Debris Management and Removal Services.pdf

Request for Proposal Page 1 (Rev. 2/1/2021)

Request for Proposal Number 2027012

Spartanburg County, South Carolina

Sealed Proposals must be delivered to the Office of Purchasing, Office address below, or mailed to the mailing address below. Facsimile and other electronic forms of Proposal will not be accepted. All sealed Proposals must be received before 11:00am, EST., September 15, 2026, and then will be publicly opened. Sealed Proposals are subject to the conditions and all provisions set forth herein and attached. All qualified Proposers are invited to submit Proposals to Spartanburg County for the following:

SPARTANBURG COUNTY

DEBRIS MANAGEMENT AND REMOVAL SERVICES

Description of Project: Spartanburg County is seeking proposals for the pre-event contract for Debris Management and Removal Services.

Submit: One (1) unbound original and two (2) unbound copies of the Proposal, no tabs, must be received on or before 11:00am, EST., September 15, 2026.

Address To: Spartanburg County Government

Purchasing Department Room 1220 Attention: Gina Bennett, Procurement Manager

Mailing Address: P.O. Box 5666 Spartanburg, South Carolina 29304

Office Address: 366 North Church Street Room1220

Spartanburg, South Carolina 29303

Mark Envelope: Outside of sealed Proposal envelope must be marked:

RFP # 2027012 “SPARTANBURG COUNTY DEBRIS

MANAGEMENT AND REMOVAL SERVICES” followed by your firm name and address.

Deadline Enforced Proposals or withdrawal requests, received by the Purchasing Department after the time and date set for receipt of Proposals, are late and WILL NOT be accepted. Late Proposals are void and will be returned unopened to the Proposer, regardless of when they were mailed or delivered. It is the Proposer’s responsibility to ensure timely receipt by the Purchasing Department of a Proposal.

Request for Proposal Page 2 (Rev. 2/1/2021)

Proposal Submittal Documents Checklist:

Items must be provided, in the order listed, as a Proposal package, or Proposal may be disqualified. Proposal shall not exceed, with requested options, 50 pages. Provide one original and two copies of ALL submittal documents, all unbound, no tabs.

All thirteen (13) Proposal submittal documents must be included with the Proposal, or Proposal may be disqualified.

1. Proposal for RFP # 2027012 - (Exhibit B)

2. Corporate / Company Resolution (check box on Exhibit B – if applicable, See Sample

Exhibit C)

3. Proposer Information:

a. Proposer shall provide list of locations and total number of employees.

b. Type of Organization (Check the applicable box):

□ Sole Proprietorship

□ Partnership

□ Corporate entity (not tax-exempt)

□ Corporate entity (tax-exempt)

□ Government entity (Federal, State or Local)

□ Other _____________________________

4. Proposer’s Fraud Acknowledgment Form - (Exhibit E)

5. Drug Free Workplace Act Statement – (Exhibit F)

6. Good Faith Effort Document (Exhibit G)

7. Self-Performance Affidavit (Exhibit H)

8. Certificate of Insurance – (Exhibit I, contains an example)

9. Existence of Subcontractors Form – (Exhibit J)

10. Experience/ References – (Exhibit K)

11. Proposer must be registered with County [Proposer must complete or update Vender

Registration Form and W-9] – (Exhibits L & M)

12. Worker’s Compensation Statement of Independent Contractor – (Exhibit N)

13. Spartanburg County Standard Contract – (Exhibit O)

Request for Proposal Page 3 (Rev. 2/1/2021)

General Terms and Conditions

Term of Proposal: Any Proposal submitted as a result of this Request for Proposal (RFP) shall be binding on the Proposer for sixty (60) calendar days following the specified opening date. Any Proposal for which the Proposer specifies a shorter acceptance period will be rejected. At the end of the sixty (60) calendar day period, Proposals may be withdrawn by submitting a written request to the Procurement Manager. The written request to withdraw the Proposal must be received, regardless of when it was mailed, by the Procurement Manager within five (5) calendar days after expiration of the sixty (60) calendar day period, or the Proposal shall remain in effect until an award is made or the RFP is cancelled.

Every effort has been made to ensure that all information needed is included in this document. If the Proposer finds that they cannot complete its response without additional information, it may submit written questions or requests for clarification to the County Purchasing Department at the addresses listed on page 1 or submit questions by email to Gina Bennett, Procurement Manager, at gpbennett@spartanburgcounty.gov. Written questions shall be submitted at least five (5) calendar days prior to Proposal’s submission date. Questions submitted after this date will be rejected as not timely. Where the Proposer fails to seek clarification, the County’s interpretation shall control. The Proposer agrees it will not make any claim for, or have right to withdraw its Proposal because of any misunderstanding or lack of information. Proposals are not to have any exclusions. Exclusions will come from Spartanburg County in the form of an addendum. Any proposals received with exclusions will not be accepted.

Proposers are specifically directed NOT to contact any other County personnel for meetings, conferences, or technical discussions related to this RFP. Failure to follow this requirement may be grounds for rejection of the Proposal.

The County will not be responsible for or bound by any oral instructions made by an employee(s) of the County in regard to this RFP.

Any statements made by an employee(s) of the County, which may materially change any portion of the RFP, shall not be relied upon unless they are issued as written addendum to the RFP.

A Proposal received by Spartanburg County is considered a public document under provisions of the South Carolina Freedom of Information Act (FOIA) unless it contains information that may clearly be considered accepted and excluded from disclosure according to State statute. Offeror(s) shall visibly mark as “Confidential” each part of their proposals which they consider proprietary information that could be exempt from disclosure under Section 30-4-40, Code of Laws of South Carolina – the Freedom of Information Act (FOIA). The “Confidential” mark should be in bold font of at least 12-point type, in the upper right hand corner of each page. If any part is designated as “Confidential,” there must be attached to that part an explanation of how the information fits within one or more categories listed in Section 30-4-40. The County reserves the right to determine whether this may be brought against the County or its agent for its determination in this regard.

MARKING YOUR ENTIRE PROPOSAL CONFIDENTIAL/PROPRIETARY IS NOT IN

CONFORMANCE WITH THE SOUTH CAROLINA FREEDOM OF INFORMATION

ACT ABSENT EXPLANATION PROVIDING AN EXEMPTION UNDER SECTION 30-4-

40.

mailto:lcoleman@spartanburgcounty.org

Request for Proposal Page 4 (Rev. 2/1/2021)

Purchasing Regulations: This solicitation is subject to the provisions of the Spartanburg County Procurement Ordinance and any revisions thereto. A copy of the Purchasing Ordinance may be obtained from the County’s webpage (www.spartanburgcounty.org) or from the Purchasing Department (864) 596-2519. Spartanburg County reserves the right to negotiate and contract with any individual firm deemed suitable to provide the services required.

Applicable Laws and Compliance: This RFP and any proposal submitted in response thereto shall be governed in all respects by the laws of the State of South Carolina. The Proposer shall comply with applicable Federal, State, and local laws and regulations. By submitting this Proposal, the Proposer certifies it is currently and will remain in compliance with:

The Federal Civil Rights Act of 1964, as amended;

The Federal Immigration Reform and Control Act of 1986;

The Americans with Disabilities Act

Proposer is responsible for securing all required business licenses and permits. If requested, Proposer will furnish a copy to the County.

Public Record: Upon award, or Protest, copies of the Proposals will be made available for public inspection, under the supervision of County Purchasing Department staff, from 8:30 a.m. until 5:00 p.m., Monday through Friday, at 366 N. Church Street, Room 1220 Spartanburg, South Carolina.

Debarment Status: By submitting a Proposal, Proposers assert that they are not currently debarred from proposing on contracts by any agency of the State of South Carolina, nor are they an agency of any person or entity currently debarred from submitting Proposals on contracts by an agency of the State of South Carolina.

Proposer Responsibility: The Proposer must assume that any purchase, responsibility, insurance, and action or activity which is necessary for the satisfactory operation of the services requested in this RFP, but which is not specifically designated as a Spartanburg County responsibility, is a responsibility of the Proposer’s operation, and the Proposer must include these in the response to this RFP.

Disclosure of Conflicts of Interest or Unfair Competitive Advantage: Proposer warrants and represent that Proposal identifies and explains any unfair competitive advantage Proposer may have in competing for the proposed contract and any actual or potential conflicts of interest that may arise from participation in this competition or receipt of an award. The two underlying principles are (a) preventing the existence of conflicting roles that might bias a contractor’s judgment, and (b) preventing an unfair competitive advantage. If Proposer has an unfair competitive advantage or a conflict of interest, the County may withhold award. Before withholding award on these grounds, a Proposer will be notified of the concerns and provided a reasonable opportunity to respond. Efforts to avoid or mitigate such concerns, including restrictions on future activities, may be considered.

Proposer Qualification: The Spartanburg County Government may make such reasonable investigations, including inspections of the Proposer’s physical plant, as deemed proper and necessary to determine the ability of the Proposer to perform stipulated contract work and the Proposer shall furnish the Spartanburg County Government all such information and data for this purpose as may be requested.

Request for Proposal Page 5 (Rev. 2/1/2021)

Project Schedule: Based on the days to complete listed on the Proposal, provide a detailed schedule for completion to include the critical path.

Fraud Policy: Proposers submitting Proposals to Spartanburg County Government must review the County’s policy related to fraudulent activities and acknowledge their responsibilities for protection against acts of fraud in the conduct of business.

Insurance: By submitting a proposal, Proposer agrees to maintain and keep in force during the life of any Contract awarded pursuant to this RFP, with a company or companies authorized to do business in South Carolina, the following insurance policies:

Commercial General Liability:

$1,000,000 per occurrence – (Coverage shall include bodily injury or accidental death and property damage)*

Comprehensive Automobile Liability:

$1,000,000 per occurrence - combined single limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired)*

Statutory Worker's Compensation:

Coverage – (Shall apply to all applicable State of SC laws)

Employers Liability:

$500,000 Each Accident* $500,000 Disease, Per Employee* $500,000 Disease, Policy Limit*

Professional Liability Insurance:

$1,000,000 per occurrence (if applicable)

Umbrella Policy:

N/A

* A combination of Umbrella/ Excess and primary limit may be used to provide coverage for the amount shown.

Proposer will provide County a minimum of thirty (30) days advance notice in the event the insurance policies (or an insurance policy) are changed or canceled.

Proposer certifies to the County that all subcontractors approved to perform work on this project comply with all of the requirements in this Section.

Certificate of Insurance: A copy of current Certificate of Insurance must be included with the Proposal. Certificates of Insurance for all such policies shall be provided by the Proposer’s insurance agent or broker within ten (10) working days from the date of Notice of Award and shall meet the following requirements:

(i) SPARTANBURG COUNTY SHALL BE NAMED AS “ADDITIONAL INSURED” FOR ITS INTEREST on Commercial General Liability and any

Request for Proposal Page 6 (Rev. 2/1/2021)

Umbrella policies, regarding ongoing operations, products and completed operations, and this shall be noted on the face of the Certificate of Insurance.

(ii) WAIVER OF SUBROGATION. As a part of the Certificate of Insurance requirement the Proposer shall also include acknowledgement and acceptance of the waiver of subrogation provision granted to the County of Spartanburg, its departments, agencies, boards, employees, and commissions for losses from work performed by or on behalf of the Proposer. This acknowledgement and acceptance should be included in the same section of the Certificate of Insurance that evidences the “Additional Insured” provision.

(iii) All Certificates of Insurance submitted shall provide on the face of the certificate reference to COUNTY's RFP# 2027012.

Subcontractors: Proposer shall not subcontract work hereunder without the prior written consent of the County, and any such subcontract without consent of the County shall be null and void. If Proposer proposes to subcontract any of the work hereunder, it shall submit to the County the name of each proposed Subcontractor, with the proposed scope of work which its Subcontractor is to undertake. Alternatively, the Proposer shall provide a statement that there are no subcontractors.

Service Providers: When applicable, list up to three independent firms, within 300 miles of the Spartanburg County that can provide service work to the Proposer’s system. Provide names and direct telephone numbers.

References: The County requires Proposers to list at least three (3) references, names, addresses and telephone numbers of contact persons for other companies in South Carolina or neighboring states with whom the proposer has performed or provided similar work, service or product (ie.

currently operate the same model number of equipment being proposed) within the last five years.

References should be listed on Exhibit K.

Experience: List five jobs, similar in size, completed by Proposer, within 100 miles of Spartanburg County, for Governmental entities. List dollar amount, brief description reference name and phone number for each job.

Contractor Qualifications: When applicable a Contractor Qualification Form will be required requesting the following information:

a. SIC/ NAICS Code

b. OSHA Recordable Incident Rate

c. EMR Rate – Provide letters from insurance companies listing proposer and subcontractor

EMR ratings. EMR rating letters must be on insurance company letterhead.

d. Worker’s Compensation Loss Run

Factors (a) through (d) shall be used in conjunction with other required submittal documents as part of the determination process. The County reserves the right to evaluate in its absolute discretion the information submitted.

South Carolina License: Proposer is required to submit a copy of its current State of South Carolina license, as necessary for the goods and/or services being procured.

Request for Proposal Page 7 (Rev. 2/1/2021)

Bid Bond: When applicable, Proposer shall submit with their proposal a bid bond in the amount of five percent (5%) of the proposal price. This bond may be in the form of Certified Check, Cashier’s Check or Bank Money Order of any national or state bank and shall be made payable to Spartanburg County. Proposals submitted without being accompanied by any of the foregoing, as required, shall be considered non-responsive and will be rejected. Any proposal accompanied by a bid bond not properly executed in the opinion of the Procurement Manager, may be rejected.

The bond will be forfeited to the County by the successful Proposer as liquidated damages in case a bid award is made to that Proposer and the contract and bond are not properly executed within 15 days, unless extended by the County.

A check or money order will be returned to the unsuccessful bidders after award and will be returned to the successful offeror after acceptance of the final contract and surety by the offeror.

Performance and Payment Bond: When applicable, the successful proposer, within three (3) working days after acceptance of the proposer’s offer by the County, shall furnish a satisfactory performance and payment bond in the amount of the total proposal price. The performance and payment bond must be received by the county prior to the issuance of the executed contract and Notice to Proceed. The three (3) working days may be extended upon written approval by the Procurement Manager. A copy of the written approval shall be transmitted to the successful proposer stating the terms of any extension. In the event that the proposer fails to deliver to the Purchasing Department the performance and payment bond in said period of three (3) working days after acceptance of the proposer’s offer by the County, then the bid bond of the proposer shall be retained by the County in its entirety and the award will be withdrawn from the proposer. The Bond must be in a format approved by the County before it is made effective. The successful proposer shall have a surety a corporate surety authorized to act as surety in South Carolina. The Performance and Payment Bond will insure that the successful proposer will promptly make payments to all persons supplying labor or materials to the proposer; and shall guarantee to indemnify and save the County, its officers, divisions and employees harmless from all costs, damages and expenses growing out of or by reason of the successful proposer’s failure to comply and perform the work and complete the contract in accordance with the specifications in the matter of making, furnishing and/or delivering said work or supplies.

A letter from a South Carolina Banking Institution stating the Proposer has the ability to obtain an Irrevocable Letter of Credit in amount of Proposal is an acceptable substitute. The South Carolina Banking Institution who issues the letter stating the Proposer has the ability to obtain an Irrevocable Letter of Credit must be a financial institution insured by the FDIC or FSLIC.

An Irrevocable Letter of Credit, made out to Spartanburg County, in the full amount of Proposal, will be an acceptable substitute. The Letter of Credit will be subject to the same terms and conditions set forth above for Bonds. The Irrevocable Letter of Credit shall be issued by a financial institution insured by the FDIC or FSLIC.

At the end of the job, all of the Proposer’s subcontractors shall send a letter, on company letterhead, that they have been paid in full and Spartanburg County can release the performance/payment bond.

Ability to Obtain Performance Bond: When applicable, Proposer shall provide a letter from a bonding company authorized to transact business in the State of South Carolina as a surety stating the Proposer has the ability to obtain a performance/payment bond in amount of Proposal.

Request for Proposal Page 8 (Rev. 2/1/2021)

Independent Contractor: The selected Proposer shall be legally considered an independent contractor and neither the Proposer nor its employees shall, under any circumstances, be considered employees of the County; and the County shall at no time be legally responsible for any negligence or other wrong doing by the Proposer or its employees. The County shall not withhold from the contract payment to the Proposer any federal or state unemployment taxes, federal or state income taxes, Social Security tax, or any other amounts for benefits to Proposer.

Further, the County shall not provide to the Proposer any insurance coverage or other benefits, including Worker’s Compensation.

The County shall have the right to reject any Subcontractor which it considers unable or unsuitable to satisfactorily perform its duties. Proposer shall not enter into any cost reimbursable agreements with any proposed Subcontractor without County’s prior written authorization. Notwithstanding any consent by the County to a proposed subcontract, Proposer shall remain responsible for all subcontracted work and services. Proposer agrees it shall be as fully responsible to the County for the acts and omission of its Subcontractors, their agents, representatives, and persons either directly or indirectly employed by them as it is for the acts and omissions of persons directly employed by Proposer. Neither this provision, the agreement, the County’s authorization of Proposer’s agreement with Subcontractor, County’s inspection of a subcontractor’s facilities or work, or any other action taken by the County in relation to a Subcontractor shall create any contractual relationship between any Subcontractor and the County. Proposer shall include in each of its subcontracts a provision embodying the substance of this provision and provide a copy, upon request, to the County before commencement of any work by a Subcontractor. Proposer’s refusal to comply with this provision shall be grounds for the County’s termination of this agreement for default, without notice or opportunity to cure.

In addition, Proposer indemnifies and holds the County harmless from and against any claims (threatened, alleged or actual) made by any Subcontractor of Proposer (of any tier) for compensation, damages or otherwise, including any cost incurred by the County to investigate, defend or settle any such claim.

Award:

Evaluations:

Spartanburg County will conduct evaluations of the proposals.

Award Criteria:

Spartanburg County shall evaluate each of the Proposals using the criteria set forth in Exhibit D attached hereto. The County reserves the right to request Proposers to appear for an additional presentation followed by a question and answer period, in order to further evaluate qualifications.

The additional presentations, if any, will also be scored and combined with prior scoring to determine the successful Proposer. The County is not obligated to accept the lowest cost proposal.

The award of the contract, if awarded, will be made to the Proposer providing the most responsive, responsible proposal that provides the best overall value and service. The award, if awarded, will take into consideration several factors, including the soundness and flexibility of the proposal, functional capability, quality of performance, quality of service, ability to provide support, overall cost, the Proposer’s experience and the Proposer’s references. At the County’s discretion, one or more firms may be engaged for this work.

SPARTANBURG COUNTY RESERVES THE RIGHT TO ACCEPT OR REJECT ANY

OR ALL PROPOSALS OR PARTS THEREOF, TO GIVE THE PROPOSER THE

Request for Proposal Page 9 (Rev. 2/1/2021)

OPPORTUNITY TO CURE ANY DEFICIENCY RESULTING FROM A MINOR

INFORMALITY OR IRREGULARITY IN A PROPOSAL OR WAIVE ANY

DEFICIENCY, AS SET FORTH IN THE COUNTY PROCUREMENT ORDINANCE.

Notice of Intent to Award:

If awarded, the Notice of Intent to Award shall be e-mailed to all Proposers once a decision to award is made. This Notice of Intent to Award shall begin the time to protest the decision to award in accordance with Spartanburg County Code of Laws Section 2-287.

Notice of Award:

If awarded, the Notice of Award shall be e-mailed to all Proposers once a decision to award is made.

Request for Proposal Page 10 (Rev. 2/1/2021)

Exhibit A

SCOPE OF WORK / SERVICES TO BE PROVIDED

The Proposer who is awarded the contract shall perform and carry out, those services necessary to complete the SPARTANBURG COUNTY DEBRIS MANAGEMENT AND REMOVAL

SERVICES.

At a minimum, this work shall include:

County of Spartanburg, hereinafter called “County”, in order to deal with a major storm, disaster, or other event will receive professional service proposals for a pre-event contract for Debris Management and Removal Services. The County will accept proposals from qualified contractors with experience in disaster and debris removal services and the preparation, response, recovery, and mitigation phases of any emergency situation or disaster.

All payments under the contract resulting from this Request for Proposal (RFP) shall be made only for services requested and approved by the County. No work effort will begin without written authorization (Notice to Proceed) from the County. There shall be no retainer paid in order to keep the Contract in effect.

The Contractor needs to thoroughly review the County’s geography prior to submitting its proposal. The Office of Emergency Services will be happy to meet with any prospective Contractor on these issues prior to the deadline and encourages site visits. Site visits must be scheduled in writing with the Procurement Manager, Gina Bennett, at gpbennett@spartanburgcounty.gov.

There is one County-owned landfill located in Spartanburg County.

The Contractor must include within their proposal any other costs or items associated with debris management and removal services that they may be aware of, which is not included in this Request for Proposals.

Contractor should be as self-sufficient as possible. Restaurants and lodging establishments are extremely limited. Fueling stations are also of limited number and may be affected by storms creating the need for this contract. Electrical outages in portions of the County following substantial inclement weather often exceed seven (7) days.

The County may or may not interview potential Contractors for contractor selection.

mailto:gpbennett@spartanburgcounty.gov.

Request for Proposal Page 11 (Rev. 2/1/2021)

PRE-EVENT DEBRIS MANAGEMENT AND REMOVAL SERVICES

I. SCOPE

The Contractor is to perform the work as defined in this Request for Proposal and amendments, if any. The Request for Proposal is hereby incorporated by reference herein and made a part of the contract documents as set forth.

Unless otherwise specified herein, the Contractor is to furnish all materials, tools, equipment, manpower, and consumables to complete the work.

II. TERM OF AGREEMENT

The period of this Agreement shall be for three years, beginning on January 1, 2026, and ending on December 31, 2029. This Agreement can be extended at the direction of the County for two

(2) one (1) year terms. The County will notify the vendor in writing if they wish to extend no less than sixty (60) days of the expiration date of December 31, 2029. The maximum contract period shall be five (5) years.

III. COMPENSATION

The Contractor agrees to provide services and materials at the cost as specified in its proposal to the County.

IV. PAYMENT

All invoices received by the County are payable within thirty (30) days from receipt, provided they have first been approved by the County and the County has accepted the work. However, payment may be delayed up to Ninety (90) days due to the State and FEMA reporting and reimbursement process, when applicable.

All invoices shall be directed to: The County Roads and Bridges Department.

V. GENERAL CONDITIONS

A. Termination

1. The performance of Work under this agreement may be terminated by the County in whole or in part, in writing, whenever the County shall determine that the Contractor has failed to meet the performance requirements of this Agreement or the County is no longer able to support the contract for any reason. Debris to be removed by the Contractor will be designated by a County official, inspector, or other personnel approved by the County.

2. The County has the right to terminate for default if the Contractor fails to make delivery of the supplies, perform the work, or if the Contractor fails to perform any other provisions of the Agreement.

Request for Proposal Page 12 (Rev. 2/1/2021)

B. Performance Requirements and Services

1. The services to be provided by Contractor for the County include those which are necessary for the removal of excess green waste and/or bulk refuse from County streets, rights-of-way, public parks and public places, including, but not limited to personal/private property and debris placed on or in these public sites as approved by the County to be removed by the Contractor.

2. Debris to be removed by the Contractor will be designated by a County official, inspector, or other personnel approved by the County.

3. The method(s) utilized for debris removal under this agreement are to be determined by the Contractor and approved by the County. The Contractor shall be entitled to employ heavy equipment, trucks, loaders, saws and personnel necessary to accomplish the objective of the County. The work to be performed under this agreement shall consist of the Contractor clearing and removing any and all eligible debris for the County by a process including: 1) examination of debris to be hauled; 2) cutting, clearing, stacking, sorting or moving debris to facilitate loading; 3) loading and hauling debris to location(s) approved by the County . The County may instruct the Contractor to grind or recycle the County’s excess green waste materials.

4. The Contractor shall perform work so as not to interfere with the normal operations of the County, State or Federal functions and or violate existing regulations of these or other regulatory agencies.

C. Correction of Work

The Contractor shall promptly correct all work rejected by the County as failing to conform to this Agreement. The Contractor shall bear all costs of correcting such rejected work.

Rejected work shall consist of that work which is deemed ineligible by the County’s representative.

D. Right to Audit Records

The County shall be entitled to audit the books and records of the Contractor of any sub-contractor to the extent that such books and records relate to the performance of this Agreement of any sub-contract to this Agreement.

Such books and records shall be maintained by the Contractor for a period of three (3) years from the date of final payment under this Agreement from the date of final payment.

E. Time is of the Essence

The parties agree that time is of the essence in the completion of the work called for under this Agreement.

The Contractor agrees that all work shall be executed regularly, diligently, and uninterrupted at such a rate of progress as will ensure full completion thereof within the time specified.

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VI. SPECIFIC PROVISIONS

A. The successful Contractor must have a representative present in the County’s office or Emergency Operations Center within thirty-six (36) hours of Notification to Proceed and be able to mobilize equipment and personnel to the designated location within forty-eight (48) hours of Notice to Proceed. The County generally is isolated for a period of twenty-four (24) to forty-eight (48) hours following the most likely debris event, inclement weather. If necessary, the successful contractor may need to pre-stage in the region.

B. Emergency road clearing on highway right of ways (ROW) shall be performed on a time and material basis only as authorized by the County and up to seventy (70) hours or other limits allowed by Federal requirements as applicable. However, experience has shown the fire departments, South Carolina Forestry, farmers, and other volunteers generally have the initial cut through promptly completed. Work conducted on the ROW shall be limited to the point where fallen vegetation and other debris enter the ROW. No equipment or personnel may operate beyond the ROW unless specifically approved by the County.

C. The County will supply the Contractor with a list of potential local sub-contractors.

Proposals shall list the Contractor’s ability to utilize local contractors and their general requirements for doing so.

D. The Contractor shall create, in conjunction with Public Works, a FEMA compliant debris management plan and submit this plan for formal approval. Once approved by FEMA, the contractor shall notify Public Works about debris management training based on the FEMA approved plan.

E. The Contractor shall provide one day of Debris Management training per year to the

County staff during the month of March of the first year and January the following years, as arranged by the Public Works Department. The Contractor shall also assist the County with updates and improvement of the Debris Management Plan annually.

F. The Contractor shall provide all necessary security and oversight for all operations.

G. The Contractor shall provide sufficient traffic control and warning devices for conducting work on streets and highways.

H. The anticipated Contractor work hours are sun up to sun down, seven days per week unless otherwise approved by the County.

I. The Contractor shall hire and supervise any needed hazardous materials specialists and handle the disposal of all hazardous substances in accordance with all laws and regulations.

J. The contractor shall operate within the requirements of the Occupational Safety and

Health Act, and all other applicable federal and state laws, rules, and regulations.

K. The County shall accept the serialized copy of the Contractor’s debris load ticket(s) as the certified, original source documents to account for the measurement and

Request for Proposal Page 14 (Rev. 2/1/2021) accumulation of the volume of debris delivered and processed at the reduction and/ or disposal site(s). The ticketing system will also be used in the event of additional debris handling for volume reduction and/or the possible requirement for a debris transfer station(s). These tickets shall be used as the basis of any electronic generated billing and/ or report(s). They should include the following: (load tickets shall be turned in weekly).

Date Preprinted Number Hauler’s name Truck number Truck Capacity in cubic yards Load percentage full, as assigned by Debris Monitors Load amount in billable cubic yards Debris classification as burnable, non-burnable, mixed other Point of origin for debris collected and time loaded Dumpsite location and time dumped

L. The County will identify one or more Temporary Debris Storage Sites. All site work on these sites must be approved by the County. The Contractor will prepare a site management plan in advance for these sites to include:

Access to site Site management, to include point-of-contact, organizational chart, etc Site preparation, - clearing, erosion control, and grading Traffic control procedures Site Safety Site Security Site Layout/Segregation of debris Hazardous waste material plan Location of ash disposal area, hazardous material containment area, contractor work area, and inspection tower (if required) Location of incineration operations, grinding operation (if required). Note: All incineration and grinding operations shall be in accordance with Appendix H, Public Assistance Debris Management guide, FEMA 325 dated April 1999 or latest edition, and with South Carolina Division of Solid Waste and Air Quality Control.

Location of existing structures or sensitive areas requiring protection Environmental mitigation plan, including consideration for smoke, dust, noise, traffic, buffer zones, storm water runoff All necessary licenses, permits, and fees for the same are the responsibility of the

Contractor.

M. The Contractor shall construct an inspection tower at each debris storage site as requested by the County. The tower shall be constructed using pressure treated wood or metal scaffolding. The floor elevation of the tower shall be 10 feet above the existing ground elevation. The floor area shall be a minimum 8' by 8', constructed of 2"x 8" joists, 16" O.C. with 3/4" plywood supported by a minimum of four 6" x 6" posts. A 4-foot-high wall constructed of 2" x 4" studs and ½” plywood shall protect the perimeter of the floor area. The floor area shall be covered with a roof. The roof shall provide a

Request for Proposal Page 15 (Rev. 2/1/2021) minimum of 6'-6" of headroom below the support beams. Steps with a handrail shall provide access to the tower. Tower shall be built in accordance with approved South Carolina Building Codes.

N. The Contractor shall be responsible for reporting to the County and cleaning up all spills caused by the Contractor’s operation at no additional cost to the County or any other governmental identity. Immediate containment action shall be taken as necessary to minimize effect of any spill or leak. Cleanup shall be in accordance with applicable federal, state, and local laws and regulations.

Spills shall be reported to the County Emergency Management Coordinator immediately following discovery. A written follow-up shall be submitted to the County Manger not later than seven (7) days after the initial report. The written report shall be in narrative form and as a minimum shall include the following:

• Description of the material spilled

• Determination as to whether or not the amount spilled is EPA/state reportable

• When and to whom it was reported

• Exact time and location and spill

• Receiving stream or waters

• Cause of incident and equipment and personnel involved

• Injuries or property damage

• Duration of discharge

• Containment procedures initiated

• Summary of all communication the Contractor had in regards to the spill

• Description of cleanup procedures

VII. MISCELLANEOUS PROVISIONS

A. The Contractor shall comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of work under this Agreement.

B. No waiver, alterations, consent or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by the County.

C. The Contractor is to procure all permits, licenses, and certificates, or any such approvals of plans or specifications as may be required by federal, state and local laws, ordinances, rules, and regulations, for proper execution and completion of the Work under this Agreement.

D. This Agreement is deemed to be under and shall be governed by and construed according to laws of South Carolina.

E. Any litigation arising out of this Agreement shall be had in the Courts of Spartanburg

County, South Carolina.

Proposer Requirements:

Request for Proposal Page 16 (Rev. 2/1/2021)

After award of contract, any changes that result in additional cost to Spartanburg County must be submitted in writing to Howard Strassburg at sstrassburg@spartanburgcounty.gov for prior written approval. Do not proceed with any changes until written notification to proceed is in hand. After award of contract, jobsite access will be coordinated with Howard Strassburg at sstrassburg@spartanburgcounty.gov.

Spartanburg County reserves the right to award contracts to multiple vendors for this solicitation.

FEE SCHEDULE

1. Vegetative storm debris picked up at the designated work zone, hauled to and mailto:sarledge@spartanburgcounty.org mailto:sarledge@spartanburgcounty.org

Request for Proposal Page 17 (Rev. 2/1/2021) dumped at a Temporary Debris Storage and Reduction Site (TDSRS) Mileage Radius: 0-15 Miles $

/cu.yd.

16-30 Miles $

/cu.yd.

31-60 Miles $

/cu.yd.

61-90 Miles $

/cu.yd.

91-120 Miles $

/cu.yd.

2. Construction and Demolition debris hauled to and dumped at a County approved disposal site or landfill

Mileage Radius: 0-20 Miles $ /cu.yd.

21-40 Miles $ /cu.yd.

41-70 Miles $ /cu.yd.

71-100 Miles $ /cu.yd.

101-140 Miles $ /cu.yd.

3. Validated load hauled tickets from the TDSRS for final processed vegetative debris at a County approved recycling facility

Mileage Radius: 0-20 Miles $ /cu.yd.

21-40 Miles $ /cu.yd.

41-70 Miles $ /cu.yd.

71-100 Miles $ /cu.yd.

101-140 Miles $ /cu.yd.

4. Other Emergency Ferry Routes instituted by SC DOT – not applicable n/a

5. Tipping fees/disposal costs for Green Waste shall be paid by CONTRACTOR, and actual incurred cost shall be invoiced to the County for reimbursement

6. Management, Processing and Loading of all eligible debris and/or residue at the

TDSRS

Including locating, leasing (if required), preparing and layout of site; management, maintenance and operation of the TDSRS; the receiving, sorting, segregation, processing and reduction of vegetative debris (chipping or grinding or burning as directed by the County ); furnishing materials, supplies, labor, tools and equipment necessary to perform services; maintenance of internal roadways, providing traffic control, dust control, erosion control, inspection tower(s), lighting, hazardous/toxic waste (HTW) containment areas, fire protection, all required permits, environmental monitoring, and safety measures; loading reduced/stored debris and initiating load tickets for final disposition; and Closure and remediation of the TDSRS

/cu.yd.

7. Pick up and dispose of hazardous materials $ /lb.

8. Dead Animal Collection, Transportation & Disposal $ /lb.

9. Hazardous trees – Trees will be evaluated by the County and be designated to be cut down and hauled to the TDSRS for reduction. Trees will be measured 3’ above the ground

Trees with branches remaining – FEE ONLY TO CUT TREE 6-12” Diameter $

/tree

Request for Proposal Page 18 (Rev. 2/1/2021)

13-24” Diameter $ /tree

25-48” Diameter $ /tree

> 48” Diameter $ /tree

10. Stumps up to 24” in diameter (requires County approval) $ / ea Stumps over 24” in diameter (requires County approval) $ / ea

11. Hangers – Hangers will be considered any hanging/damaged remaining in the tree(s) above the ROW of 2” or greater diameter. The Contractor, at the direction of the County , will remove hangers for a unit price per hanger

2-4” Hanger $ /hanger

5-12” Hanger $ /hanger

> 12” Hanger $ /hanger

12. Private Property Demolition and Debris Removal – The CONTRACTOR shall operate beyond the Public Right-of-Way (ROW) only as identified and directed by the County. Operations beyond the ROW on private property shall be only as necessary to abate imminent and significant threats to the public health and safety of the community and shall include, but is not limited to, the demolition of structures and the removal and relocation of the debris to the public ROW

$ per sq.ft.

13. Tipping fees/disposal costs for C&D debris shall be paid by the County.

14. Fallen Trees – The CONTRACTOR shall cut a fallen tree, which extends onto the

ROW from private property, at the point where it enters the ROW. Vegetative debris will be placed on the ROW for collection as addressed under item #1. (a.)

Price Included

15 n/a

16. Fill Dirt – As identified and directed by the County , the CONTRACTOR shall place compatible fill dirt in ruts created by equipment and vehicles, holes created by removal of hazardous stumps and other areas that pose an imminent and significant threat to public health and safety

/cu.yd.

17. White Goods – The CONTRACTOR shall recycle all eligible white goods in accordance with all federal, state and local rules, regulations and laws (if directed by the County)

/unit

18. Freon Recovery – The CONTRACTOR SHALL REMOVE AND RECOVER Freon from any white goods, such as refrigerators, freezers or air conditioners, at the TDSRS or final disposition site in accordance with all federal, state and local rules, regulations and laws

/unit

19. Training and Assistance Sessions for all key County personnel and assistance in all disaster debris recovery planning efforts as requested

Price included

20. Preliminary Damage Assessment – Determining the impact and magnitude of the disaster event before federal assistance is requested, identifying damaged locations and facilities, distinguishing between pre-disaster damage and disaster – generated damage, documenting eligible costs and describing the physical and financial impact of the disaster

Price included

21. Mobilization and Demobilization – All arrangements necessary to mobilize and demobilize the CONTRACTOR’s labor force and machinery needed to perform the Scope of Services contained herein shall be made by the CONTRACTOR

Price included

22. Temporary Storage of Documents – The CONTRACTOR shall provide storage of daily or disaster-related documents and reports for protection during the disaster event

Price included

23. Debris Planning Efforts – The CONTRACTOR shall assist in all disaster debris recovery planning efforts as requested by the County. These planning efforts shall include, but are not limited to, development of a debris management plan, identification of adequate temporary debris storage and reduction sites, estimation of debris quantities, and emergency action plans for debris clearance following a disaster event

Price included

24. Closure and Remediation of the TDSRS – The CONTRACTOR shall remove all Price

Request for Proposal Page 19 (Rev. 2/1/2021)

CONTRACTOR equipment and temporary structures and shall dispose of all residual debris from the TDSRS at an approved final disposition site. The CONTRACTOR is responsible for the reclamation and remediation of the TDSRS site to its original state prior to use by the CONTRACTOR included

25. Reporting and Documentation – The CONTRACTOR shall provide and submit to the County all reports and documents as may be necessary to adequately document the Debris Recovery Services in accordance with FEMA/SC requirements. Any items for schedule not noted in the attached fee schedule, please include as an appendix item to this RFP. This should include, but not be limited to any services not covered in this RFP but often rendered during disaster responses.

Price included

CONTRACTOR: ______________________________________________________________

HOURLY FEE SCHEDULE

Request for Proposal Page 20 (Rev. 2/1/2021)

All equipment rates below include operator, fuel and maintenance costs

Personnel/Equipment Hourly Rate 30 Ton Crane $ Stump Grinder $

50’ Bucket Truck $ Track-Hoes John Deere 690 Equivalent $

D-6 Dozers or Equivalent $ John Deere 544 or Equivalent $

Service Trucks $ Tractor with Box Blade $

5-14 Cubic yard Dump Truck $ 15-24 Cubic Yard Dump Truck $ 25-34 Cubic Yard Dump Truck $ 35-44 Cubic Yard Dump Truck $ 45-54 Cubic Yard Dump Truck $ 55-64 Cubic Yard Dump Truck $ 65-74 Cubic Yard Dump Truck $ 75+ Cubic Yard Dump Truck $

850 HP or Equivalent Tree Grinder $ Water Truck (2000 gal.) $

Rubber Tire Backhoe $ Motor Grader $

Climber with Gear $ Superintendent with Truck $

Foreman with Truck $ Operator with Chainsaw $

Traffic Control Personnel $ Laborer $

Personnel/Equipment Hourly Rate Field Project Foreman $

Administrative Assistant $ Clerical $

Pickup Truck $ Pickup Truck, Extended Cab $

Pickup Truck, 4 X 4 $ Pickup Truck, 1 Ton $ Mechanized Broom $

Trackhoe, 490 or Equivalent $ Bulldozer, D4 or Equivalent $

12 Ton Lowboy $ 50 Ton Lowboy $

Skidsteer $ Rubber Tire Excavator $ Other (please specify) $

CONTRACTOR: ______________________________________________________________

Underserved Business Entities Participation:

Request for Proposal Page 21 (Rev. 2/1/2021)

a) Underserved Business Entity (“UBE”) – Vendors submitting responses are encouraged to solicit UBE participation in fulfilling their contract. Indicate in your response whether you are a certified UBE firm; whether you will have a certified UBE partner; and any UBE areas of involvement for monitoring purposes.

b) The County recognizes the following certifications:

1. Small and Minority Business Contracting and Certification (SMBCC Certification) (http://osmba.sc.gov/directory.html); or

2. Disadvantaged Business Enterprise (DBE Certification) http://dbw.scdot.org/dbesearch/DirectoryQuery.aspx; or

3. Small Business Enterprise (SBE Certification) http://dbw.scdot.org/dbesearch/DirectoryQuery.aspx

c) The successful vendor will comply with all Federal and State requirements concerning fair employment and treatment of all employees, without regard or discrimination by reason of race, color, religion, age, sex, national origin or physical handicap.

Spartanburg County Underserved Business Entity (UBE) Policy is located on the Spartanburg County website at:

https://www.spartanburgcounty.org/DocumentCenter/View/14996/Spartanburg_County_Underse rved_Business_Entity_UBE_Policy

Exhibit B http://osmba.sc.gov/directory.html http://dbw.scdot.org/dbesearch/DirectoryQuery.aspx http://dbw.scdot.org/dbesearch/DirectoryQuery.aspx https://www.spartanburgcounty.org/DocumentCenter/View/14996/Spartanburg_County_Underserved_Business_Entity_UBE_Policy https://www.spartanburgcounty.org/DocumentCenter/View/14996/Spartanburg_County_Underserved_Business_Entity_UBE_Policy

Request for Proposal Page 22 (Rev. 2/1/2021)

INSTRUCTIONS TO PROPOSERS

1. Enter Proposer’s name on any specifications or descriptive papers submitted with this Proposal.

2. Show trade name or brand of any article included in the specifications.

3. When required, furnish samples, free of expense, prior to the Proposal opening. Label each sample with Proposer’s name and the item number. Should you wish samples returned, at your expense, when not destroyed in tests, please indicate such in writing at the time of submission of the sample.

4. Proposals must be submitted on this form. Proposals made otherwise will be subject to rejection.

5. Lump sum proposal price must include the amount of ALL FEES charged by Proposer. Proposals that do not include all fees will be rejected.

6. Lump sum proposal price must include the amount of ALL TAXES, including any South Carolina state sales tax and any use tax which may be owed by Spartanburg County as a result of this Proposal. Proposals which do not include all taxes will be rejected.

7. Lump sum proposal price must include ALL COSTS OF TRANSPORTATION AND DELIVERY to the required destination. Proposals which do not include all costs of transportation and delivery will be rejected.

8. This Proposal is subject to the Spartanburg County Procurement Ordinance, this Request for Proposal (RFP) and the attached County contract.

9. If someone other than an officer of the corporation/company will be signing the contract, a corporate/company resolution MUST be attached to the proposal authorizing the individual to sign.

Proposals that do not include a corporate/company resolution, when required, will be subject to rejection.

10. This RFP provides basic information regarding the County’s…