrate his or her debris removal vehicle load determinations with the FEMA tower monitors.

2.5.1.10. The Contractor shall:

A. Monitor incoming debris to City’s designated TDSRS sites.

B. Ensure all TDSRS site deliveries are documented with properly completed load tickets (this includes an incoming tower monitor to estimate the quantity of debris by cubic yards at the site, using City and FEMA protocols).

C. Randomly measure and verify truck capacity calculations.

D. Classify debris by FEMA and City protocols.

E. Help direct traffic to proper locations.

F. TDSRS exit tower monitor to ascertain trucks leaving site are empty.

G. Report and document trucks with unsecured loads, protruding debris or other unsafe transport or driving practices.

H. Report safety or other hazard situations to the City.

I. Monitoring type of waste prior to entering TDSRS sites.

J. Ensure waste is placed in proper location.

K. Estimate the volume of loads on percentage basis of debris collection vehicles.

L. Certifying the completeness of all load tickets that enter into the

TDSRS site.

2.5.2 Load Tickets

2.5.2.1. The contractor must provide load tickets acceptable to FEMA and other

Federal and State reimbursement agencies to track and document the removal and management of all eligible debris. The contractor must ensure that the load tickets meet the latest requirements of FEMA and other Federal and State reimbursement agencies. The contractor must retain original tickets in hardcopy or electronically in an acceptable format on behalf of the City of Sebastian, which is submitted to the City at the end of the debris collection. Copies of completed load tickets must be retained by the hauling contractor, vehicle driver, subcontractor, and debris removal contractor throughout the collection period.

2.5.2.2. The contractor shall use load tickets that provide real-time and automated reporting for all eligible debris. The contractor shall ensure that load tickets meet the requirements of FEMA and all other Federal or State reimbursement agencies.

2.5.2.3. The contractor shall be responsible for retaining completed load tickets in a master electronic file and providing a summary spreadsheet identifying each truck and ticket.

2.5.2.4. The contractor shall document all recovery work to ensure that proper records are maintained for load tickets and recovery costs for reimbursement purposes. This shall also include any photographs, GPS locations and/or any other means of confirming debris load information for reimbursement purposes.

2.5.2.5. Contractor shall be responsible for collecting, auditing for completeness and accuracy, tabulating and operating debris disposal data and vehicle certification, project records, photos, and load manifest throughout the debris collection period to meet FEMA, Federal, State, and local reimbursement requirements, and subsequent audits. The contractor will be responsible for leading the City in the preparation of reports necessary for reimbursement with FEMA, FWHA, State, and other applicable agencies.

2.5.2.6. Contractor shall provide daily reports throughout the disaster collection and recovery effort, including updates for the daily team briefing meetings, report on the review and validation of the DRC cubic yard/tonnage reports, the number of trucks and volumes (tonnage) of debris collected at each of the two city’s TDSRS, as well as a total daily collection and a final report following the completion of the debris recovery operation which will meet FEMA PA requirements.

2.5.2.7. The contractor shall retain all documentation, including financial and program records, to justify the charge and cost the hauler operation incurred in performing the collection work for at least three years following the final payment by the City, as required by FEMA Public

Assistance reimbursement per the FEMA Public Assistance Program and

Policy Guide. The City shall have access to such records and documents as required for inspection and audits.

2.5.2.8. The contractor shall assist the City in preparing reports necessary for reimbursement by FEMA, FHWA, and any other applicable Federal, State, or local agencies.

2.5.2.9. Contractor shall provide daily reports throughout the disaster event, including updates for the daily briefing meetings; reports on the review and validation of the DRC; cubic yard/tonnage reports that provide the number of trucks and volume/tonnage of debris received at each TDSRS as well as a total for all TDSRS; and a final report following completion of debris recovery operations.

2.5.2.10. Contractor shall meet and follow the debris monitoring requirements identified in the latest FEMA Public Assistance Debris Monitoring

Guide dated March 2021.

2.5.2.11. The Contractor shall retain records as specified by Exhibit E.

2.5.3 Load Ticket Process

2.5.3.1. The Debris Removal Contractor shall not be permitted to unload the debris at a TDSRS/dump site without an approved Load Ticket supplied by their assigned monitor.

2.5.3.2. The Contractor shall not receive a Load Ticket for any loads not observed by a Load Site Monitor during loading without the approval of the City of Sebastian.

2.6 Documentation Management and Support activities include, but are not limited to:

2.6.1 Assisting the City in preparation of FEMA and State reports for reimbursement, including training of City/Department employees and review of documentation prior to submittal.

2.6.2 Working closely with County and State Emergency Management, FEMA, and other agencies to ensure that debris collection, debris disposition and all supporting data meet each agency’s requirements for reimbursement eligibility.

2.7 Subcontractors

2.7.1 The contractor shall perform with its own organization contract work amounting to not less than 30 percent (or a greater percentage if specified elsewhere in the contract) of the total original contract price, excluding any specialty items designated by the City.

2.7.2 The contractor shall provide the City with an updated list of all subcontractors including phone numbers of contact personnel.

2.7.3 Prior to the City assigning work, the Contractor shall provide the City with an affidavit from each subcontractor stating there is a signed contract between the

Contractor and subcontractor.

2.7.4 The City may, at its discretion, limit the number of subcontract firms’ workers under the prime or sub-prime contractor at its sole discretion to ensure safety and quality of work provided.

2.7.5 In its proposal to the City, the Contractor will provide information as to what percentage of work described herein will be subcontracted.

2.8 Post-Event Requirements

2.8.1 The Contractor will assist with load inspections for storm debris cleanup being performed by one or more debris hauling and disposal contractors or City agencies.

2.8.2 The Contractor shall supply sufficient number of trained debris monitors and trained field supervisors to accommodate the volume of debris to be removed at loading sites and debris management sites or final disposal sites.

2.8.3 The Contractor shall remove and replace employees upon notice from the City for conduct or actions not in compliance with the contract.

2.9 Contractor Minimum Qualifications

2.9.1 No contract will be awarded to any proposer who, as determined by the CITY, has an unsatisfactory performance record, inadequate experience, lack of organization, labor, and equipment to perform the required services, and is in arrears to the CITY on a debt or contract or is a defaulter on surety to the CITY or whether the proposer’s taxes or assessments are delinquent. The City has the right to disqualify any proposer who does not meet any or all qualifications necessary as determined by the City.

2.9.2 Contractor must have at least 5 years of verifiable experience performing similar projects of similar size, scope, and complexity for government (local or federal) agencies, and the Contractor must have an office within the state of Florida.

2.9.3 If the proposer’s business is located in Sebastian, FL, or Indian River County, they must provide a copy of their business tax receipt.

2.10 Insurance

2.10.1 The City of Sebastian is to be specifically included as an additional insured on all insurance certificates (except Worker's Compensation). Waiver of Subrogation is required for Commercial General Liability and Automobile Liability. A renewal certificate shall be issued thirty (30) days before said expiration date. The certificate shall provide a thirty (30) day notification clause in the event of cancellation or modification to the policy.

2.10.2 Before starting and until acceptance of the work by the City, Awarded Contractor shall, as a minimum mandatory condition precedent to this work, procure and maintain insurance of the types and to the limits specified below, at their own expense and without cost to the City, until final acceptance by the City of all products or services covered by the purchase order or contract.

2.10.3 The certificate holder shall read:

City Of Sebastian

1225 Main Street

Sebastian, FL 32958

2.10.4 Minimum coverage with limits and provisions are as follows:

2.10.4.1. Commercial General Liability: The contractor shall provide Commercial

General Liability insurance. This shall include premises/operations, personal & advertising injury, products, completed operations, contractual liability, specifically confirming and ensuring the indemnification and hold harmless clause of the contract. This insurance policy shall be considered primary to and not contributing to any insurance the City maintains. It shall name the City as an additional insured with a waiver of subrogation noted on the Certificate of Liability.

The policy of insurance shall be written on an “occurrence” form.

2.10.4.2. The contractor shall obtain insurance which shall at least meet the following minimum limits:

• Per Occurrence: $1,000,000

• General Aggregate: $2,000,000

2.10.4.3. Business Automobile: The contractor shall provide Business Coverage

Automobile Insurance, which shall protect the contractor from claims for damage for personal injury, bodily injury including accidental death, as well as claims for property damages which may arise from operations under this contract whether such operations are by himself or by anyone directly or indirectly employed by him. Coverage shall include owned, non-owned, hired and rented vehicles.

The contractor shall obtain insurance which shall at least meet the

• Bodily Injury and Property Damage:

o Combined Single Limit (each Accident):

$1,000,000.00

2.10.4.4. Workers' Compensation: The contractor shall provide and maintain workers’ compensation insurance for all employees in the full amount required by statute and full compliance with the applicable laws of the

State of Florida (Florida Statutes Chapter 440). Exemption certificates to this requirement are not acceptable.

The Contractor shall obtain insurance which shall at least meet the

• State Worker’s Compensation: Statutory

• Employer’s Liability:

o $1,000,000.00Each Accident o $1,000,000.00 Disease, Policy Limit o $1,000,000.00 Disease, Each Employee

2.10.4.5. Umbrella/ Excess Liability: The contractor shall provide umbrella/excess coverage with limits of no less than $1,000,000.00 excess of Commercial General Liability, Automobile Liability and

Employers Liability. *This coverage is optional if the contractor has

$2,000,000 General Aggregate under the Commercial General Liability

Policy. *

2.10.4.6. Professional Liability Insurance or Errors and Omissions Insurance: The

Successful Firm shall provide professional liability insurance or Errors and Omissions Insurance. The deductible for each claim may not exceed

$5,000.00. The contractor represents it is financially responsible for the deductible amount.

The contractor shall obtain insurance which shall at least meet the

• Each Claim: $1,000,000.00

• Annual Aggregate: 2,000,000.00

2.10.5 An endorsement to the Commercial General Liability or Automobile Liability policy, covering Contractor’s or subcontractor’s liability for bodily injury, property damage and environmental damage resulting from sudden accidental and gradual pollution and related clean-up cost incurred by the Contractor that arise from the

Goods delivered or Services (including transportation risk) performed by

Contractor under this Contract is also acceptable.

2.10.6 The Contractor shall declare any self-insured retention or deductible amount over

$5,000 for any policy. The City reserves the right to reject any self-insured retention or deductible over $5,000.

2.10.7 All insurance carriers shall be rated (A) or better by the most recently published

A.M. Best Rating Guide. Unless otherwise specified, it shall be the responsibility of the contractor to ensure that all subcontractors comply with the insurance requirements set forth in this Agreement. The City may request a copy of the insurance policy according to the nature of the project. City reserves the right to accept or reject the insurance carrier.

SECTION 3 – EVALUATION PROCEDURE

3.1 The City intends that all responsive and responsible proposers responding to this RFP will be ranked in accordance with the criteria established in these documents.

3.2 Proposals shall include all information solicited in this RFP. Proposers will provide their best price and should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration since oral presentations or demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein addressed.

3.3 The evaluation committee will not assign weights for cost. The Procurement Division will score cost based on the criteria in 3.9. During the evaluation process and at the sole discretion of the City, requests for clarification of one or more proposer submittals may be conducted. The City may perform this request for clarification in a written format or through scheduled oral interviews. Such clarification requests will allow proposers to answer any questions the City may have about a proposer’s submittal. After written clarification is completed, the Committee members can revise their individual scores for the non-price factors.

3.4 An adjectival-based scoring system shall be applied to the qualification criteria throughout the evaluation process to evaluate the written responses and the oral discussions. A score of 0 is the least favorable, and a score of 4 is the most favorable in all sections.

3.5 Committee members will score the Proposer’s response in accordance with the following scale:

Weighted

Value Description

“Non-Responsive”: No information was provided for the specific criteria, and the proposal failed to address the requirements. No documentation was provided.

“Insufficient Evidence”: The proposal is lacking or inadequate in most basic requirements for the specific criteria

“Partial/Basic Evidence”: The proposal meets many basic requirements for the specific criteria but lacks some essential aspects.

“Sufficient Evidence”: The proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

“High-Level Evidence”: The proposal exceeds the minimum requirements in most aspects of the specific criteria.

NOTE: The Committee member’s score times the “weighted value” assigned to the sections listed below equals the total score for that section.

(EXAMPLE: Maximum score of 4 X’s weighted value of 10 = Maximum of 40 Points).

3.6 Proposers submitting the required criteria will have their proposals evaluated by an evaluation team and scored based on proposal criteria factors, including, but not limited to, the ability of the professional personnel, past performance, willingness to meet time requirements, and recent, current, and projected workloads.

3.7 Proposal Requirements

3.7.1. Pages should be sequentially numbered at the bottom of the page.

3.7.2. Proposals should be concise and provide only the information requested. Additional data will not be considered.

3.7.3. The Proposal shall be limited to fifty (50) pages (Not including the required forms listed in Tab 1 or the Required Tabs). Any responses exceeding fifty (50) pages, not including the required forms or tabs, may be considered non-responsive and not considered for award.

3.8 Proposal Submittal Format

Proposers shall include the following information in their written response document.

3.8.1. Title Page: (Non-scored) - The title page should show the request for the proposal's subject, title, and proposal number; the firm's name; the name, address, and telephone number of a contact person; and the date of the proposal.

3.8.2. TAB 1 – Transmittal Letter: (Non-scored)

3.8.2.1. The response shall contain a cover letter by a person authorized to commit the Firm to perform the work included in the proposal. It shall identify all materials and enclosures being forwarded in response to the

RFP. The letter shall also provide a brief description of the Firm’s ability to meet the requirements of the RFP, include a statement that they are financially capable of performing the scope of work required for this project, and provide a brief discussion about the Firm’s business history in the marketplace.

3.8.3. TAB 2 – Table of contents: (Non-scored) - The Table of Contents shall list all major topics, their associated section number, and the starting page.

3.8.4. TAB 3 - Mandatory Forms: (Non-scored)

3.8.4.1. Required Forms

• Contact Information Sheet

• Corporate Resolution (If applicable)

• Non-Collusion Affidavit Form

• Drug-Free Workplace Program

• Certification Regarding Debarment and Suspension

• Certification Regarding Lobbying

• Certification Regarding Scrutinized Companies

• Reference List

• Subcontractor List

• Addenda Acknowledgement

3.8.5. TAB 4 – Summary of Qualifications: (maximum 4 x 8 = maximum 32 points)

3.8.5.1. Business History – provide a brief history of the company’s background. Include, at a minimum, a general description of work performed by the company, the date the company was established, the number of years the owner has worked in this business area, and the physical location of the facility servicing this account.

3.8.5.2. Proposers shall specifically list the proposed team to carry out the services defined herein. Include qualifications, experience, resumes, and knowledge of working with municipalities in strategic planning and coordination for those listed as the proposed team. Limited to one page.

3.8.5.3. Key Personnel – indicate specifically the personnel who will have primary responsibility for the City’s contract. Also, indicate all key individuals and their tasks and/or areas of expertise. Identify the percentage of work to be completed by subcontractors.

3.8.5.4. Provide documentation that demonstrates the firm’s knowledge of

Federal, State, and local laws and regulations governing this type of work and familiarity with FEMA, NRS, FHWA, FDOT, FDEP, FFWC, and other Federal, State, and local regulatory agencies.

3.8.5.5. Describe the firm’s experience and success in filling and receiving

Federal (FEMA, FHWA, etc.) and State reimbursements for disaster recovery work.

3.8.6. TAB 5 – Technical Approach: (maximum 4 x 5 = maximum 20)

3.8.6.1. Management Plan – provide a management plan for each work category describing actions for disaster-generating debris such as those found in a category three storm. At a minimum, the plan shall include:

• Operational plans for monitoring debris recovery and TDSRS to ensure FEMA guidelines are met and to provide adequate fraud protection for the City.

• Procedures for documentation and verification functions.

• An organizational chart noting supervisory and other key personnel, the team, and project management structure, and the ratio of supervisors to field staff.

3.8.6.2. Subcontractors - provide a subcontractor list and outline a plan for using local participation as subcontractors. Discuss including small and minority businesses.

3.8.6.3. Load Ticket – provide a sample load ticket that incorporates City’s requirements.

3.8.6.4. Invoicing/Auditing – discuss your firms ability to track and record all work for invoicing and auditing purposes.

3.8.6.5. The proposed technical approach should enable the City to assess the

Proposer’s capability to perform requested services in a structured and efficient manner.

3.8.7. Tab 6 – Resources & Availability: (maximum 4 x 5 = 20 points)

3.8.7.1. Estimate of the Proposers current workload and future commitments to other disaster monitoring contracts both in man-hours per year and as a percentage of total workload for all key project personnel.

3.8.7.2. List all current contractual obligations within Florida for similar disaster monitoring services and consultant’s management and supervisory personnel assigned to or proposed for each contract. The Proposer should explain its plan for managing multiple contracts in the event of a regional or statewide disaster and the company’s ability to respond to the City with the full force of manpower committed to its proposal.

3.8.7.3. Narrative of financial capability and resources.

3.8.8. Tab 7 – Past Performance: (maximum 4 x 2 = 8 points)

3.8.8.1. Description, references and contact information for at least three (3) full-service Disaster Debris Monitoring contracts in which the Proposer, or principals assigned the project, successfully performed work as the primary contractor. Preferably, references should be United States government entities and have populations of at least 110,000 residents.

3.8.8.2. List of all government agencies in Florida for which it provided disaster debris monitoring services within the last five (5) years. Proposer should note whether it was part of a joint venture and if it was the primary or secondary consultant. Proposer should provide the following information for each agency: government agency name; address;

contact person; phone; and e-mail; contract term; performance period;

cubic yards monitored during each year; and a brief description of the work completed. Using the form enclosed (page 31) or on Proposer’s form, containing the same information, provide list of references, preferable in the southeastern United States. NOTE: The City may, at its sole discretion, require a complete list of customers from proposer(s) being considered for award. At the discretion of the Evaluation Team, the Procurement Chairman may request and tabulate written references and make a report to the Team or assign a Team member to do so.

Reference checks are typically completed on the short-listed firms only;

however, the City reserves the right to expand reference checks to other firms or during other phases of the evaluation process. Consideration of responses received from reference checks may be given during the final selection process.

3.8.8.3. List of all closed, active, and pending FEMA disputes, audits, or lawsuits, and the judgment or outcome of each, involving the corporation, partnership or individuals with more than ten percent

(10%) interest that are related to the services to be provided under this

RFP.

3.8.8.4. List and explanation of all unrecovered FEMA reimbursements that occurred on Disaster Debris Monitoring projects for which the Proposer served as the primary consultant.

3.8.8.5. At the discretion of the Evaluation Team, the Procurement/Contracts

Manager may request and tabulate written references and make a report to the Team or assign a Team member to do so. Reference checks are typically completed on the short-listed firms only; however, the City reserves the right to expand reference checks to other firms or during different phases of the evaluation process. Consideration of responses received from reference checks may be given during the final selection process.

3.9 Cost Proposal: (maximum 4 x 5 = maximum 20 points)

3.9.1. Cost Proposals will be scored by the Procurement Division.

3.9.2. Provide cost proposal in a separate PDF labeled “24-12-RFP Cost Proposal”.

3.9.2.1. Cost Proposal (see Section 6 of this solicitation) shall be emailed to

JessGraham@cityofsebastian.org.

3.9.2.2. DO NOT upload your cost proposal to VendorLink.

mailto:JessGraham@cityofsebastian.org

3.9.2.3. Failure to follow these directions may result in your proposal being marked non-responsive.

3.9.3. Calculation of points for cost will be completed as described in the following

EXAMPLE.

Proposal

Cost

Lowest

Cost

Proposed

% of Low

(Low proposal/Proposal

Cost)

Multiplier

Total Points

Assigned

(% of Low *

Multiplier)

Company A $100,000 $100,000 100% 20 20

Company B $108,000 $100,000 92.6% 20 18.52

Company C $120,000 $100,000 83.3% 20 16.66

3.10 Selection & Award Process

The Evaluation Team will evaluate each written Qualification submittal based on the criteria in the RFP.

Evaluation Criteria Total Possible

Points

Tab #4 – Summary of Qualifications 32

Tab #5 – Technical Approach 20

Tab #6 – Resources & Availability 20

Tab #7 – Past Performance 8

Cost Proposal 20

MAXIMUM POSSIBLE POINTS 100

MBE/WBE/DBE Business

(only used in the event for a tie to the highest total points)

3.11 Based on the evaluation of the written submittals and the closeness of the scores determined by said evaluation, the City may choose to conduct oral discussions/interviews with the top three or more firms to clarify the solicitation requirements, assure full understanding of and conformance to them, and clarify the firms’ qualifications. Should the Evaluation Team (E-

Team) request oral discussions/interviews, the following procedures will apply.

3.12 Oral Discussions/Interviews (maximum 100 points)

3.12.1. The short-listed firms will receive written questions from the Evaluation Team. The

Evaluation Team will conduct oral discussions with the short-listed Firms. The

Evaluation Team will then score the Firms.

3.12.2. Oral discussions/interviews or presentations are exempt from Public Meeting requirements (Section 286.011, Florida Statutes). They will provide an opportunity for the Firm to demonstrate its ability to use time efficiently, effectively, and economically.

3.12.3. The City’s Procurement Department will establish the schedule, and Proposers will be notified within a reasonable time period (generally 7 calendar days) in advance of the date, time, and place of the discussion. The time frame for oral discussions/interviews with each firm will not exceed 45 minutes.