IFB_24_25_19_Addedum_1.pdf

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue Suite 236, Sanford, Florida 32771

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#1 IFB 24/25-19 DEBRIS HAULING SERVICES

DATE: May 27, 2025

TO: All Bidders/Proposers

FROM: Maria A. Green, Purchasing Coordinator

City of Sanford Purchasing Division

SUBJECT: IFB 24/25-19 DEBRIS HAULING SERVICES |

ADDENDUM #1

This addendum is issued to provide additional information, clarification, corrections, additions, deletions and/or answers to questions concerning the above referenced solicitation. All information provided in this addendum is incorporated into the solicitation document as set forth therein. All other parts of the solicitation have been maintained as originally distributed. This addendum supersedes any verbal and/or other instructions given to any bidder/proposer qualified to respond pursuant to the requirements set forth in the solicitation document.

I. DUE DATE

This Addendum does change the solicitation due date. As such, the solicitation response is due no later than Thursday, June 5, 2025, at 2:00 P.M. Local Time.

II. QUESTIONS AND ANSWERS (Q&A)

The City has received the following question(s) concerning the solicitation:

1.) Would the city clarify if a bid bond is required? If so, what are the bid bond requirements?

Answer: The bid bond requirement has been removed.

2.) When was the last time the City had a contract activation for Debris Removal? How many CYs were removed?

Answer: Hurricane Milton 2024 - 10k cubic yards

3.) Has the city determined which landfill(s) can be used? If so, please provide locations.

Answer: Seminole County landfill 1930 E. Osceola Rd, Geneva Fl 32732

4.) Has the city determined where possible DMS will be? If so, please provide locations.

Answer: Approved DMS site located at US17-92 & 18th Street.

5.) Can the City provide which contractor held the previous or holds the current contract for the services requested in this solicitation with pricing?

Answer: Crowder Gulf - disposal cost 39.55 per ton, haul out of mulch 3.50 per cy

6.) Will there be a public bid opening? And if so, can you please provide call in #, zoom/Webex link or similar for the responding bidders to be present?

Answer: Yes, there will be a public bid opening. However, we do not provide virtual service mailto:purchasing@sanfordfl.gov

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#1 IFB 24/25-19 DEBRIS HAULING SERVICES

option for bid opening.

7.) How does the City want us to calculate the $ amount for the bid bond? Or will listing "5% of the full amount of bid" on the bid bond be acceptable?

Answer: The bid bond requirement has been removed.

8.) Does the City have a monitoring firm contracted? If so, which monitoring firm?

Answer: Monitoring Bid award is pending award from committee and City Commission

9.) If the City cannot provide answers to the questions 3 business days prior to May 29th, would the City consider pushing back the due date to accommodate updates per the addendum and allow adequate mailing time?

Answer: An Addendum will be posted to extend this solicitation.

10.) The following forms are labeled as required but are not listed as required forms on RFP pg.

36 - TAB D Requirements. Can the City confirm if the following forms are required to be submitted in addition to the forms required in Tab D: 00436 - Public Entity Crimes Statement; 0040 - Bidder Qualification Affidavit; 00458 - E-Verify Compliance Affidavit; 00460 - Americans With Disabilities Act Affidavit; 00470 - Instruction on Criminal Background Check/Compliance Requirements for Independent Contractors Applicable to Criminal History Evaluation Required by the City of Sanford; FEMA Certification as to Mandatory Supplements Clauses; Attachment D - Contractor Certification Regarding Scrutinized Companies.

Answer: Forms must be completed. If they do not apply, then state does not apply. The required forms must be completed. Your solicitation will be evaluated based on Section 6 of the solicitation.

11.) Can the City confirm the following forms are not required with submittal: 00425_Affidavit:

Security and Public Safety Requirements; 00442 - Receipt of Exempt Public Records and Agreements to Safeguard; 00456 - Unauthorized Illegal Alien Workers Affidavit; 00462- Financial Information Form; 00835 - Equal Employment Opportunity; Attachment G - Equipment Listing;

Attachment J - Foreign Country of Concern Attestation; EFT Enrollment Form; Vendor Information Form?

Answer: Forms must be completed. If they do not apply, then state does not apply. The required forms must be completed. Your solicitation will be evaluated based on Section 6 of the solicitation.

12.) Can the City clarify if the Insurance Requirements form needs to be executed and returned with the submittal or are we only to submit proof of insurance in compliance with the insurance requirement matrix?

Answer: You are only required to submit the "CITY OF SANFORD INSURANCE REQUIREMENTS AND AFFIDAVIT" with the bid, per Section 00622-2.

13.) Typically Hanging Limbs and Hazardous Trees are cut and placed on ROW at a per tree rate instead of hourly. Would the City consider updating the pricing sheet to include or allow bidders to provide Hanging limb per tree and separate Hazardous Tree (by size) per tree rates to our submission?

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#1 IFB 24/25-19 DEBRIS HAULING SERVICES

Answer: We do not want an hourly rate as this is not refundable from FEMA. For cut and drop FEMA eligible (split trunk, broken canopy, leaning greater than 30 degrees, and 6 inches or greater measured 4.5 ft above ground level). Leaning hazardous trees (resulting in debris being hauled at ROW rates - this cost is only for cutting the tree down) unit rates: 6-36" per each, 37-48" per each, over 48" per each. cut and drop FEMA eligible (2" pr larger) hazardous limbs (resulting debris to be hauled at ROW rates, this cost is only for cutting the limbs down) this would be a per each price. Stump removal - stump size -remove stumps 6"- 11.99", remove stumps 12" - 23.99", remove stumps 24" - 47.99", remove stumps greater than 49" .

14.) Will the City allow responding bidders to include pricing for hauling Debris from ROW to TDSRS > 10 miles?

Answer: Our DMS site is less than 10 miles, if the vendor wants to add a line for greater than 10 miles that is fine

III. CHANGES, ADDITIONS AND/OR CLARIFICATIONS

Due Date has changed to Thursday, June 5, 2025.

There will be no required bonds.

Revised price proposal schedule and acceptance of proposal terms and conditions

IV. SIGN-IN SHEET

N/A

V. ATTACHMENTS

1. Revised Price Proposal Form

Respondents must acknowledge receipt of this Addendum by signing this form below and returning it to the Procurement Division prior to the hour and date specified for receipt of bids/proposals or by including this Addendum with your submittal. Failure to comply may result in disqualification of your response.

Acknowledgment is hereby made of Addendum #2 to IFB 24/25-23 Groveview Pump Station Improvements|

Name of Firm/Company Contact Email

Street Address City, State, Zip Code

Phone: 407-688-5028 or 5030 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#1 IFB 24/25-19 DEBRIS HAULING SERVICES

Telephone Number Fax Number

Authorized Person Printed Name Authorized Person Title

Authorized Person Signature Date of Signature

300 N. Park Avenue Suite 243 2nd Floor, Sanford Florida 32771

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

ATTACHMENT “F”

PRICE PROPOSAL SCHEDULE AND ACCEPTANCE OF PROPOSAL TERMS AND CONDITIONS

62. Emergency Road Clearance including machinery and operator _________ Hourly

63. Removing debris from public property and Rights-of-way and hauling to a Temporary Debris Storage and Reduction Site 0-5 one way miles _________ CY

64. Removing debris from public property and Rights-of-way and hauling to a Temporary Debris Storage and Reduction Site 6-10 one way miles _________ CY

65. Chipping debris on public property and Rights-of-way and hauling directly to a Final Disposal 0-5 one way miles _________ CY

66. Chipping debris on public property and Rights-of-way and hauling directly to a Final Disposal 6-10 one way miles _________ CY

67. Chipping debris at Temporary Debris Storage and Reduction Site based on Cubic yards hauled in _________ CY

68. Hauling chipped debris to Final Disposal Site, 0-5 one way miles based on cubic yards Hauled in _________ CY

69. Hauling chipped debris to Final Disposal Site, 6-10 one way miles based on cubic yards Hauled in _________ CY

70. Picking up and hauling non-vegetative debris To Disposal Site, 0-5 one way miles _________ CY

71. Picking up and hauling non-vegetative debris To Disposal Site, 6-10 one way miles _________ CY

72. Picking up and hauling non-vegetative debris To Disposal Site, 11-15 one way miles _________ CY

73. Picking up and hauling non-vegetative debris To Disposal Site, extra mileage charge for 16 miles and over one way miles _________ Per Mi

74. Removing leaning trees and hanging limbs to Including machinery and operator _________ Hourly

75. Removing and hauling of stumps, 6” Diameter To 11.99” Diameter _________ Stump

76. Removing and hauling of stumps, 12” Diameter To 23.99” Diameter _________ Stump

77. Removing and hauling of stumps, 24” Diameter

300 N. Park Avenue Suite 243 2nd Floor, Sanford Florida 32771

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

To 47.99” Diameter _________ Stump

78. Removing and hauling of stumps, 48” Diameter

And larger _________ Stump

79. Cut and Drop 6”-36” per EA _________

80. Cut and Drop 37”-48” per EA _________

81. Cut and Drop Over 48” per EA _________

82. Stump Removal 6”-11.99” _________

83. Stump Removal 12”-23.99” _________

84. Stump Removal 24”-47.99” _________

85. Stump Removal 48” and over _________

Notes:

i. Tipping fee at final disposal site will be the responsibility of the City.

ii. For a multi-year contract, the prices above will be reviewed and adjusted on the anniversary date of the contract equal on the percent change in the CPI-U

I/we, the undersigned, as authorized signatory to commit the firm, do hereby accept in total all the terms and conditions stipulated and referenced in this RFP document and do hereby agree that if a contract is offered or negotiated it will abide by the terms and conditions presented in the RFP document or as negotiated pursuant thereto. The undersigned, having familiarized him/herself with the terms of the RFP documents, local conditions, and the cost of the work at the place(s) where the work is to be done, hereby proposes and agrees to perform within the time stipulated, all work required in accordance with the scope of services and other documents including Addenda, if any, on file at the City of Sanford Purchasing Division for the price set forth herein in Attachment “F” Proposal Price Schedule and Acceptance of Proposal Terms and Conditions. The signature(s) below are an acknowledgment of my/our full understanding and acceptance of all the terms and conditions set forth in this RFP document or as otherwise agreed to between the parties in writing.

Bidder/Contractor Name: _____________________________________________________________________________________

Mailing Address: ____________________________________________________________________________

Telephone Number: ___________________ Fax Number: ___________________ E-mail Address: ______________________

____________________________________ _________________________________ FEIN: ______________________ Authorized Signatory Printed Name

Title_________________________________ ___________________________________ Date

STATE OF FLORIDA

COUNTY OF __________________

I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared ________________________ { } who is personally known to me or { } who produced ________________________ as identification and acknowledged before me that s/he executed the same. Sworn and subscribed before me, by ______________________________________________ by means of { } physical presence or { } online notarization on the _____ day of _____________, 2025, the said person did take an oath and was first duly sworn by me, on oath, said person, further, deposing and saying that s/he has read the foregoing and that the statements and allegations contained herein are true and correct.

WITNESS my hand and official seal in the County and State last aforesaid this____day of ________________, 2025.