Library_of_Debris_Removal_Services_(Addendum_#3_Revision).pdf

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/plantcitygov

RFP Request for Proposals

25-047SW-JS-RFP

Library of Debris Removal Services

Request for Proposals Advertised May 5, 2025

Question Submission Deadline May 23, 2025, 2:00pm

Proposal Submission Deadline June 5, 2025, 2:00pm

Electronically

Library of Debris Removal Services

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City of Plant City

RFP Request for Proposals

I. Project Summary II. Submittal Instructions

III. Respondent Responsibilities IV. City Rights and Procedures V. Scope of Services, Specifications, and Requirements

VI. Proposal Contents VII. Evaluation Criteria

VIII. Cost Proposal IX. Vendor Requirements & Acknowledgements

Attachments:

A - Reference : FEMA Schedule of Equipment Rates_2023

B - Draft Debris Removal Services Agreement

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1. Project Summary

1.1. Project Summary

The City of Plant City (City) is seeking contractors with extensive experience and expertise in debris removal, reduction, disposal and other emergency cleanup services to provide for a timely, cost effective and quality coordination including but not limited to emergency response following a natural or man-made event. The City currently has existing contracts for these services and is now intending to enter into a new agreement(s) with up to two (2) new qualified contractors. Existing contractors under contract for these services with the City need not reapply. Any existing contractors will have the opportunity for their contracts to be coterminous with the newly awarded contract terms.

Qualified contractors must have the capacity and ability to rapidly mobilize and respond to potential wide‐scale debris volumes as generated by a hurricane, as well as localized small‐scale volumes typical of but not limited to a tornado or severe weather event. Therefore, the City is issuing this Request for Proposals (RFP) for the purpose of establishing a Contract for Debris

Removal Services with one or more experienced contractors. The City, at its sole discretion, may elect to perform work with force account or additional contract forces as deemed necessary. These services will not be authorized until such time as a Notice to Proceed has been issued; which may be in response to a natural or man-made emergency. Services shall include, but are not limited to:

1. Emergency Road Clearance

2. Right of Way (ROW) / Public Property Debris Removal

3. Hazardous Stump, Tree, and Hanging Limb Removal

4. Debris Disposal

The City of Plant City, Florida is located in Hillsborough County and is east of the city of Tampa, Florida approximately midway between Tampa and Lakeland along the I-4 corridor. The boundaries of the City encompass approximately 23 square miles. Historically, the City of Plant

City is vulnerable to various natural hazards most notably including, tornados, tropical storms, and hurricanes.

1.2. Submittal Deadline and Bid Opening

Bids may be received up to but not later than 2:00 pm local time on Thursday, June 5, 2025via the City e-Procurement Portal located at https://procurement.opengov.com/portal/plantcitygov. The City e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of

Plant City strongly recommends completing your response well ahead of the deadline.

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1.3. No Pre-Proposal Meeting

There is no pre-proposal meeting for this RFP.

1.4. Questions

Plant City Procurement Department is the only staff designated and authorized to answer questions about this RFP. Bidders may rely only on written responses or interpretations from the Procurement Department. Verbal and/or written responses given by other City staff in response to RFP questions shall not be binding on the City.

The deadline to submit questions is not later than 2:00 pm local time on Friday, May 23, 2025.

Bidders should submit all questions regarding this bid via the City's eProcurement portal, located at https://procurement.opengov.com/portal/plantcitygov.

All answers to questions and addendums will be posted via the City's eProcurement Portal.

Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to all questions.

2. Submittal Instructions

2.1. Submittal Location & Deadline

Bids may be received up to but not later than 2:00 pm local time on Thursday, June 5, 2025 via the City e-Procurement Portal located at https://procurement.opengov.com/portal/plantcitygov.

The City e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times.

The City of Plant City strongly recommends completing your response well ahead of the deadline.

Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections.

2.2. Valid Terms

Responses shall be valid for no less than 120 days from the date the City opens the responses.

2.3. Rejection

The City reserves the right to reject any or all responses at any time and for any reason or no reason. Responses submitted after the deadline shall be rejected. Fax, e-mail, or telephone bids shall be rejected. Responses that are incomplete, unbalanced, conditional, obscure, or which contain terms or additions not called for, alterations or irregularities of any kind, or which do not comply with the contract documents, if applicable, may be rejected at the sole discretion of the City.

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2.4. Forms

Submittals shall be made as described and required herein. Required forms shall be signed by the company owner or other legally authorized individual(s).

2.5. Contract Term

The contract resulting from this Request for Proposals shall commence effective upon issuance of a term contract by the City and extend for a period of two (2) years. The contract may be renewed for three (3) additional one (1) year periods. The City Manager will be authorized to execute the renewals.

2.6. Fee

Fees shall be firm for the initial term of this agreement. Should the awardee desire to have a fee adjustment for any renewal period, the awardee shall notify the City in writing of its request at least 90 days prior to the end of the current term. Any adjustment(s) must be accompanied by written justification attesting that the request is a bona fide cost increase to the awardee.

The base period for any requested adjustment shall be the beginning of the latest period during which an adjustment may have been made. All requests for price adjustment(s) shall be supported by Consumer Price Index according to the Bureau of Labor Statistics average for the previous month, under the Consumer Price Index for Escalation, U.S. City Average (CPI-U). The maximum allowable increase shall not exceed 4%. All price adjustments must be accepted by the City Manager and shall be accomplished by written amendment to this contract at renewal.

2.7. Contract Documents

The Contract attached hereto is a draft of the Contract required by the City to award the project described in this Request for Proposals. It is the Respondent’s responsibility to review and understand the Contract. If the Respondent requires any modifications or additional terms and conditions to the Contract, they shall detail the desired changes and submit them under the Tab, clearly titled “Additional

Terms/Modifications”. That page then must be attached to the response form and submitted as part of the respondent’s proposal. Contract modification requests after the Request for Proposals has been submitted shall not be considered.

2.8. Licenses

Respondent must include the following with its response:

• Florida Contractors Licenses

2.9. Insurance Requirements

In submitting a proposal the respondent affirms that if selected the following insurance will be provided as an attachment to their contract.

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Workers’ Compensation Insurance: Awardee shall procure and maintain during the life of this contract Workers’ Compensation Insurance for all of its employees to be engaged in work on the

Project under this Contract, and in case any such work is sublet, Contractor shall require the

Subcontractor similarly to provide Workers’ Compensation Insurance for all the Subcontractor’s employees to be engaged in such work unless such employees are covered by the protection afforded by Contractor’s Workers’ Compensation Insurance. In case any class of employees engaged in hazardous work on the project under this contract is not protected under the Workers’

Compensation statute, Contractor shall provide and shall cause each Subcontractor to provide adequate insurance for the protection of such of its employees not otherwise protected. Contractor shall indemnify and hold the City of Plant City harmless for any claim made by the Subcontractor for

Workers” compensation. Note: If Contractor claims to be exempt from Workers’ Compensation

Insurance, then a Certificate of Exemption from the State shall be produced upon request.

Commercial General Liability Insurance: Awardee shall procure and shall maintain during the life of this contract, but not limited to, Independent Contractor, Contractual Premises/Operations, and

Personal Injury covering the liability assumed under indemnification provisions of this Contract, with limits of liability for personal injury and/or bodily injury, including death. Amounts of coverage shall be satisfactory to the Owner, but not less than $500,000.00 for each occurrence, $1,000,000.00 general aggregate, personal/advertising injury of $500,000.00; Products-Completed Operations aggregate of $1,000,000.00. Also, include in General Liability coverage for the following areas based on the limits of policy, with a minimum of: Fire Damage (any one (1) fire) $50,000.00; Medical

Expense (any one (1) person) $5,000.00. This insurance shall be maintained with an insurance company or companies licensed to do business in the State of Florida. The City of Plant City shall be named as additional insured on the policy. The City shall receive a copy of the Additional Insured

Endorsement confirming that the Contractor's coverage is Primary and not Contributory.

Commercial Automobile Liability Insurance: Awardee shall procure and shall maintain during the life of this contract Comprehensive Automobile Liability Insurance covering any auto, all owned autos, scheduled autos, hired autos, and non-owned autos. Coverage shall be on an “occurrence” basis.

Such insurance to include coverage for loading and unloading hazards. This coverage shall include

Combined Single Limit (CSL) for $500,000.00 or Bodily Injury (Per Person), Bodily Injury (Per

Accident) and Property Damage for $500,000.00 each. This insurance shall be maintained with an insurance company or companies licensed to do business in the State of Florida. The City of Plant

City shall be named as additional insured on the policy. The City shall receive a copy of the

Additional Insured Endorsement confirming that the Contractor's coverage is Primary and not

Contributory.

Subcontractor’s Comprehensive Liability and Property Damage Insurance: The Awardee shall require each of its subcontractors to procure and maintain during the life of their contract Comprehensive

Liability and Property Damage insurance coverage in amounts satisfactory to the contractor for its protection, with an insurance company or companies licensed to do business in the State of Florida.

Professional Liability Insurance: Awardee shall procure and shall maintain during the life of this contract and for a period of three (3) years after the Project is completed, Professional Liability insurance in the amount of $1,000,000 for Consultant’s errors and omissions, exclusive of defense costs. If policy provides coverage on a claims-made basis, such coverage must respond to all claims

25-047SW-JS-RFP P a g e | 7 reported within at least three (3) years following the period for which coverage is required, unless a longer period is indicated in the Contract.

The certificate of insurance shall include as a certificate holder:

City of Plant City

Attn: City Manager

302 West Reynolds Street Plant City, FL 33563

2.10. Indemnification

Section 1-15, Plant City Code, prohibits the City from indemnifying other parties to an agreement. Therefore, the City cannot indemnify respondents.

2.11. All-Inclusive Cost

Prices given by respondents shall include all costs associated with the product or service proposed.

2.12. Preparation & Submittal Expenses

The City shall not be responsible for any expense incurred by a respondent in reviewing, evaluating, preparing, or submitting a response. Respondents are solely responsible for the entire expense of responding to this solicitation.

2.13. Proposal Format

The respondent shall submit a proposal to the City meeting the minimum requirements identified. The requirements stated herein do not preclude the proposer from furnishing additional information as deemed appropriate. Submittal deviation from the minimum requirements stated herein may be cause for rejection from further consideration.

2.14. Confidentiality

If a Respondent wishes to claim confidentiality on any information provided in their response, any/all such information must be submitted with the their original bid through the city's e-

Procurement system located at https://procurement.opengov.com/portal/plantcitygov.

2.15. Additional Services

The City may require additional goods and services outside the original scope for related services. The cost will be separately negotiated at the time of the request.

3. Respondent Responsibilities

Proposal Response:

A. Review Documents. Respondent must review all plans, specifications, and contract documents related to this RFP. Failure to review all plans, specifications, forms, 25-047SW-JS-RFP P a g e | 8 contracts, addenda, or other documents shall not relieve Respondent from any obligations contained in this RFP or subsequent contracts with the City. Submittal of

Proposals shall serve as Respondent’s acknowledgement that it has reviewed and understood all of the RFP requirements and documents.

B. Fill-In Required Forms. Respondents submitting must accurately and completely fill-in the response forms included in the Vendor Requirements & Acknowledgements

Section. Respondent must submit those forms along with other documents listed in this section and elsewhere in this RFP. Authorized signatures must be included on forms/documents. Incomplete or missing forms/documents may result in rejection of

Respondent’s submittal.

C. Legal Requirements. Respondents are required to comply with all provisions of federal, state, county and local laws, ordinances, rules and regulations that are applicable to the services being solicited in this bid. A respondent’s lack of knowledge shall in no way be a cause for relief from responsibility, nor shall it constitute a cognizable defense against the legal effects thereof.

Submittal of a response shall constitute the respondent’s affirmation that they are familiar with and shall comply with all federal, state, and local laws, ordinances, rules and regulations which affect those engaged or employed in the provision of such services, or equipment used in the provision of such services, or which in any way affects the conduct of the provision of such services. No plea of misunderstanding shall be considered on account of the respondent’s ignorance thereof. If a respondent believes provisions in the solicitation are contrary to or inconsistent with any law, ordinance, or regulation, then the respondent shall promptly report those provisions in writing to the City.

Performance Requirements:

A. Unauthorized Alien(s)

The vendor agrees that unauthorized aliens shall not be employed nor utilized in the performance of the requirements of this solicitation. The City shall consider the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the

Immigration and Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral termination of this Agreement by the City. As part of the response to this solicitation, the successful firm will complete and submit the attached form “AFFIDAVIT

CERTIFICATION IMMIGRATION LAWS.”

Employers may avail themselves of a program by the U.S. Immigration and Customs

Enforcement called E-Verify. E-Verify is an Internet-based system operated by U.S.

Citizenship and Immigration Services (USCIS), part of the Department of Homeland

Security (DHS), in partnership with the Social Security Administration (SSA). E-Verify is

25-047SW-JS-RFP P a g e | 9 currently free to employers. E-Verify provides an automated link to Federal databases to help employers determine employment eligibility of new hires and the validity of their

Social Security numbers.

If your company wishes to avail themselves of this program, you can register online for

E-Verify at http://www.dhs.gov/how-do-i/verify-employment-eligibility-e-verify which provides instructions for completing the registration process. At the end of the registration process, you will be required to sign a Memorandum of Understanding

(MOU) that provides the terms of agreement between you as the employer, the SSA, and DHS. An employee who has signatory authority for the employer can sign the MOU.

Employers can use their discretion in identifying the best method by which to sign up their locations for E-Verify. To find out more about E-Verify, please visit E-Verify |

USCIS or contact USCIS at 1-888-464-4218.

B. Schedule of Subcontracting- Respondents who will be subcontracting any portion of the work shall state name, address and service discipline of proposed sub-contractor. The

City reserves the right to accept or reject any proposed sub-contractor. Sub-contractor changes or additions during the performance of the resulting contracts for the RFP shall require prior approval by the City’s representative.

C. Certification. Proposals in response to this RFP shall be deemed as Proposer’s certification that it has fully considered all factors associated with this RFP, including any addenda.

D. Sworn Statement on Public Entity Crimes. A person or affiliate as defined in Section

287.133, Florida Statutes, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a

Contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a Contract with a public entity for the construction or repair of a public building or public work; may not submit responses, proposals, or replies on leases of real property to a public entity; 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 in excess of $25,000 for a period of 36 months following the date of being placed on the convicted vendor list.

Respondents must fill out and sign the form titled “SWORN STATEMENT UNDER

SECTION 287.133(3) (A), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES.” Failure to do so may disqualify the bid.

E. Maintain an adequate staff of qualified personnel.

F. Ensure that all work meets all current federal, state, and local laws, regulations, and ordinances applicable to the work.

http://www.dhs.gov/how-do-i/verify-employment-eligibility-e-verify https://www.uscis.gov/e-verify https://www.uscis.gov/e-verify

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G. Cooperate fully with the City in the scheduling and coordination of all phases of the work

H. Report the status of the work to the City upon request and hold pertinent data, calculations, field notes, and records open to the inspection of the City and its authorized agents at any time.

I. Perform any additional work required for a particular change order approved by the City.

J. Have approval from the City in writing prior to commencement of any change order.

K. Agree that all data, reports, specifications, ordinances, and other work products collected or developed by the Respondent will become the property of the City without restrictions or limitations and shall be made available at any time upon request to the

City.

L. Not subcontract, assign or transfer any work under any continuing contract, or work order with the City without the written approval of the City. Except as otherwise required by law, Respondents shall provide copies of any records related to continuing contracts solely at the cost of reproduction.

4. City Rights and Procedures

4.1. Authorized Representative

The City Manager (or designee) is the City's authorized representative on this project.

4.2. Response Evaluation

The City will assemble a committee to evaluate responses. City may require Respondents to make presentations, to attend meetings, or to provide additional information in order to better understand the responses and /or Respondent’s capability to complete the work.

4.3. Rejection

The City reserves the right to reject any or all responses at any time and for any reason.

Responses submitted after the deadline shall be rejected. Mailed, fax, e-mail, or telephone responses shall be rejected. Responses which are incomplete, conditional, obscure, or which contain terms or additions not called for, or irregularities of any kind may be rejected at the sole discretion of the City.

4.4. Award

Selection committee will evaluate the proposals. Selection will be made on the basis of collective scores of the evaluation committee.

Contracts with prices that are not greater than $50,000 may be awarded by the City Manager.

The City Commission makes the final decision regarding award or rejection of contracts that are greater than $50,000.00.

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4.5. Notice of Award

Upon evaluation of the proposals and when selection has been made, the Procurement

Department will issue a Notice of Intent to Award to the selected awardee(s).

4.6. Waiver of Irregularities

The City may waive informalities or irregularities that, in the City’s sole opinion, do not materially affect a Respondent’s submittal.

4.7. Verification of Contractor’s Capability

The City will verify Proposer’s ability to complete the work specified in this RFP. Verification may include evaluating Proposer’s:

A. Prior project experience (particularly ones similar to this project size/scope).

B. Financial resources.

C. Licenses and certifications.

D. Equipment, machinery, and/or facilities.

E. Background & references.

F. Litigation history involving similar work.

4.8. Notice to Proceed

After the contract resulting from this RFP has been fully executed, a Purchase Order will be issued and a Notice to Proceed given by the authorized City representative.

4.9. Termination for Convenience

The City, at its sole discretion, reserves the right to terminate the contract resulting from this

RFP upon thirty (30) calendar days written notice. Upon receipt of such notice, the vendor shall not incur any additional costs under the contract. The City will be liable only for reasonable costs incurred by the vendor prior to notice of termination. The City will be the sole judge of

“reasonable costs”.

4.10. Termination for Cause

The City reserves the right to terminate the contract resulting from this RFP, in part or in whole, or effect other appropriate remedy in the event the vendor fails to perform in accordance with the terms and conditions stated in the contract. The City further reserves the right to suspend or debar the vendor in accordance with the City’s policies and procedures. The vendor will be notified by letter of the City’s intent to terminate. In the event of termination for cause, the City may procure the required goods or services from any source and use any method deemed in its best interest. All re-procurement cost will be borne by the vendor.

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4.11. Revocation of Award

If the City discovers that the Respondent has misrepresented anything in their response or that the Respondent, in the City’s opinion, is no longer reasonably capable of performing the work as proposed, the City may revoke the award at any time. The Procurement Department will issue the revocation in writing to Respondent.

The City reserves the right to award the contract to the next highest ranked Respondent if the highest ranked Respondent fails to fulfill the contractual obligations.

5. Scope of Services, Specifications, and Requirements

5.1. Scope of Services

The intent of this RFP is to select up to two (2) qualified contractors to provide debris removal services in response to severe weather events or disasters (man-made or natural).

1. The Contractor will take direction from the City' s authorized representative regarding the removal, hauling and disposal of disaster related debris.

2. Before the Contractor transports any debris to the City' s designated disposal site, each truck will be registered with the City and will have a City- issued placard displayed on the front dashboard on the driver' s side.

3. The City will determine the proper methods for collection, hauling, and the disposal locations for the debris and wreckage.

5.2. Technical Specifications

Definitions.

Within these Specifications, the following definitions shall apply:

a. Authorized Representative: The City Manager, or his authorized designee.

b. Construction and Demolition (C& D) Debris: Debris including but not limited to damaged components of buildings and structures such as lumber and wood, gypsum wallboard, glass metal, roofing material, tile, carpeting and floor coverings, furnishings, fixtures, pipe, and similar materials.

c. Debris Management Site (DMS): A temporary storage site for debris established for the purposes of gathering, storing, and reduction of debris.

d. Disposal Fee: A fee based on weight or volume of debris for disposal at a landfill or other waste management facility.

e. Final Disposal Site: A solid waste disposal facility designated by the City to accept the

Contractor' s vehicles registered with the City for debris removal.

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f. Debris: Debris which is generated by the Emergency event and poses immediate threats to the public health and safety; of which the removal has been determined to eliminate immediate threats of significant damage to improved public or private property; and that which is considered essential to ensure economic recovery of the affected community to the benefit of the community at large.

g. Goods, consultant services, and/or services: The standby contract for Emergency Debris

Removal and Debris Management Services.

h. Household Hazardous Wastes (HHW): Small quantities of used or leftover contents of consumer products which include, but are not limited to: latex or oil based paints, cleaners or solvents, oils, pool chemicals, pesticides, and similar.

i. Mixed Debris: Vegetative debris which is mixed with construction & demolition materials or other materials at the load site prior to removal. The Contractor is required to sort mixed debris at the load site, if minor amounts of undesirable materials are present.

j. Right of Entry (ROE): A document by which a property owner confers to an eligible applicant or its Contractor the right to enter onto private property without committing trespass.

l. Right- of-Way (ROW): The land which the City has title to or right of use; for the road and its structures and appurtenances.

m. Vegetative Debris: Clean woody debris which includes but is not limited to: broken or fallen trees and tree limbs, hazardous tree stumps, bushes and shrubs.

5.3. General Operations

a. The Contractor shall be responsible for performing the debris removal services requested.

The designated area for debris removal is bounded by the City limits and includes public property and rights-of-way (ROW), City parks and City debris management areas within the incorporated areas of the City and may include private segments within the jurisdictional boundaries of the City.

b. The City' s Contractor may be tasked with debris clearance and removal from Federal

Highway Administration (FHWA) roads. In this event, the Coontractor will be required to provide crews separate from those providing non federal roadway clearance and removal services. The

Contractor shall be required to follow all requirements and guidance as established by the

FHWA Emergency Relief program for Federal roads. The contract will incorporate FHWA Form

1273, Required Contract Provisions Federal- Aid Construction Contracts.

c. The Contractor shall provide coordination of recovery activities necessary to assist the City in fulfilling the requirements of federal reimbursement agencies.

d. The Contractor shall conduct work so as not to interfere with the emergency response and recovery activities of Federal, State, County, and Municipal governments or agencies or of any public utilities.

e. The Contractor shall implement a" clean as you go" policy to ensure all debris is cleared from the loading site before moving to the next loading site.

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f. The Contractor shall report and provide documentation to the City or authorized representative, all incidents such as, but not limited to oil spills, fuel leaks, hydraulic fluid leaks, chemical spills, and similar environmental quality issues. The Contractor shall cleanup or remediate the incident, as necessary, properly disposing of the materials in compliance with the applicable Federal, State, County and Municipal regulations.

g. Private Work: The Contractor and subcontractors shall be prohibited from performing private work in the City of Plant City while actively engaged in delivering services under this contract.

h. Property Damages: The Contractor shall repair any damages caused by Contractor' s or sub-contractor' s equipment in a timely manner at no expense to the City. If there is disagreement between a resident and Contractor as to the repair of damages, the City shall decide and make the final determination on the repair. Failure to restore the damaged public or private property to the satisfaction of the City will result in the City withholding retainage money or invoice the

Contractor for time and material costs associated with resolving issues or damages related to the Contractor' s work.

5.4. Daily Reporting and Coordination Meetings

The Contractor shall submit a daily report providing the number of crews operating, the number and types of equipment operating, the total cubic yards (or tons) collected by debris type, the total cubic yards reduced, and the total cubic yards transported to final disposal. This report shall include the number of crews operating for the current day. This report shall be submitted to the Contract Administrator each day, for the previous day. The Contractor shall also provide an updated map of the locations where debris collection crews operated to relate the progress of operations.

The Contractor shall participate in daily coordination meetings with the City departments involved in the response and recovery operations.

5.5. Equipment

a. The Contractor shall provide sufficient and qualified staff and the necessary equipment to rapidly remove and lawfully dispose of all emergency related debris.

b. The Contractor shall ensure that all equipment and vehicles utilized in the City' s debris operations remain in good working condition.

c. The Contractor and its subcontractors shall operate all equipment and vehicles in compliance with all applicable Federal, State, County and Municipal rules and regulations.

d. The Contractor shall present all vehicles utilized to haul debris, to the City or authorized representative, for measurement inside bed measurements to calculate and certify the volumetric capacity of said vehicle.

e. All certified vehicles shall display a placard on the dashboard on the driver' s side of the vehicle, which states the City of Plant City, the vehicle' s assigned and unique number and the certified cubic yard capacity of said vehicle.

f. Any truck used to haul debris must be capable of rapidly unloading its load without the assistance of other equipment, be equipped with a tailgate that will effectively contain the debris during transport and permit the truck to be filled to capacity.

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g. Debris shall be reasonably compacted into the hauling vehicle. Any debris extending above the top of the bed shall be secured in place so as to prevent it from falling off. Measures must be taken to avoid the debris from blowing out of the hauling vehicle during transport to a City approved DMS or final disposal site.

h. Equipment used under this contract shall be rubber tired and sized properly to fit loading conditions. Excessive size equipment (100 cubic yards and up) and non- rubber tired equipment must be approved for use on the road by the City's Contract Administrator.

i. All loading equipment shall be operated from the road, street or rights- of-way using mechanized loading devices such as, buckets and/ or boom and grapple devices, to collect and load debris.

I. No equipment shall be operated outside the public rights- of way unless directed by the City.

Should operation of equipment be required outside of the public rights-of-way the City will provide a Right of Entry agreement.

5.6. Forms

a. Truck Certification Forms will be provided by the City (or the Contractor based upon prior approval of form by the City) for documenting and recording the actual physical, inside measurement and volume capacity, including any volume adjustments, deductions or comments of each truck, trailer, or other hauling equipment used to conduct the City' s debris removal and hauling operations. In the event that the unit price is by weight, the tare weight shall be recorded on the Truck Certification Form.

b. The Truck Certification Form shall also document the date, license plate, driver information, insurance information, a brief description and photograph of the vehicle.

c. Truck certifications shall be performed by the City or authorized representative, in the presence of the Contractor or their designated representative. The forms shall be signed and dated by both parties. Truck Placards will be provided by the City (or the Contractor based upon prior approval of form by the City) and placed on the dashboard on the driver' s side of each vehicle transporting debris and shall display the following information:

1. Plant City

2. Contractor Name

3. Unique identification number assigned to the vehicle.

4. Certified cubic yard capacity of the vehicle (or tare weight).

Note: Information displayed on the Truck Placard shall be written in permanent marker.

d. The Contractor shall submit to the City, within fifteen (15) days upon execution of this agreement, a Vehicle and Equipment List, which contains the following information:

1. Contractor/Company Name

2. Certified cubic yard capacity of the vehicle (or tare weight).

3. Unique identification number assigned to the vehicle.

4. Make/ Model of the vehicle.

5. License plate number.

6. Other information as required by the City for the purpose of monitoring and inspecting

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7. All equipment to be used for clean- up in response to this agreement.

e. Load tickets will be provided by the City (or the Contractor based upon prior approval of form by the City) for recording the volumes of debris removed and hauled to a DMS or final disposal site. Each load ticket shall consist of one original and four copies. Each load ticket shall be pre-printed and sequentially numbered and capable of documenting the following data:

1. Contractor/Company Owner Name

2. Prime and Sub- Contractor Name

3. Date

4. Truck Number

5. Certified capacity (Cubic Yards or Tons)

6. Driver' s Name

7. Type of Debris Collected: Vegetative, C&D.

8. Load Location (Address of pick-up)

9. Work Zone

10. Loading Date and Time

11. Load Size (Estimated Cubic Yards)

12. Weight ticket from authorized Final Disposal Site, signed by truck driver

13. If a Debris Management Site is used by the City, include the following:

Unloading Site Location

Unloading Date and Time

Unloading Site Monitor Name and Signature

f. In the event the City uses a Debris Management Site (DMS), the City or an authorized representative will complete the applicable portion of a load ticket at the load site and provide four copies to the vehicle driver. Upon arrival at the DMS or authorized final disposal site, the vehicle driver shall present the original and all (4) four copies of the load ticket to the City's authorized representative at the tower. A visual inspection will occur to determine the estimated debris quantity (or tons, if scales are available) contained in the vehicle will be documented.

The City' s authorized representative shall sign the load ticket. The City' s authorized representative will provide a completed copy to the driver, the Contractor representative, and the City for project files.

g. Construction and Demolition debris transported to disposal shall be documented following the same load ticket procedures.

5.7. Debris Removal

Hot Spot Crews. The Contractor shall be required to provide the City with " hot spot" crews, which will respond immediately, as directed by the City or authorized representative, to collect and haul priority debris piles which impact the public's health, safety, or welfare.

Work Hours. The Contractor shall conduct those debris removal operations generating noise levels above that normally associated with routine traffic flow, during daylight hours only. Work

25-047SW-JS-RFP P a g e | 1 7 may be performed seven (7) days per week. Adjustments to work hours, as local conditions may dictate, shall be coordinated between the City and Contractor.

Ownership of Debris. All debris located in the City ROW and City provided DMS locations shall be the property of the City until final disposal at an authorized and permitted disposal site.

Emergency Debris Road Clearance. Upon receiving the Notice to Proceed for this contract element, the Contractor shall provide all labor, equipment, fuel and associated costs necessary to clear and remove debris by cutting, tossing and/or pushing of debris from the priority roadways, as identified by and directed by the City. This phase of operations, conducted under a time and materials rate, shall be capped at no more than seventy (70) hours following the notice to proceed. The Contractor exceeds the seventy (70) hour cap at its own risk.

The Contractor shall assist the City and its representatives in ensuring proper documentation of emergency road clearance activities. City personnel or authorized representatives shall verify the equipment used, operators, hours of operation (start and end times), and shall require the locations of work performed. Services performed under this contract element will be compensated per the Hourly price schedule.

Should the City authorize emergency debris clearance on FHWA Federal roadways, the

Contractor shall invoice these costs separately from other roadways.

ROW Vegetative Debris Removal. The Contractor shall provide all labor, materials, equipment, tools, traffic control, signage and any other incidental items; to collect and remove emergency debris from the City' s ROW and transport emergency related vegetative debris to a

City approved debris management site (DMS) or to a City designated final disposal site in accordance with all Federal, State, County and Municipal rules and regulations.

a. The Contractor shall only remove eligible vegetative debris which is placed within the

City' s ROW.

b. All eligible debris will be removed from each loading site before proceeding to the next loading site.

c. The City or its authorized representative shall document the load by means of the load ticket.

d. All eligible vegetative debris loads shall be transported to the City' s DMS or approved final disposal facility.

e. Entry onto private property for the removal of eligible Emergency related debris will be permitted only by written authorization of the City. The City will provide the right-of-entry

(ROE) legal and operational procedures.

ROW Construction and Demolition (C& D). The Contractor shall provide all labor, materials, equipment, tools, traffic control, signage and any other incidental items; to collect and remove eligible Emergency debris from the City' s ROW and transport eligible Emergency related C&D debris to a City approved debris management site (DMS) or to a City designated final disposal site, in accordance with all Federal, State, County and Municipal rules and regulations.

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a. The Contractor shall only remove eligible C&D debris which is placed within the City' s

ROW.

b. All eligible C&D debris will be removed from each loading site before proceeding to the next loading site.

c. The Contractor shall to the extent possible, keep separate C&D materials from other debris, so that loads are primarily of similar materials.

d. The City or its authorized representative shall document the load by means of the load ticket.

e. All eligible C&D debris loads shall be transported to the City' s DMS or approved final disposal facility.

f. Entry onto private property for the removal of eligible Emergency related debris will be permitted only by written authorization of the City. The City will provide the right- of-entry (ROE) legal and operational procedures

Multiple Passes. The City may require multiple passes to remove the emergency debris from the public rights- of-way (ROW) and public facilities, private property or ROW - as authorized by the City. The number of passes conducted will be authorized in writing by the City and based upon debris assessments.

5.8. Reporting

Daily Reports

The Contractor shall submit a daily report providing the number of crews operating, the number and types of equipment operating. This report shall include the number of crews operating for the current day. This report shall be submitted to the Contract Administrator each day, for the previous day. The Contractor shall also provide an updated map of the locations where debris collection crews operated to relate the progress of operations. The Contractor may be asked to provide the total cubic yards collected by debris type per day.

The Contractor shall participate in daily coordination meetings with the City departments involved in the response and recovery operations.

Property Damage

The Contractor shall notify the Contract Administrator immediately of any damage to public or private property or major problems, such as equipment failure or loss of a qualified laborer.

Response Time Following Notice to Proceed

Contractor's high-ranking decision maker or designee shall be physically present at the City's

Emergency Operations Center within twenty-four hours upon receipt of a Notice to

Proceed. This may be before or after an emergency event is impacts the City of Plant City. The duties of the decision maker or designee at this stage shall include, but not be limited to, assisting in the impact assessment and required resources; assessing damage; preparing for first push; ordering and staging equipment and supplies, and assisting in coordinating the action plan to be operational in the first twenty-four hours following emergency event impact.

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Contractor shall commence debris management services with twenty-four (24) hours of issuance of a Notice to Proceed. Contractor shall mobilize a minimum of fifty percent (50%) of the required resources within forty-eight (48) hours of issuance of a Notice to Proceed and one hundred (100%) percent of the required resources within ninety-six (96) hours. The City may issue a Notice to Proceed twenty-four (24) to forty-eight (48) hours prior to an emergency event, depending upon the magnitude of the event, in order to allow sufficient time to prepare commencement operations.

6. Proposal Contents

Update the Proposal Contents Section as needed for your RFP.

Tab 1: Letter of Transmittal

Tab 2. Experience and Qualifications

Provide evidence of the practical knowledge, experience, and credentials of the Contractor as it relates to the requirements of this RFP. Also provide any specialized training and/or certifications for the type of services requested. Provide prior project experience, particularly ones like this project size/scope.

The proposal should state the size of the Contractors' company, the location of the office from which the work on this engagement is to be performed, the number and nature of the professional staff to be employed in this engagement on a full—time basis, and the number and nature of the staff to be so employed on a part—time basis. lf the Contractor is a joint venture or consortium, the qualifications of each Contractor comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal auditor should be noted, if applicable. The firm is also required to submit a copy of the report on its most recent external quality control review, with a statement whether that quality control review included a review of specific government engagements, if applicable. The Contractor shall also provide information on the results of any federal or state desk reviews or field reviews of its audits during the past five (5) years, if applicable. In addition, the Contractor shall provide information on the circumstances and status of any disciplinary action taken or pending against the

Contractor during the past five (5) years with state regulatory bodies or professional organizations.

The Contractor should list separately all engagements within the last five (5) years, ranked on the basis of total staff hours for the specific engagement. For each engagement, the firm should indicate the scope of work, date, engagement partners, total hours, the name and telephone number of the principal client contact.

Tab 3. Ability to Furnish the Required Services

Provide sufficient information to document the Contractor’s understanding of the magnitude of the project based on the full requirements contained within this RFP. Provide in detail evidence that the Contractor has the knowledge to accomplish these requirements with the least impact to City staff and budget.

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The proposal should set forth a work plan to be followed while performing the services. The proposals of the engagement should include:

A. Proposed segmentation.

B. Level of staff to be assigned to each proposed segment.

C. Type and extent of analytical procedures to be used.

D. Approach to be taken to gain and document an understanding of the City's internal control structure.

E. Approach in working with staff.

Tab 4. Ability of Personnel

Provide detail on the size and capability of the Contractor’s workforce. This should include administrative and management as well as the workforce that will be onsite. Provide resumes for all key employees.

The Contractor should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors, and specialists. The Contractor also should provide information on relevant continuing professional education for the past five (5) years and membership in professional organizations relevant to the performance of this type of work. The

Contractor should provide as much information as possible regarding the number.

7. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Experience and Qualifications

Provide evidence of the practical knowledge, experience, and credentials of the Contractor as it relates to the requirements of this RFP. Also, provide any specialized training and/or certifications for the type of services requested. Provide prior project experience, particularly ones like this project size/scope.

The proposal should state the size of the firm, the location of the office from which the work on this engagement is to be performed, the number and nature of the professional staff to be employed in this engagement on a full—time basis, and the number and nature of the staff to be so employed on a part—time basis. lf the

Contractor is a joint venture or consortium, the qualifications of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal auditor should be noted, if applicable. The Contractor is also required to submit a copy of the report on its most recent external quality control review, with a statement whether that quality control review included a review of specific government engagements, if applicable. The Contractor shall also provide information on the results of any federal or state desk reviews or field reviews of its audits during the past five

(5) years, if applicable. In addition, the

Contractor shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three (3) years with state regulatory bodies or professional organizations.

Contractor must provide evidence of at least 5 years of experience removing and hauling the types of debris as indicated in the Scope of Services. The Contractor should list separately all engagements within the last 5 years, ranked on the basis of total staff hours for the specific engagement. For each engagement, the

Consultant should indicate the scope of work, date, engagement partners, total

Points Based 30 (30% of Total)

25-047SW-JS-RFP P a g e | 2 2 hours, the name and telephone number of the principal client contact as references.

2. Cost

Proposer shall provide an all-inclusive annual cost based on the Scope of

Services, Specifications and Requirements provided herein. Cost shall be in line with the most recent FEMA Pricing Guidlines.

The City will be accepting electronic submissions of the bid via the City's eProcurement system.

Points Based 20 (20% of Total)

3. Equipment and…