DEBRIS_SCOPE_OF_WORK2.pdf

S C O P E O F W O R K

1.0 The purpose of this contract is to collect, pick-up, remove and haul all Eligible Debris

{as defined by FEMA Regulations for the Public Assistance Debris Management Program, FEMA 322, FEMA 323 and FEMA 325, or their respective replacement, explanatory or supplementary guidelines} from County property and road rights of way within the designated portions of Stone County, Mississippi {“County” }, and to deliver all such

Eligible Debris to disposal sites, as designated and/or approved by the Board of Supervisors

{“Board”} of County acting through President of the Board, the County Emergency

Management Coordinator, the County Road Manager and the County Sheriff, or their respective designees {County’s designee}, with the final determination, in case of question, to be made by the Board.

2.0 Contractor shall provide safe, expeditious, sanitary collection, removal, haul and delivery of all Eligible Debris in good, workmanlike and timely manner, time being of the essence to restoration of the County property and rights of way to a state of usefulness.

3.0 All Eligible Debris shall be hauled at Contractor’s cost to sites designated/approved by the Board. All necessary permits required for Contractor’s operations shall be obtained by and at cost of Contractor. All necessary DMS temporary sites permits required shall be obtained by and at cost of County and/or dumpsite owner/operator.

4.0 Any estimate of the amount of debris is an estimate only, is not to be taken as the maximum or minimum amount of debris which actually will eventually fall within this

Scope of Work, and is not guaranteed in any way.

5.0 The work shall consist of collecting, clearing, separating, loading, hauling, delivering, and unloading of all Eligible Debris from County’s property and rights of way, Contractor shall {1} examine and sort debris to determine whether the debris is Eligible Debris and whether Eligible Debris is burnable or nonburnable, {2} loading and sorting the debris, {3} hauling Eligible Debris to an approved disposal site. Ineligible debris will not be loaded, hauled or dumped under this Contract but Contractor shall immediately notify County’s designee of any ineligible debris found on or placed at the County’s property or right of way for collection. Contractor shall make only the designated passes the County ask for which could be One up to three (3) passes of all of County’s property and rights of way

(unless a lesser number of passes is approved by the Board as being adequate) with a minimum, of one weekend between each pass, on a schedule coordinated with and approved by County’s designee. Contractor shall not move from one designated work area to another designated work area without prior approval of County’s designee. Any Eligible Debris, such as fallen trees, shall be severed at the point where it enters the County property or right of way line and only that part of the Eligible Debris within or at the County property or right of way line shall be collected and removed. Contractor shall not enter private property in performance of this Contract.

6.0 Much of this project shall occur in residential areas. Contractor must exercise due diligence to minimize damage to trees, shrubs, landscaping, building and general private property and will restore/repair in timely manner any damage caused by its operations. The debris work area will be left clear of debris and as clean as is reasonably practical. No tracked equipment shall be allowed in residential areas that causes too much damage as determined by county.

7.0 Contractor shall use equipment and perform work in a manner which will prevent damages to public or private roads and roadways, public or private property, and the motoring public, being careful of utility lines and County’s infrastructure and facilities, including adjacent landscaping. All loading equipment shall operate from the roadway using buckets and/or boom or grapple devices to remove and load debris.

8.0 Contractor shall abide disaster and response agency instructions and shall not interfere with the disaster and response activities of federal, state and local governments and agencies and public or community utilities.

9.0 County reserves the right to inspect the work site, equipment, and personnel, and to verify quantities and review operations in the manner and at any and all time or times, and as frequently as it may desire.

10.0 All work shall be conducted in safe, expeditious manner and in accord with OSHA rules.

11.0 Load tickets will be used for recording the cubic yard volume of debris removed for disposal. A copy of the Load Ticket form to be used by Contractor shall be furnished or approved by County’s Attorney prior to commencement of any work.

12.0 Load Tickets shall contain at least the following:

12.1 Ticket Number

12.2 Contract Number

12.3 Date

12.4 Contractor’s name

12.5 Truck or Roll-off Number

12.6 Truck’s measured and certified cubic yard capacity

12.7 Point of Debris collection address

12.8 Loading departure time

12.9 Dumpsite arrival time

12.10 Driver’s/Operator’s Name

12.11 Percentage of Loan Capacity Delivered by this load

12.12 Actual Debris Volume

12.13 Debris Eligibility Check of {Yes______No_______}

13.0 A minimum four-part Loan Ticket will be issued by a County Monitor, employed by

County, prior to transport of the debris from the loading site and given to the vehicle operator. Upon arrival at the dumpsite, the vehicle operator will give the entire four-part

Loan Ticket to the County Disposal Site Monitor, employed by County. The Disposal Site

Monitor will verify the hauler and equipment and establish a percent of load capacity for the eligible cubic yardage of the debris load and then calculate the actual cubic yardage of the eligible load to the nearest 1/10 of a cubic yard, documenting this date on the Load Ticket.

One copy of the Load Ticket will be given to the vehicle operator, one to the Contractor, one to FEMA, and the original kept by the County. The Load Tickets will be submitted with the

Daily Report.

14.0 Eligible Debris within the scope of this Contractor is determined by FEMA guidelines and includes, but is not limited to, damaged and disturbed trees, bushes and shrubs, broken and partially broken or severed tree limbs and brush, and other debris obstructing or lying within County property or rights of way. Tree stumps resulting from this disaster and located on County’s property or rights of way shall be removed and hauled under this

Contract. Tree stumps with diameter measuring less than or equal to 24” at a point 2’ from where the tree originally exited the ground {i.e.2’ high as originally standing before the disaster}, shall be considered burnable debris, removable and payable as other burnable debris. Tree stumps larger than 24” in diameter, 2’ high that must be extracted shall be photographed and located by street address and lat/long, removed and paid for in accord with

Hazard stump unit bid. Hazardous limbs shall be photographed and located by street address and lat/long, removed and paid for in accord with Hazardous Hanging limbs unit bid.

15.0 Reconstruction debris and hazardous or toxic wastes shall not be included in the scope of work for this Contract. Contractor shall immediately notify County’s designee of the type and location of all such excluded debris and wastes.

16.0 Contractor shall commence and continue operations on a schedule designated or approved by County’s designee within 24 hours of notice to proceed being issued and thereafter continue from day to day until the work is completed.

17.0 Prior to commencement of work, Contractor shall coordinate with County’s designee a work plan showing where operations will begin and which streets/roads/property will be cleared on a 7 and a 14 day projection. The plan will be updated every Monday and is subject to revision and direction of County’s designee.

18.0 Debris collection, removal and haul operations shall be performed during visible daylight hours only, determined by County’s designee, working _______days/week, including holidays.

19.0 Maximum completion time shall be _________calendar days, unless County’s designee issues additions/deletions to the contract by written change orders. Subsequent completion time changes shall be equitably negotiated by the parties pursuant to applicable law.

20.0 All trucks and equipment must comply with applicable federal/state/local laws, rules and regulations, including, without limitation, DOT, MDOT and safety regulations. Any truck used to haul debris must be mechanically loaded by an appropriately sized front end loader, backhoe or other approved appropriate equipment. The haul truck/trailer must dump hydraulically and be controlled from the cab and capable of rapid load-dumping.

Sideboards or other bed extensions must meet all rules and regulations, cover the front and both sides and be constructed to withstand severe operating conditions. Sideboards are to be

2” X 6” boards or greater and shall not extend than 2 feet above metal bed sides. All extensions are subject to acceptance/rejection by County’s designee. All trailers or dump beds must have a metal-frame exterior and minimum of 5/8” plywood {not wafer board} interior walls. All haul equipment must be equipped with a tailgate that will effectively contain the debris during transport and permit the truck/trailer to be filled to capacity. All haul equipment must be inspected measured and marked for its certified load capacity by

Contractor and approved by County’s designee prior to any use.

21.0 Trucks and other heavy or vehicular equipment designated for use under this Contract shall be equipped with two signs, one attached to each side, furnished by County’s designee to the Contractor. These signs remain the property of County and will be returned to

County at completion of the Contract.

22.0 Prior to commencing contract operations, Contractor shall present to County’s designee all trucks, trailers or other, containers that will be used for debris haul. Each truck , trailer or other container will be measured to determine load capacity, the load certified by

County’s designee, numbered, and shall clearly display the certified load capacity for identification with permanent marking. County’s designee may, at any time or times request remeasurement. Contractor shall notify County’s designee in writing each time a new truck, trailer or container is to be used under this Contract and the foregoing shall be accomplished for the new item. No load or capacity shall exceed 100% of the certified load capacity. Contractor’s personnel shall cooperate with County’s Load Site Monitors to facilitate visual inspection and observation of all loading operations.

23.0 Trucks or other equipment designated for use under this Contract shall not be used for any other work during the working hours of this Contract. Contractor shall not solicit or perform private work from private citizens, businesses or others to be performed in the designated work area during the term of this Contract. Under no circumstances may

Contractor mix debris hauled for others with Eligible Debris hauled under this Contract.

24.0 Loading equipment used under this Contract shall be rubber tired and sized properly to fit loading conditions. Excessive size loading equipment {6 cubic yards or larger} and non-rubber tired equipment must be submitted to County’s designee for acceptance/rejection.

25.0 Contractor shall construct an inspection tower at each disposal site using pressure treated wood. Floor elevation of the tower shall be 10 feet above existing ground elevation.

Floor area of the tower shall be 8’ X 8’, constructed of 2” X 8” joists, 16” O.C. with ¾ plywood supported by four 6” X 6” treated posts. Perimeter of the floor area shall be protected by a 4’ high wall constructed of 2” X 4” studs and ½ “ plywood with a 360 degree viewing area. The floor area shall be covered with corrugated tin roof providing a minimum

7’ head room below the support beams. Access shall be provided by wooden steps with secure hand rails. The Tower must meet approval of County’s designee and configured to provide visual access down into the load haul beds of all debris haul trucks, trailers or other containers. A scissor lift may be used in stead of wood towers. Lift must be in good working condition at all times and must have a roof to be weather proof. ( tarp or large umbrella ). All incoming loaded and outgoing unloaded trucks and other load or haul equipment shall enter by the designated incoming side of the Tower and exit by the designated outgoing side of the tower for inspection by County’s Disposal Site Monitor, thereby requiring two passes by the Tower and shall remain in position for inspection until released by County’s Monitor.

26.0 Contractor shall submit to County’s designee during each day of the term of this

Contract a written, signed Daily Report, under penalty of perjury, containing at least the following:

26.1 Contractor’s Name

26.2 Contract Number

26.3 Crew List

26.4 Location of Work

26.5 Date Covered by Report

26.7 Cumulative Totals of Eligible Debris Removed, by category

26.8 Supporting Load Tickets

27.0 Discrepancies between the Daily Report and the corresponding Load Tickets will be reconciled no later than the following day by Contractor to satisfaction of County’s designee.

28.0 Contractor shall carefully and with sufficient supervisory personnel supervise, guide and direct the work, using skillful and knowledgeable labor and proper equipment for all tasks. Safety of Contractor’s employees, personnel, and equipment is the responsibility of

Contractor, as is any provision of care, insurances or workers compensation for

Contractor’s employees, personnel and equipment. Contractor shall provide and pay for all materials, equipment, fuels, personnel, insurances, taxes, and fees necessary or appropriate to performance under this Contract.

29.0 Contractor, Contractor’s equipment and vehicles, and Contractor’s personnel and employees shall be and remain, throughout this Contract, duly licensed and insured to perform in accord with appropriate federal, state and local requirements.

30.0 Contractor shall take appropriate corrective action in response to any notices issued or violations resulting from Contractor’s or any subcontractor’s personnel or employee’s actions operations during performance of this Contract. Correction shall be at no cost to

County.

31.0 Contractor shall provide adequate control of pedestrian and vehicular traffic in and adjacent to the work area, including, but not limited to, flag persons, signage, equipment and other devices necessary to meet federal/state/local requirements or appropriate to ensure safety of all concerned under the circumstances existing at the scene of and in proximity to the work area. Such traffic control and equipment shall be in addition to personnel and equipment required in other parts of this Contract but shall be included in the Contract price at no additional charge. At minimum, one flag person shall be posted at each approach to any work, load and unload area. Work shall be accomplished in safe manner in accord with

OSHA standards.

32.0 County’s designee shall obtain all applicable environmental and regulatory permits prior to commencement of operations and Contractor shall provide County’s designee with all requested information about Contractor’s operations, equipment and personnel as needed by County’s designee in securing or maintaining such permits.

33.0 The method of final disposal of Eligible Debris will be determined by County’s designee and Eligible Debris shall be sited by Contractor as directed by County’s designee in order to facilitate chipping, burning or other disposal as determined by County’s designed.

34.0 Measurement of all compensable debris shall be by the delivered cubic yard of Eligible

Debris delivered to the designated disposal site at the location determined by County’s designee, supported and documented by an approved Load Ticket.

35.0 Prior to execution and insurance of the Contract, Contractor shall furnish County’s designee all applicable Certificates of Insurance, policies or certified copies of policies of insurance, including all endorsements, issued by companies qualified to do business in

Mississippi or counter-signed by Mississippi agents. In addition, Contractor shall provide within 1 week of Contract Award payment and performance bonds in amount of at least

$1,000.000 each, payable to County. Contractor must be financially able-and shall demonstrate such ability to satisfaction of County- to cover all costs and expenses associated with mobilization for and going forward with a major disaster recovery operation such as is contemplated by the Contract, prior to initial payment and between subsequent payments, as well as the required bonds and insurance coverages.

36.0 Payment for work completed may be invoiced by Contractor no more often than a biweekly basis. Invoices shall be based on verified quantities from daily operational reports and shall not be due or payable until approved by County’s designee and submitted to and approved by County’s Board.

37.0 All interim payments owing Contractor, when finally approved by the Board, shall be subject to a 5 % retainage which will be retained by County until ninety {90} days following final completion and approval of all work under the Contract to allow inspection of the work, assurance of proper Contract completion and discovery of damage to public or private property.

38.0 Contractor understands County will be unable to pay the cost of this Contract absent

FEMA and MEMA approval; accordingly, Contractor represents Contractor and

Contractor’s key personnel who shall be assign to ensure proper implementation and performance of this Contract are well familiar with and shall promptly and fully comply with all applicable FEMA, MEMA and other applicable laws, rules and regulations.

39.0 County reserves the right to issue other contracts for the work or direct other contractors to work within the area of included in this Contract, if deemed necessary by the

Board for prompt and adequate completion of the work in timely and efficient manner.

40.0 The MEMA “Debris Management- Summary”, the ‘Public Assistance Program Debris

Removal Fact Sheet for Local Governments”, the “Debris Contract Information for

Applicants”, the “Department of Environmental Quality Natural Disaster Response” document the “Class I Rubbish Disposal Sites, the “FEMA Truck Measurement Form”, the

“Daily Haul Record” form, the “Proposal to Furnish” form, the “Vehicles & Equipment

List” form, the “Personnel List” form, the “list of County-Designated Disposal Sites”, and the “List of County Property” attached hereto are incorporated herein and fully made part of this Contract, and each Bidder, by the filing of a proposal, acknowledges receipt of and assures compliance with all of same.

THE FOREGOING SHALL BE CONSIDERED MINIMUM SPEFCIFICATIONS AND

ALL BIDDRERS SHALL STATE THE NAME, MAKE, YEAR, MODEL AND

CONFIGURATION OF THE EQUIPMENT TO BE FURNISHED, THE NAME

RESIDENCE ADDRESS AND QUALIFICATIONS OF THE PERSONNEL TO BE

UTILIZED, THE NAME, RESIDENCE ADDRESS, QUALIFICATIONS AND PAST

STORM CLEANUP EXPERIENCE OF ALL ON THE GROUND SUPERVISORY

PERSONNEL WHO THE BIDDER SHALL USE TO OVERSEE THIS PROJECT, THE

METHODS OF COLLECTION AND REMOVAL TO BE IMPLEMENTED AND SHALL

CLEARLY POINT OUT IN THEIR BID DOCUMENTS WHERE EACH ITEM OF THE

RESPECTIVE BIDDERS’S EQUIPMENT, PERSONNEL AND SERVICES EXCEEDS

OR OTHERWISE DIFFERS FROM THE FOREGOING MINIMUM SPECIFICATIONS.

IT IS THE INTENTION OF THE BOARD OF SUPERVISORS TO ALLOW

ENCOURAGE AND FOSTER COMPETITIVE BIDDING AND, TO THAT END,

EQUIPMENT, PERSONNEL AND SERVICES COMPARABLE TO THE FOREGOING

MINIMUM SPECIFICATIONS SHALL BE CONSIDERED SO LONG AS THE

EQUIPMENT, PERSONNEL AND SERVICES BID ARE EQUAL TO OR EXCEED THE

STATED SPECIFICATIONS.