Disaster_Debris_Monitoring_and_Support_Management.pdf

REQUEST FOR PROPOSALS

26-034

DISASTER DEBRIS MONITORING AND SUPPORT

MANAGEMENT

April 20, 2026

OWNER:

BOARD OF COUNTY COMMISSIONERS

SANTA ROSA COUNTY, FLORIDA

BOBBY BURKETT – DISTRICT I

KERRY SMITH – DISTRICT II

RHETT ROWELL – DISTRICT III

RAY EDDINGTON – DISTRICT IV

COLTEN WRIGHT – DISTRICT V

26-034

REQUEST FOR PROPOSALS

DISASTER DEBRIS MONITORING AND SUPPORT MANAGEMENT

Solicitation advertised utilizing Santa Rosa County Procurement & Purchasing Ordinance 2023-06 adopted June 19, 2023

I. NOTICE

II. STANDARD RFP INSTRUCTIONS, SUBMITTAL REQUIREMENTS, AND GENERAL

REQUIREMENTS

III. STANDARD INSURANCE REQUIREMENTS

IV. SCOPE OF WORK

V. Evaluation Process Instructions

VI. EVALUATION CRITERIA

VII. FEDERAL REQUIREMENTS

VIII. PRICING TABLE

IX. PROPOSAL REQUIREMENTS

Attachments:

A - 26-034 Draft Contract

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1. NOTICE

1.1. Summary

MEMORANDUM

TO: Company Addressed DATE: Monday, April 20, 2026

FROM: Santa Rosa County Procurement Office

SUBJECT: 26-034 Disaster Debris Monitoring and Support

Management

Notice is hereby given that the Santa Rosa County Board of County Commissioners is seeking Disaster Debris

Monitoring and Support Management.

Specifications may be secured through the Santa Rosa County Procurement Portal at https://procurement.opengov.com/portal/santarosafl Questions concerning this request should be submitted through the procurement portal by 12:00 pm on Tuesday, May 12, 2026.

Please submit all proposals through the procurement portal at https://procurement.opengov.com/portal/santarosafl by 10:00 am on Tuesday, May 19, 2026, at which time will be publicly opened.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids for sound documented reasons, and to award the bid that it determines to be in the best interest of Santa Rosa

County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

1.2. Contact Information

Procurement Department

Procurement https://procurement.opengov.com/portal/santarosafl https://procurement.opengov.com/portal/santarosafl

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Email: procurement@santarosa.fl.gov

Phone: (850) 983-1851

Department:

Grants & Special Programs

1.3. Timeline

Release Project Date April 20, 2026

Question Submission Deadline May 12, 2026, 12:00pm

Proposal Submission Deadline May 19, 2026, 10:00am https://teams.microsoft.com/meet/225437103857

678?p=6Y3DTHTJP5ZHYjCU2z

2. STANDARD RFP INSTRUCTIONS, SUBMITTAL REQUIREMENTS, AND GENERAL

REQUIREMENTS

2.1. PRE-PROPOSAL ACTIVITY

Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County

Administrator, Commissioners, and County staff, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be submitted through the Procurement

Portal.

All questions or inquiries must be received by 12:00 pm on Tuesday, May 12, 2026. Any addenda or other modification to the bid documents will be issued through the Procurement Portal, five (5) days prior to the date and time of bid closing.

Such addenda or modification shall be part of the bid documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of all addenda when submitting their bid. No respondent may rely upon any verbal modification or interpretation.

2.2. PREPARATION OF RFP

The respondent shall submit proposals in accordance with the public notice.

Any proposal which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice may be rejected.

A proposal submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A proposal submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

A proposal submitted by an individual shall show the respondent’s name and official address.

mailto:procurement@santarosa.fl.gov tel:(850)983-1851 https://teams.microsoft.com/meet/225437103857678?p=6Y3DTHTJP5ZHYjCU2z https://teams.microsoft.com/meet/225437103857678?p=6Y3DTHTJP5ZHYjCU2z

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A proposal submitted by a joint venture shall be executed by each joint venture in the manner indicated on the bid form. The official address of the joint venture must be shown below the signature.

If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. A state contractor license # for the

State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

The proposal shall be based upon the completion of the Work according to the drawings and specifications, together with all addenda thereto.

2.3. SUBMITTAL OF PROPOSAL

Proposals shall be submitted no later than 10:00 am Central Standard Time (CST) on Tuesday, May 19, 2026. It is the respondent’s responsibility to assure that its proposal is submitted by the proper time and date through the

Procurement Portal.

All electronic documents submitted in response to this solicitation shall be provided in searchable PDF format. The

County reserves the right to deem proposals that do not comply with this requirement as non-responsive or to require resubmission in the proper format within a specified timeframe. This requirement applies to all attachments, forms, and supporting documentation uploaded to the County’s Procurement Portal or otherwise submitted electronically.

2.4. INTEGRITY OF PROPOSAL DOCUMENTS

Respondents shall use the original documents provided by the Santa Rosa County Procurement Office and enter information only in the spaces where a response is requested. Respondents may use an attachment to the documents if sufficient space is not available. Any modifications or alterations to the original documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a bid. Any such modification or alteration that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

2.5. WITHDRAWAL OF SUBMITTALS

Any Respondent may withdraw its Submittal, through the Procurement Portal, at any time prior to the scheduled time for opening Submittals.

2.6. INTERPRETATION

No oral interpretation will be made to any Respondent as to the meaning of the drawings or specifications. Every interpretation made to a Respondent will be in the form of an Addendum to the specifications. Addenda will be furnished to each Respondent, through the Procurement Portal, but it shall be the Respondent’s responsibility to make inquiry as to Addenda issued. All such addenda shall become part of the contract and all Responders shall be bound by such Addenda whether received by the Responders.

2.7. PROPOSALS TO REMAIN SUBJECT TO ACCEPTANCE

All responses will remain subject to acceptance or rejection by Santa Rosa County for sixty (60) calendar days after the day of the response opening. The County may, in its sole discretion, release any response and return the response security prior to the end of this period.

2.8. CONDITIONAL & INCOMPLETE PROPOSALS

Santa Rosa County specifically reserves the right to reject any conditional response.

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2.9. ADDITION/DELETION OF ITEM

The County reserves the right to add or delete any item from this response or resulting contract when deemed to be in the County’s best interest.

2.10. SPECIFICATION EXCEPTIONS

Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the proposal specifications. Respondent must also explain any deviation from the proposal specification in writing, as a foot note on the applicable bid page and enclose a copy of the manufacturer’s specifications data detailing the changed item(s) with their bid. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

2.11. FAMILIARITY WITH LAWS

All applicable Federal and State laws, County and municipal ordinances, orders, rules, and regulations of all authorities having jurisdiction over the project shall apply to the bid throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

2.12. EXAMINATION OF DOCUMENTS AND SITE

Before submitting their proposal, the Respondent shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other Contract Documents to be thoroughly informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the contract.

2.13. RIGHT TO REJECT PROPOSAL

The Owner reserves the right to waive informalities in bids to reject any or all proposals with or without cause and accept the proposal that in its judgment is in the best interest of the County.

2.14. DISQUALIFICATION OF RESPONDENTS

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal:

• Submission of more than one proposal for the same work from an individual, firm or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. Default under previous contract.

• Listing of the respondent by any Local, State or Federal Government on its barred/suspended vendor list.

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2.15. DISCRIMINATION

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a response on a contract to provide goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

2.16. REVIEW OF PROCUREMENT DOCUMENTS

Per Florida Statute 119.071 (1) 2, sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the responses, proposals, or final replies, whichever is earlier.

2.17. COMPLIANCE WITH FLORIDA STATUTE 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a) Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,

FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING

TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (850) 983-1857,

susant@santarosa.fl.gov; 6495 CAROLINE STREET, SUITE M, MILTON, FLORIDA 32570.

2.18. SUSPENSION OR TERMINATION FOR CONVENIENCE

The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period as the County may determine, or to terminate all or a portion of the Contract for the

County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to

Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay, or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

2.19. FAILURE OF PERFORMANCE/DELIVERY

In case of default by the Vendor, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the Vendor responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the Vendor from the response list for duration of one

(1) year, at the option of the County.

2.20. AUDIT

If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this bid from the date of the award through three (3) years after the expiration of contract.

mailto:WANDAP@SANTAROSA.FL.GOV

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2.21. PUBLIC ENTITY CRIME INFORMATION

Pursuant to Florida Statute 287.133, a respondent may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity more than the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

2.22. INVESTIGATION OF RESPONDENT

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the Owner any additional information and financial data for this purpose as the County may request.

2.23. FORM OF AGREEMENT

The Contract form shall be provided by the Procurement Office. The successful contractor shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the County Procurement

Office all required contract documents. The awarded contractor shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Santa Rosa County Procurement

Office before the successful contractor may proceed with the work.

3. STANDARD INSURANCE REQUIREMENTS

Vendor/Contractor agrees to carry and keep in force for the entire term of the contract with Santa Rosa County, and any extensions thereof, the following minimum levels of insurance coverage for any claims that may result from or relate to the services or products provided by Vendor/Contractor.

Workers’ Compensation: The contractor shall provide a workers' compensation insurance policy that meets the statutory requirements of the Florida Workers' Compensation Law. The policy shall also include employer's liability coverage with a minimum limit of $100,000 per accident, $500,000 per policy for occupational disease, and $100,000 per employee for occupational disease. The contractor shall furnish a certificate of insurance as evidence of such coverage before commencing work under this contract.

Commercial General Liability: The business shall maintain a commercial general liability insurance policy with minimum limits of $1,000,000 for each occurrence and $2,000,000 in the aggregate, covering bodily injury and property damage. The policy shall include the following coverages:

a. Premises/operations liability

b. Products/completed operations liability

c. Contractual liability

d. Liability for independent contractors

Business Auto Liability: The Contractor shall maintain a minimum amount of $500,000 for each occurrence of bodily injury and property damage liability. This amount may be provided by a Combined Single Limit policy or a Split limit policy with at least $500,000 per person, $500,000 per accident and $500,000 for property damage.

This policy shall cover the following types of vehicles:

a. Vehicles owned by the Contractor or its employees

b. Vehicles rented or leased by the Contractor for the performance of the contract

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c. Vehicles operated by the Contractor or its employees but not owned, rented, or leased by them

Additionally, the Contractor shall obtain a Special endorsement to extend the coverage to any contractual liability arising from the contract.

Before signing any contract or agreement, the contractor must provide certificates of insurance that meet the following criteria:

a. Santa Rosa County must be included as an additional insured on all coverages related to the contractor's work.

b. Santa Rosa County must receive a written notice at least 30 days before any cancellation or change of any insurance policy.

c. The contractor is responsible for ensuring that all subcontractors comply with the same insurance requirements.

d. These are the minimum requirements that may be modified depending on the nature and risk of the work.

If there are any exceptional circumstances, the county administrator or his designee has the authority to adjust these requirements.

3.1. Additional Insurance Required

The following outlines additional insurance coverage requirements, along with their minimum limits, for the given project. This coverage is in addition to the standard requirement.

General Requirements:

a. Carrier rating shall be A.M. best rating of B++V or better.

b. Notice of Cancellation, Non-Renewal, or material change in coverage shall be provided to Santa

Rosa County at least 30 days prior to action.

c. Santa Rosa County shall be named as additional insured on all policies except Workers'

Compensation.

3.2. Automobile Liability - including Hired and Non-owned

Automobile Liability - including Hired and Non-owned $1,000,000 CSL

3.3. Contractor's Pollution Liability

Contractor's Pollution Liability $1,000,000/occurrence $2,000,000 aggregate

4. SCOPE OF WORK

4.1. SCOPE OF WORK

Santa Rosa County requests proposals for Emergency Debris Monitoring Services by individuals and/or organization(s):

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1. Santa Rosa County requires the support of contract debris monitors following a disaster. The contract monitors are necessary to support the debris removal from public rights-of- way and public property, monitoring the reduction and disposal sites, as well as roving monitors to assure debris management plan and contracts are effectively and efficiently implemented.

2. Within 24 hours of notification, the Contractor will provide an on-site management contact or project manager to assist in the oversight of pre-event staging of debris contractors, planning, and logistics. This contact should be the main point of contact throughout the recovery project. Within 72 hours of notification, the Contractor shall be able to provide adequate number of qualified personnel (all personnel shall be a minimum of 18 years of age and have a valid driver's license issued in the United States) to monitor up to 30 debris removal sites and 5 reduction/disposal sites along with associated roving monitors. The Contractor will be required to increase or reduce its staffing from this point depending on severity of debris generating event.

3. The Contractor shall provide all monitors with appropriate personal protective equipment to include but not limited to eye protection, hearing protection, safety vests, hard hats, and wet and cold weather clothing, to comply with all federal, state and local requirements.

4. The Contractor shall provide a mandatory debris monitor training session for all its supervisors and monitors prior to the start of the first shift and periodically as needed to ensure compliance with all federal, state, and local regulations for safety and debris management.

5. The Contractor shall provide all transportation and communication equipment necessary to remain in contact with its own staff, the County, the debris contractor, and all required logistical support vendors and organizations.

6. Immediately following the storm, Contractor will establish points of contact with other contractors, confirm the previously established geographical divide of Santa Rosa County by zone and make any recommendations for changes, assign contractors to zones at the direction of the County, inform other contractors of the locations of existing Debris Management Sites (DMS), and identify new DMSs as needed.

7. The Contractor will establish a Debris Management Center in the County to include Call Center Hotline for public information. In the event of a catastrophic event, the County will assist the Contractor in obtaining a location.

8. All monitoring will be done in compliance with FEMA and State guidelines and will abide by any Santa Rosa County Requirements.

9. All monitors shall have GPS capability for the purpose of recording exact locations of debris removal and validating the progress of debris removal; ex: …documenting a street is cleared on a last pass.

The selected firm must handle debris monitoring activities in Santa Rosa County in accordance with applicable regulations of the Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA), Florida Department of Transportation (FDOT), Florida Department of Health (FDH), Natural Resources Conservation Services (NRCS), and the Florida Department of Environmental Protection (FDEP) in conjunction with the County's needs. The firm must have an excellent understanding of the documentation involved for the reimbursement from FEMA, FHWA, other Federal Agencies, and the State relief programs to make the process of cost recovery efficient and accurate. The processes and documentation required will be in strict compliance with FEMA, FHWA, or Other Federal Agencies, and other State relief program regulations regarding eligibility. The selected firm shall assist the County with disaster debris management services to include, but not limited to:

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• Assist in the development of a disaster debris management plan by meeting with County prior to the start of hurricane season each year.

• Develop forms, databases, etc. for tracking field activities, submitting invoicing to FEMA, other Federal and State Agencies, etc. Such forms and invoices must be compatible with County software and approved by County personnel.

• Provide training to County staff in essential debris management and collection functions to ensure appropriate and responsive interface with disaster debris collection contractor and County, State and Federal agencies.

• Provide field inspectors to monitor disaster debris collection contractors (cleanup crews) to ensure collection is provided in accordance with County, State, and FEMA standards, including contractual provisions specified in County disaster debris collection contract.

• Provide field inspectors at designated check points to check and verify information on debris removal and at DMS located throughout the County.

• Assist the County in the development of a detailed scope of work for debris collection contract activities. Assist the County in the planning and implementation of the debris removal contract activities.

• Verify that debris operations are eligible for reimbursement, costs are reasonable, quantification of the debris is accurate, and tracking of debris to its final disposition is recorded and in compliance with all regulatory requirements and cost reimbursement.

• Develop a plan to document and correct non-compliance issues.

• Establish a methodology to separate ineligible work from eligible work should the County decide to undertake work that is not eligible for FEMA funding and provide support for identifying and complying with funding requirements for programs other than FEMA.

• Follow current version of FEMA 327 Public Assistance Debris Monitoring Guide as directed by County Administrator or his/her designee.

The selected firm shall be responsible for the training, scheduling, dispatching and logistical operations of the field inspectors assigned to work areas for temporary storage facilities and disaster debris collection, including, but not limited to:

• Meet with County staff and disaster debris collection contractor initially and periodically to review, formulate and update cleanup plans.

• Coordinate with all local, state and federal agencies as needed on DMS issues such as notification, obtaining and managing all required permits, determining reimbursement, etc.

• Provide preliminary assessment and documentation of all DMSs prior to debris being stored onsite.

• Conduct follow-up inspections after all debris has been removed from DMSs and confirm that the debris management contractor has returned the site to original conditions subject to approval by County Staff.

• Provide personnel to supervise the operation of DMS including monitor incoming loads of debris, processing of debris, and outgoing loads of processed debris.

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• Provide a safe working environment including properly constructed monitoring towers, adequate and appropriate personal protective equipment (PPE), and Traffic Control measures and devices when working along a right of way or haul road.

• Develop Health and Safety Plan to be provided to all personnel and reviewed daily during safety briefings.

• Set up and coordinate with the debris contractor the schedules for monitors each day and determine cleanup crew assignments.

• Monitor and record the cubic yard capacity of each truck added into service; this shall be the physical measurement of the truck bed or trailer.

• Keep records of cleanup crew trucks: cubic yards, time in and out, number of loads per day, and other data as requested by County.

• Coordinate with County to respond to problems in the field, such as property damage complaints, cleanup crew issues, other customer complaints, etc. Contractor shall maintain a detailed database of customer complaints and resolution.

• Conduct end of day activities, such as verifying completion of cleanup crew assignments, completion of all record keeping, trucks have left disposal site and locking down facilities.

• Survey and maintain list of areas with special needs, including but not limited to, hazardous stumps and trees. Contractor shall insure FEMA eligibility requirements are met and required documentation is prepared for hazardous trees, limbs, and stumps. Contractor shall work with a validation team as necessary to determine eligible work.

• Daily report to County of cleanup crew assignments shall include locations working and number of trucks assigned, total loads and cubic yards collected, and an electronic real-time updated map of streets where debris is collected.

• Daily personnel tracking sheets (field reports) shall be maintained for all personnel assigned to the project. Problems noted shall be logged into a database, immediately reported to county personnel, and addressed/resolved.

• Prepare daily and periodic tracking reports to support debris removal, DMS operations, and final debris disposal for FEMA and audit purposes. Includes maintaining a database of debris managed and costs incurred, and reconciliation of debris collection contractor invoices.

• Compile records and forms and assist the County with the preparation of FEMA, State, other Federal agencies, and Federal required forms for Reimbursement Submittals.

• Provide all reports in electronic format, such as PDF, and supply dynamic data regarding work locations, number of trucks, where debris is being picked up, where debris has been picked up, road clearance status, etc. in formats that allow timely coordination and use by the County’s Geographical Information Systems.

Selected firm shall be responsible for providing work space and equipment necessary to perform their duties as part of the negotiated rate. This includes, but is not limited to:

• Office space, including electrical power/generator.

• Computers, printers, software and all related equipment.

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• Office furnishings

• Office supplies

• Cell phones

• Cameras, batteries, etc.

• PPE for all associated hazards

• Appropriate warning devices for work in rights of way (traffic control)

• Handheld GPS Data Collectors

• Easily identifiable markings on all monitor vehicles (magnetic signs)

• Any other equipment needed for their operations.

Additional support shall be provided, if requested by the County:

• Development and implementation of public information efforts.

• Assist in determining eligibility and provide reimbursement documentation for debris removal from waterways and drainage ways.

• Setup of telephone answering banks and provision of customer service personnel.

• Other support activities related to disaster response activities.

• Support with submittal of information to FEMA, FHWA, NRCS, and other State and Federal agencies.

OTHER CONSIDERATIONS

The Contractor shall supervise and direct the work, using qualified labor and proper equipment for all tasks. Safety of the Contractor's personnel and equipment is the responsibility of the Contractor. The Contractor's Loading Site Monitors and Reduction/Disposal Site Monitors must wear required safety equipment, as needed, whenever on the site. The following are mandatory: hard hat, reflective vest, work boots, long pants, appropriate cold and rainy weather clothing, eye and hearing protection. The Contractor shall be responsible for the adherence to and familiarity with the Health and Safety Plan for all personnel. Daily safety briefings should include discussion of site safety procedures and emergency response protocols. Additionally, the Contractor shall pay for all materials, personnel, taxes and fees necessary to perform under the terms of this contract.

The Contractor must be duly licensed in accordance with federal and state statutory and regulatory requirements to perform the work. The Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for determining what permits are necessary to perform under the contract. Copies of all permits shall be submitted to the County before commencing work.

The Contractor shall be responsible for correcting any notices of violations issued as a result of the Contractor's or any subcontractors' actions or operations during the performance of this contract.

Corrections for any such violations shall be at no additional cost.

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The Contractor shall be responsible for paying any and all costs associated with violations of law or regulation relative to Contractor's activities. Such costs might include but are not limited to: site cleanup and remediation; fines, administrative and civil penalties; and third party claims imposed on Santa Rosa County by any regulatory agency or by any third party as a result of noncompliance with federal, state or local laws and environmental laws and regulations or nuisance statutes by Contractor, its subcontractors or any other persons, corporations or legal entities retained by the Contractor under this contract.

5. Evaluation Process Instructions

5.1. EVALUATION PROCESS

Santa Rosa County reserves the right to waive any informalities or reject any and all Responses, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this Response and to accept the Response that in its judgment will best serve the interest of the County. The County reserves the right to award the bid to the respondent submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all bids or to waive any irregularity or technicality in bids received. Santa Rosa County shall be the sole judge of the bid and the resulting negotiated agreement that is in its best interest and its decision shall be final.

5.2. STAFF EVALUATION AND SELECTION

Santa Rosa County Staff will review all valid submissions and provide a recommendation to the Procurement Office, the County Administrator, and the Board of County Commissioners.

Santa Rosa County reserves its right to reject any or all Responses, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Bids. The County further reserves the right to reject the Response of any

Responder whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Responses, the County may consider the qualifications of Responders and may consider the qualifications and experience of

Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted with the Response.

Directions: Score each firm in each category. In the event of a tie, an alternate evaluator will be asked to evaluate the firms based on the submitted proposals. The alternate score will be the tiebreaker.

6. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company Profile, W/DBE's Points Based 10 (10% of Total)

2. Qualifications of Key Personnel Points Based 10 (10% of Total)

3. Approach to Project/Understand Points Based 15 (15% of Total)

4. Project Timelines Points Based 10 (10% of Total)

5. References on recent projects of 500,000 C.Y.

or greater in scope Points Based 15

(15% of Total)

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6. Capacity to respond to major and catastrophic disasters and existing pre-event contracts within 150 miles of Santa Rosa County

Points Based 15 (15% of Total)

7. Diverse project experience including, ROW, C&D debris, marine debris, private property, structure demolition and vessel removal

Points Based 10 (10% of Total)

8. Pricing Points Based 15 (15% of Total)

7. FEDERAL REQUIREMENTS

The following special conditions apply to the Agreement and are incorporated herein by reference:

7.1. Misc. Federal Requirements

All respondents should be aware that some federal funds may be utilized int he course of services being performed under this agreement, as such, respondent agrees that it shall adhere to all necessary federal regulations and the

Uniform Administrative Guidance (2 CFR 200). Further, the respondent acknowledges that the Federal government is not a party to this agreement and is not subject to any obligations or liabilities to the non-federal entity, Respondent, or any other party pertaining to any matter resulting from any award. Should a federal awarding agency require adherence to Supplemental Standard Terms and Conditions relevant to any award hereunder, such conditions will be included for review and approval as a condition of any amendment or task order.

7.2. Procurement of Recovered Materials

Contractor and any subcontractors agree to comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, and the regulatory provisions of 40 CFR Part 247. In the performance of this contract and to the extent practicable, the Contractor and subcontractors are to use products containing the highest percentage of recovered materials for items designated by the Environmental Protection

Agency (EPA) under 40 CFR Part 247 whenever:

1) The contract requires procurement of $10,000 or more of a designated item during the fiscal year; or

2) The contractor has procured $10,000 or more of a designated item using Federal funding during the previous fiscal year.

The list of EPA-designated items is available at www.epa.gov/smm/comprehensive-procurement-guidelines-construction-products.

Section 6002(c) establishes exceptions to the preference for recovery of EPA-designated products if the contractor can demonstrate the item is:

a) Not reasonably available within a timeframe providing for compliance with the contract performance schedule;

b) Fails to meet reasonable contract performance requirements; or

c) Is only available at an unreasonable price.

7.3. Debarment and Suspension

Contractor as part of the procurement response, Attachment “A” has submitted to the County a certification that

Contractor and its principals, if applicable, are not presently debarred or suspended by any Federal department or

16 | P a g e agency from participating in this transaction. Contractor now agrees to verify, to the extent applicable, that for each lower tier subcontractor that exceeds $25,000 as a “covered transaction” under the Services to be provided is not presently disbarred or otherwise disqualified from participating in the federally assisted services. The

Contractor agrees to accomplish this verification by:

1) Checking the System for Award Management at website: http://www.sam.gov.

2) Collecting a certification statement similar to the Certification of Offeror/Bidder Regarding Debarment, above.

3) Inserting a clause or condition in the covered transaction with the lower tier contract.

7.4. Minority/Women’s Business Enterprises

Contractor must take all necessary affirmative steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms are used when possible, in accordance with 2 CFR 200.321. If subcontracts are to be let, prime contractor will require compliance by all sub-contractors. Information regarding certified

M/WBE firms can be obtained from (the following list is not exhaustive):

• Florida Department of Management Services (Office of Supplier Diversity);

• Florida Department of Transportation;

• Minority Business Development Center in most large cities; and

• Local Government M/DBE programs in many large counties and cities.

7.5. Special Conditions – Additional Federal Requirements

As some or all of the Services to be provided under this Agreement may be funded with federal funds. Contractor agrees to adhere to the required additional federal requirements set forth in Attachment “E” and incorporated herein by reference.

7.6. Grant or Agreement Requirements

Through the course of this Agreement the County may be awarded state or federal grants that may fund some or all of the Services to be provided under this agreement. Contractor will be provided a copy of the executed grant agreement should one be awarded for all or part of the project and agrees to comply with all the requirements of the grant agreement.

7.7. Access to Records. The following access to records requirements apply to this contract

1. The Contractor agrees to provide (insert name of state agency or local or Indian tribal government), (insert name of recipient), the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions.

2. The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.

3. The Contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under the contract.

http://www.sam.gov/

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4. In compliance with the Disaster Recovery Act of 2018, the (write in name of the non- federal entity) and the Contractor acknowledge and agree that no language in this contract is intended to prohibit audits or internal reviews by the FEMA Administrator or the Comptroller General of the United States.

The contractor shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA pre- approval.

This is an acknowledgement that FEMA financial assistance will be used to fund all or a portion of the contract. The contractor will comply with all applicable Federal law, regulations, executive orders, FEMA policies, procedures, and directives.

The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the non-

Federal entity, contractor, or any other party pertaining to any matter resulting from the contract.

The Contractor acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to the Contractor’s actions pertaining to this contract.

7.8. System of Award Management (SAM)

All respondents must be registered with the Federal System of Award Management (SAM) and be up to date on all registration of requirements at the time of contract award. Noncompliance will result in no award of contract for this submission.

7.9. Procurement of Recovered Materials

All respondents must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource

Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

7.10. Domestic preference

Although the County has no local preference, in accordance with 2CFR 200.322, the County may consider preference for the use of products and materials produced in the United States.

7.11. Contract with the Enemy

In accordance with 2CFR 200.215, it is acknowledged that no services under this contract are to be performed outside the United States and its territories nor in support of a contingency operation in which members of the

Armed Forces are actively engaged in hostilities.

7.12. Unauthorized Aliens/Patriot's Act

Knowing employment by respondent or its subcontractors of any alien not authorized to work by the immigration laws is prohibited and shall be a default of the contract. If the respondent is notified or becomes aware of such default, the respondent shall take steps as are necessary to terminate said employment with 24 hours of notification or actual knowledge that an alien is being employed. Respondent's failure to take such steps as are necessary to terminate the employment of any said alien within 24 hours notification or actual knowledge that an alien is being employed shall be grounds for immediate termination of the contract. Respondent shall take all commercially reasonable precautions to ensure that it and its subcontractors do not employ persons who are not authorized to work by the immigration laws.

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7.13. Protection of Resident Workers

The Santa Rosa County Board of County Commissioners actively supports the immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verifications, and nondiscrimination.

Under the INA, employers may hire only persons who may legally work int he United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone hired, which includes completing the Employment Eligibility Verifications. The respondent shall establish appropriate procedures and controls so no services or products under the Contract

Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Santa Rosa County reserves the right to request documentation shoeing compliance with the requirements.

Respondents doing construction business with Santa Rosa County are required to use the Federal Government

Department of Homeland Security's website and use the E-Verify Employment Eligibility Verifications System to confirm eligibility of all employees to work in the United States.

7.14. Buy America (Build America, Buy America Act (Public Law 117-58, 29 U.S.C. § 50101.

Executive Order 14005)

Applies to purchases of iron, steel, manufactured products and construction materials permanently incorporated into infrastructure projects, where federal grant funding agency requires it or if the grant funds which may come from any federal agency, but most commonly: the U.S. Environmental Protection Agency (EPA), the U.S. Federal

Transit Administration (FTA), the US Federal Highway Administration (FHWA), the U.S. Federal Railroad

Administration (FRA), Amtrack and the U.S. Federal Aviation Administration (FAA). Requirement: All iron, steel, manufactured products and construction materials used under a federally grant funded project must be produced in the United States. Additional requirements may apply depending on the Federal Granting Agency provisions.

Proposers shall be required to submit a completed Buy America Certificate with this procurement, an incomplete certificate may deem the proposer’s submittal non-responsive.

7.15. Equal Employment Opportunity (2 CFR Part 200, Appendix II(C); 41 CFR § 61-1.4; 41 CFR 61-4.3; Executive Order 11246).

During the performance of this contract, the Contractor agrees as follows:

(1) The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, sexual orientation, gender identify, or national origin. Such action shall include, but not be limited to, the following:

employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff, or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

(2) The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex, or national origin.

(3) The Contractor will send to each labor union or representative of workers with which it has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Contractor’s commitments under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

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(4) The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

(5) The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

(6) In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

(7) The Contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract…