RFP 11-25C-Disaster Debris Removal and Management Services.pdf

Santa Fe College on behalf of the Florida College System Risk Management Consortium RFP #11-25C:

Disaster Debris Removal and Management Services

Purchasing Department

Request for Proposals #11-25C Disaster Debris Removal and

Management Services

Santa Fe College on behalf of the Florida College System Risk Management Consortium and its Member

Colleges invites you to submit a bid for Disaster Debris Removal and Management Services according to the terms and conditions described herein. Please note that this RFP does not guarantee any proposer to an awarded contract with Santa Fe College; but instead, will serve as a means for Member Colleges of the Florida

College System Risk Management Consortium to select and contract with those proposers who are willing and qualified to provide the goods or services as listed in this RFP. Each Member College will be responsible for its own purchases and payments for goods or services, if any. Thank you for your interest.

RFP #11-25C: Disaster Debris Removal and

Management Services

INFORMATION SHEET

Posting Date: April 16, 2025

Santa Fe College Purchasing Department Contact Phil Carver, Director of Purchasing & Auxiliary

Services

Changes/Inquiry Deadline (see Section 1.5)

NOTE: Unless specified otherwise in a College-issued addendum to this solicitation, requested changes to any conditions or specifications must be sent by the date in this section or they will not be considered.

Wednesday, April 30,2025 by 4:00 pm EST

Date Addendum #1 to be Posted (see Section 1.6) https://www.bidnetdirect.com/florida/santafecollege

Wednesday, May 7, 2025, at the

Santa Fe College BidNet page

Date/Time of Pre-Proposal Conference (see

Section 1.7) NONE

Date and Time Proposal is Due (see Section 1.8) Wednesday, May 21, 2025, by 3:00 p.m. EST

Date, Time, and Location of Public Opening (see section 1.8)

Wednesday, May 21, 2025, at 3:00 p.m. EST (Proposal contents will not be revealed, but those present can see who submitted proposals.)

3000 NW 83rd Street, F-046, Gainesville, FL

32606 (Proposers not required to attend.)

Date, Time, and Location of Scoring Meeting (see

Section 1.9)

Week of May 26, 2025

Final date/time/location to be posted in

Addendum

#1

(Proposers not required to attend.)

Date of Presentations (see section 1.10) NONE

Date of Recommended Award Posting Monday, June 2, 2025

Board of Trustees Meeting [If Necessary] Tuesday, June 17, 2025

(Proposers not required to attend.)

Any changes to the above schedule will be posted in an addendum at the Santa Fe College BidNet page mailto:Phil.Carver@sfcollege.edu

Submission Platform

BidNet is the College’s platform to post and receive electronic bids (ITBs) and requests for proposals (RFPs).

Registering at BidNet and responding to this solicitation is free for vendors.

For questions on how to use BidNet or any BidNet technical support, contact BidNet’s support team at 800-835-

4603, Option 2.

Questions about this solicitation must be asked through the BidNet Platform, but to provide the College with feedback on your experience with the BidNet platform, e-mail the College’s Purchasing Contact (indicated at the top of the above chart).

Post Solicitation Submission Date Communications

Should the College change any calendar dates after bids or proposals are due (such as the award posting date), the changes will be posted in the solicitation’s “Communication” tab on BidNet as well as on the College’s website at https://www.sfcollege.edu/finance/purchasing/ https://www.sfcollege.edu/finance/purchasing/

Solicitation Acknowledgement (REQUIRED) This page must be signed and included with your submission. Failure to do so will result in immediate rejection of your submission.

Solicitation RFP 11-25C: Disaster Debris Removal and Management Services The undersigned hereby certifies that the response included herein is made without prior understanding, agreement, or connection with any person or business entity submitting a response for the same goods or services and is in all respects fair and without collusion or fraud.

The undersigned understands and agrees that by submitting a response that the entirety of the response is subject to Florida Statue 119 and will be considered a public record upon solicitation award or recommendation to award subject to the following exemptions: Confidential information shall include only information that is made exempt from disclosure by Florida Statute. Should the bidder/proposer believe any information submitted is protected from disclosure under Florida’s public records law, the bidder/proposer must provide evidence of a statutory exemption under Florida law that is satisfactory to the College or obtain a protective order. All items of Confidential information must be labeled in writing as such when delivered to the recipient. (Any item marked “Confidential” that is not accompanied by sufficient evidence of statutory exemption, or a protective order shall be considered a public record and by signing below the bidder/proposer hereby agrees to this provision.)

The undersigned understands and agrees that any vendor-suggested changes and inquiries regarding this solicitation were due by the date shown on the solicitation information sheet (page 2), and that any vendor required changes to the terms and conditions not already approved in an addendum issued by the College prior to the solicitation due date will likely be rejected and may (in the College’s complete discretion) result in the rejection of the entire submission.

The undersigned agrees to abide by all conditions of this invitation and certifies that he or she is authorized to sign this submission for the business entity indicated below.

Bidder/Proposer Business Name

Business Address

Printed Name & Title of Authorized Signatory

Signature of Authorized Signatory (Please Sign & Date)

INTRODUCTION

The Board of Santa Fe College (SF) on behalf of the MEMBER COLLEGES of the Florida College System Risk

Management Consortium (Consortium) is seeking proposals from qualified CONTRACTORS to provide Disaster

Debris Removal and Management Services. This pre-event contract is subject to the provisions of 2 C.F.R.

Part 200 and the Robert T. Stafford Disaster Relief and Emergency Assistance Act.

Please note that this RFP does not guarantee any proposer to an awarded contract with Santa Fe College; but instead, will serve as a means for Member Colleges of the Florida College System Risk Management Consortium to select and contract with those proposers who are willing and qualified to provide the goods or services as listed in this RFP. Each Member College will be responsible for its own purchases and payments for goods or services, if any.

Consortium Member Colleges Name Main Campus Address Approximate Acreage Approx # of All

College Buildings

Broward College 225 East Las Olas Boulevard, Ft.

Lauderdale, FL 33301

404 114

Chipola College 3094 Indian Circle, Marianna, FL, 32446

165 49

College of Central

Florida

3001 SW College Road, Ocala, FL 34474

438 74

Daytona State College 1200 W International

Speedway Boulevard, Daytona Beach, FL

32114

556 88

Eastern Florida State

College

1519 Clearlake Road, Cocoa, FL 32922

543 51

Florida Gateway

College

149 SE College Place, Lake City, FL, 32025

141 63

Florida Keys

Community College

5901 College Road, Key West, FL, 33040

127 17

Florida Southwestern

State College

8099 College Parkway, SW, Ft. Myers, FL, 33919

419 86

Florida State College of Jacksonville

501 W State Street, Jacksonville, FL, 32202

833 109

Gulf Coast State

College

5230 West US Highway

98, Panama City, FL, 32401

264 40

Hillsborough

Community College

39 Columbia Drive, Tampa, FL, 33606

850 69

Indian River State

College

3209 Virginia Avenue, Fort Pierce, FL 34981

713 78

Lake Sumter State

College

9501 US Highway 441, Leesburg, FL 34788

276 30

Miami Dade College 11011 SW 104th Street, Miami, FL 33176

497 167

North Florida

Community College

325 NW Turner Davis

Drive, Madison, FL

32340

165 30

Northwest Florida

State College

100 College Boulevard, Niceville, FL, 32578

533 74

Palm Beach State

College

4200 Congress Avenue, Lake Worth, FL 33461

377 184

Pasco Hernando State

College

10230 Ridge Road, New Port Richey, FL

34654

600 96

Pensacola State

College

1000 College

Boulevard, Pensacola, FL 32504

663 63

Polk State College 999 Avenue H, NE, Winter Haven, FL

33881

269 35

Saint Johns River

State College

5001 St. Johns Avenue, Palatka, FL 32177

353 43

Saint Petersburg

College

14025 58th St. North, Clearwater, FL 33760

405 159

Santa Fe College 3000 NW 83rd Street, Gainesville, FL 32606

277 63

Seminole State

College

100 Weldon Boulevard, Sanford, FL 32773

751 61

South Florida State

College

600 West College

Drive, Avon Park, FL

33825

307 87

State College of

Florida Manatee-

Sarasota

5840 26th Street, West

Bradenton, FL 34207

205 60

Tallahassee

Community College

444 Appleyard Drive, Tallahassee, FL 32304

1883 86

Valencia College 1768 Park Center Drive, Orlando, FL 32835

653 88

1.0: General Terms and Conditions To ensure acceptance of your response to this solicitation, be sure to follow the instructions herein. By signing the Solicitation Acknowledgement, you agree to the terms and conditions below. Any and all conditions within this solicitation document which vary from these general conditions shall have precedence. Any attempts by the bidder/proposer to alter these General Terms and Conditions shall be void and unenforceable unless agreed to specifically in a written agreement signed by the parties. Any proposed changes must be submitted by the Inquiry Deadline specified on Page 2.

1.1 DEFINITIONS

• Bidder/Proposer refers to the business entity submitting a bid, proposal, or reply in response to this solicitation.

• Board refers to the Santa Fe College Board of Trustees

• Consortium refers to the Florida College System Risk Management Consortium

• Contractor refers to the Proposer whose response is selected for award

• Disaster Debris Monitoring Contractor refers to the Member College’s awarded contractor for disaster debris monitoring.

• Debris Manager refers to the Member College’s appointed staff member point of contact for all disaster debris projects.

• Disaster Removal and Management Contractor (DMC) refers to the Member College’s awarded Disaster Debris Removal and Management Contractor(s).

• Hanger Limbs (whose removal is required by this RFP) are limbs dangling from trees due to damage and are: 1) Located on improved public property; 2) Greater than 2” in diameter at the point of breakage, and 3) Still hanging in a tree and threatening a public-use area, e.g., trails, sidewalks, golf cart paths.

• Member College refers to an individual college that is a member of the Consortium

• Materials on Truck/Transport (MOT) refers to the cost associated with the materials used to load and transport the debris, such as the cost of the truck, fuel, and any necessary equipment.

• Non-Federal Entity (NFE) refers to a member college of the Consortium that is a recipient or subrecipient of FEMA funding.

• Response refers to a business entity’s submission in response to this solicitation.

• Right-of-way (ROW)The portions of land owned and maintained by the Member Colleges, excluding natural, unimproved areas over which facilities such as highways, railroads, or power lines are built. It includes land on both sides of the facility up to the private property line. To be clear, debris must be removed from right-of- ways, including sidewalks and Member College roads.

1.2 SUBMITTAL DEADLINE

All responses must be submitted by the date/time required on the “Calendar Information” page via the College’s

BidNet Direct webpage. (https://www.bidnetdirect.com/florida/santafecollege). Offers by fax, e-mail, telephone, or hand delivery will not be accepted.

Submissions are considered valid for 120 days from the due date unless otherwise stated herein.

1.3 EXECUTION OF RESPONSE

The response must contain a manual signature of an authorized representative of the bidder/proposer on the

“Solicitation Acknowledgement” form (Page 3). Responses not submitted with the “Solicitation

Acknowledgement” form shall be rejected.

The College is not liable for any costs incurred by a bidder/proposer in responding to this solicitation, including those for oral presentations, if applicable.

1.5 INQUIRIES & INTERPRETATIONS

Any questions concerning terms, conditions, and/or specifications shall only be directed via email to the

Purchasing Department Contact (see Page 2) no later than the inquiry deadline (see Page 2). Failure to comply with this condition will result in bidder/proposer waiving the right to dispute the solicitation terms, conditions and/or specifications. Please reference the solicitation number in all inquiries. Any vendor that submits contrary terms and conditions as a requirement for their bid, or who contacts others at the College not specified on page 2 to discuss the solicitation may be disqualified.

The Purchasing Department Contact may send inquiries to bidders/proposers for clarification of information, if necessary. Any clarifications received in writing shall be considered as part of the response.

1.6 ADDENDA

Any addenda to this solicitation will be posted on BidNet at https://www.bidnetdirect.com/florida/santafecollege by

5:00 p.m. on the date indicated on the Solicitation Information Sheet (Page 2) or in the addenda itself if further addenda are necessary. It is the bidder’s/proposer’s responsibility to assure that any addenda are received. Calendar changes (bid due date, award date, etc.) may be posted at any time if necessary. It may be required that an addendum be signed and returned with the bidder’s/proposer’s response. Proposers who do not sign addenda (if required) may have their entire response rejected.

Pre-bid or pre-proposal conferences or inspections may be held to assist responders with understanding the specifications and/or viewing the relevant location(s). If such a meeting is designated as Mandatory, then only those who attend will be considered for award. Bidders/proposers are strongly urged to attend any non-mandatory pre-bid or pre-proposal conference as individual vendor appointments to review specifications will not be accepted.

1.8 SOLICITATION OPENING/DUE DATE AND TIME

Solicitation openings take place electronically through the College’s BidNet Direct Webpage. For a bid where price is the determining factor, vendor submissions and prices will be shown upon opening. It is the intent of the

College to reveal all such bids publicly upon the due date/time. However, the lowest bid may not necessarily determine the award if references need to be checked, documentation needs to be reviewed/approved, or any

1.4 COSTS

1.7 PRE-SOLICITATION MEETING(S)

other bid requirements need to be verified/approved. The official award will be posted on the date indicated in the bid through the BidNet platform.

For an RFP, no results will be shared until completion of the evaluation process in accordance with the schedule on Page 2. However, the list of vendors who submitted proposals will be posted.

Late responses will not be accepted.

1.9 SCORING MEETING

If this solicitation is a Request for Proposals (RFP) or Invitation to Negotiate (ITN), then a public scoring meeting may be held to determine the award recommendation or recommendation for negotiations. The date, time, and location of the meeting will be specified on the Solicitation Information Sheet (if known) or in an addendum.

Should the date, time, or location of the scoring meeting change, it will be noted in an addendum (see 1.6).

Vendors are not required to attend.

1.10 PRESENTATIONS

A solicitation may require vendors to further elaborate on what they are offering in a presentation to the College or simply to answer evaluation committee questions. If presentations are required, the expected presentation days and times will be listed on the Solicitation Information Sheet (if known). Any documents handed out by the proposer may be considered part of the proposer’s response or reply at the discretion of the College. If any document or any other aspect of the presentation conflicts with the proposer’s original response, the College may opt to use either the prior response or the presentation response as the College deems most favorable.

1.11 NEGOTIATIONS

For an RFP, the College reserves the right to further negotiate terms not otherwise covered in the solicitation or response post-award (see Section 1.12) to create an agreement with a top-ranked, awarded, or recommended awarded proposer. Any negotiations as part of an ITN shall be handled in accordance with the conditions of that

ITN, which may vary. Negotiations are not open to the public. [Note that any terms in material conflict between this solicitation and proposer’s response may also be grounds for finding the proposer non-responsive, and their proposal rejected.]

In the best interest of the College, the right is reserved to make award(s) by individual item, group of items, all or none, or a combination thereof. The College also reserves the right to reject any and all responses, to cancel a solicitation process at any time, or waive any minor irregularity or technicality in responses received. Further, the

College reserves the right to secure expert advice in selecting the best response to meet the requirements of the

College. (Any such expert advice shall in no way be associated with a business entity submitting a response.)

For a bid, the College’s solicitation document and the awarded bidder’s response shall serve as the Contract. In some cases, an award may be based on the top-ranked proposer and the College being able to agree on final contract terms. If for any reason the top-ranked proposer and College cannot agree on final contract terms, the

College may elect to re-open the solicitation, cancel the solicitation, or award to the second highest-ranked proposer, and so on. Some solicitations may have a multi-award.

1.13 POSTING AND TABULATION

The posting of the award or recommended award will be made on or about the date of award notification as indicated on the Solicitation Information page (Page 2). Award notices will be posted on the on the College’s

BidNet Direct webpage (https://www.bidnetdirect.com/florida/santafecollege), on the SF College Purchasing

Office bulletin board (outside room F-042, 3000 NW 83rd Street, Gainesville, Florida, 32606), and on the SF

Purchasing bids page. After award, solicitation files may be examined during normal working hours by

1.12 AWARD

https://www.bidnetdirect.com/florida/santafecollege https://www.sfcollege.edu/finance/purchasing/ appointment. In accordance with Florida Statute 119.071(1), the contents of all solicitations become public records and are available to public inspection when an award or recommendation to award is posted or 30 days after responses are open – whichever is earlier. However, if the College rejects all responses, and concurrently provides notice of its intent to reissue the solicitation, the responses shall remain exempt from disclosure until notice of an award or intended award concerning the reissued solicitation is made or 12 months has passed, whichever is sooner.

1.14 PROTEST

The recommended award will be posted for review by interested parties both online (at https://www.bidnetdirect.com/florida/santafecollege), and on the SF Purchasing bids page and will remain posted for a period of at least seventy-two (72) hours. Failure to file a protest within the time prescribed in Section

120.57(3), Florida Statutes shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

In accordance with FS 287.042(2)(c), any person who files an action protesting a decision or intended decision pertaining to contracts administered or purchases by the College pursuant to Section 120.57(3) shall post, at the time of filing the formal written protest, a bond payable to the College in an amount equal to one percent (1%) of the estimated total volume of the award. The aforementioned bond shall be conditioned upon the payment of all costs which may be adjudged against him/her in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the College may accept a cashier’s check or money order in the amount of the bond. If, after completion of the administrative hearing process and any appellate court proceedings, the College prevails, it shall recover all costs and charges that shall be included in the final order judgment, excluding attorney’s fees. Upon payment of such costs and charges by the person protesting the award, the bond, cashier’s check or money order shall be returned to him/her. If the person protesting the award prevails, he or she shall recover from the agency all costs and charges which shall be included in the final order of judgment, excluding attorney’s fees.

1.15 INSURANCE

Insurance Requirements will be provided in the specifications when necessary. If insurance is required, the

Contractor must provide proof of this insurance prior to any delivery or work being performed and provide evidence that such insurance is in place at all times throughout the agreement. Failure to have required insurance coverage at any time during the agreement shall be grounds for default. The College may, it its option, immediately suspend the agreement until the required insurance coverage has been restored or immediately terminate the agreement for default. Any amount due from the College under the agreement on an ongoing basis shall be reduced at a pro-rated rate for any suspended time due to inadequate insurance coverage.

1.16 PRICES, TERMS, AND PAYMENT

Bidder/proposer prices shall include all packing, handling, shipping charges and delivery to the destination shown herein. Bidder/proposer may offer cash discount for prompt invoice payment (where applicable). Unless otherwise stated in this solicitation, payment terms shall be Net 30 days.

1.17 TAXES

Santa Fe College does not pay Federal Excise or State Sales Tax. Do not include these items on invoices. The applicable tax exemption number is shown on the College’s Purchase Order. A copy of the College’s tax-exempt certificate is available upon request.

1.18 MISTAKES

Failure to examine the specifications, delivery schedule, prices, extensions, and all instructions pertaining to any goods and services solicited herein will be at bidder/proposer's risk. In case of mistake in extension, the unit price will govern.

https://www.sfcollege.edu/finance/purchasing/bids/

1.19 DELIVERY

Delivery time may become a basis for making an award. Unless otherwise specified, delivery shall be made within 30 days from the date of receiving a College purchase order. Unless otherwise agreed, deliveries to the

College shall be within 8:30 a.m. - 3:30 p.m., Monday through Friday.

1.20 CONFLICT OF INTEREST

The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All bidders/proposers must disclose with their solicitation the name of any officers, director, or agent who is also an employee of Santa Fe

College. All bidders/proposers must disclose any College employee who owns, directly or indirectly, any interest in the bidder’s/proposer's business or any of its branches. The bidder/proposer shall not compensate in any manner, directly or indirectly, any officer, agent or employee of the College for any act or service which he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the bidder/proposer. No officer, agent, or employee of the College shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the College. The bidder/proposer shall have no interest and shall not acquire any interest that shall conflict in any manner with the performance of the products or services required under this solicitation.

1.21 NON-CONFORMANCE TO CONTRACT CONDITIONS

Items may be tested for compliance with specifications under the direction of the Florida Department of

Agriculture and Consumer Services or by other appropriate testing laboratories. The data derived from any tests for compliance with specifications are public records and open to examination thereto in accordance with

Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and returned at bidder’s/proposer's expense. Non-conforming items and items not delivered as per delivery date required by the solicitation and/or purchase order may result in bidder/proposer being found in default, in which event any and all re-procurement costs may be charged against the defaulting Contractor. Any such violation of the award/agreement may also result in the bidder/proposer being prohibited from participating in future business with the College in accordance with the College’s vendor policy.

1.22 SPECIFICATIONS DISPUTES

In case of any doubt or difference of opinions as to the goods or services to be furnished hereunder, the decision of the College’s Purchasing Director shall be final and binding on both parties. Bidders/proposers are strongly encouraged to seek clarification prior to the inquiry deadline (see page 2) if there are any questions (in accordance with Section 1.5). However, should an administrative hearing occur, the party requesting the hearing shall be held accountable for any and all costs relating thereto.

1.23 GOVERNMENTAL RESTRICTIONS

In the event any governmental restrictions may be imposed which would necessitate alteration of material, quality, workmanship, or performance of the items offered in this solicitation prior to their delivery, it shall be the responsibility of the successful bidder/proposer to notify the College at once, indicating in the notice the specific regulation which required an alteration. Santa Fe College reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel the award/agreement at no expense to the

College.

1.24 LEGAL REQUIREMENTS

Bidder/Proposer and Contractor shall comply with all Federal, State, county, and local laws, ordinances, rules, and regulations that in any manner affect the services covered in this Agreement, including but not limited to the

Worker’s Compensation Act, unemployment compensation, and equal employment opportunity. Contractor shall deliver all products and services in a safe, efficient, and sanitary manner. Lack of knowledge by the

Bidder/Proposer or Contactor will in no way be a cause for relief from responsibility.

1.25 PATENTS AND ROYALTIES

The Contractor, without exception, shall indemnify, defend, and save and hold harmless the College and its employees from liability, including cost and expenses, to the extent arising from alleged infringement by Contractor of third-party intellectual property rights in the performance of the Agreement by the Contractor, including any use granted to the College by Contractor in writing. If the Contractor uses any design, device, or materials covered by letters, patent, copyright, or other intellectual property rights, it is mutually understood and agreed without exception that the Contractor shall be responsible for all royalties or costs arising from the use of such design, device, or materials in any way involved with products or services provided by Contractor.

College and Contractor will, to the extent reasonable, appropriate, and permitted by law, collaborate and cooperate when defending any suit brought against College in accordance with this section. College may, at its own expense, hire its own attorneys for any suit brought against College.

1.26 ADVERTISING

Each party agrees not to use the other party as a part of any commercial advertising without prior written approval from such party’s authorized representative; with respect to the College, from the College’s Director of Purchasing

& Auxiliary Services.

Any Purchase Order issued pursuant to this solicitation and the monies which may become due hereunder may be assigned with written notification to the SF Director of Purchasing and Auxiliary Services. However, any such assignment shall permit the College to terminate any ongoing agreement with 30 days’ notice if desired by the

College.

1.28 LIABILITY (HOLD HARMLESS AGREEMENT)

The awarded business entity (Contractor) agrees, by accepting the award of this solicitation, to the following:

On behalf of Contractor and any heirs, executors, administrators and assigns, Contractor hereby waives, releases, covenants not to sue, forever discharges, and AGREES TO INDEMNIFY, DEFEND AND SAVE AND

HOLD HARMLESS the Board of Santa Fe College and the State of Florida and their respective trustees, employees, agents, successors, and assigns (collectively, “Releasees”) from all claims, liabilities, actions and causes of action, damages, costs and/or expenses of any nature, including but not limited to attorneys’ fees and costs (collectively, “Claims”), arising out of or in any way connected with the appropriate use of the products or performance of the services set forth herein.

1.29 ANTI-DISCRIMINATION CLAUSE

Santa Fe College is committed to an environment that embraces diversity, respects the rights of all individuals, is open and accessible, and is free of harassment and discrimination based on, but not limited to, ethnicity, race, creed, color, religion, age, disability, sex (including pregnancy, gender identity, and sexual orientation), marital status, national origin, genetic information, political opinions or affiliations, and veteran status. To the extent applicable, the nondiscrimination clause contained in Section 202, Executive Order 11246, as amended by

Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex, or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor, are incorporated herein.

1.30 AMERICANS WITH DISABILITIES ACT

The Contractor shall comply with the Americans with Disabilities Act. In the event of the Contractor’s noncompliance with the nondiscrimination clauses, the Americans with Disabilities Act, or with any other such

1.27 ASSIGNMENT

rules, regulations, or orders, any agreement resulting from this solicitation may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further contracts.

1.31 STATE LICENSING REQUIREMENT

All entities defined under Chapters 607, 617 or 620, Florida Statutes, seeking to do business with the College shall be on file and in good standing with the State of Florida’s Department of State.

1.32 PUBLIC ENTITY CRIME INFORMATION

As per Florida Statutes, Section 287.133(2)(a), “A person or affiliate 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 bids, 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 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.”

1.33 DISCRIMINATORY VENDORS LIST

An entity or affiliate who has been placed on the Discriminatory Vendors List may not submit a response to provide goods or services to a public entity, may not be awarded a contract 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.

1.34 UNAUTHORIZED EMPLOYMENT OF ALIEN WORKERS

The College does not intend to award publicly funded contracts to those entities or affiliates who knowingly employ unauthorized alien workers, constituting a violation of the employment provisions as determined pursuant to Section 274A of the Immigration and Nationality Act.

1.35 RECORDS

All responses become the property of the College and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes.

1.35.1 PUBLIC RECORDS LAW: The bidder/proposer agrees to allow the College and the public access to any documents, papers, letters, or other materials subject to the provisions of Chapter 119, Florida Statutes, made or received by the bidder/proposer in conjunction with any submission or agreement resulting from this solicitation.

Refusal to comply with this provision shall constitute sufficient cause for termination of any agreement resulting from this solicitation. All written records received by College in connection with the transaction of official business, including information contained in any responses to this solicitation may be deemed public records and are subject to the provisions of Ch. 119, Florida Statutes. In addition, if federal funds are used in this procurement, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the Contractor which are directly pertinent to a specific program for the purpose of making audits, examinations, excerpts, and transcriptions.

1.35.2 AUDIT RECORDS: The Contractor agrees to maintain books, records, and documents (including electronic storage media) in accordance with generally accepted accounting procedures and practices which sufficiently and properly reflect all revenues and expenditures of funds provided by the College under any agreement resulting from this solicitation, and agrees to provide a financial and compliance audit to the College or to the Office of the Auditor General and to ensure that all related party transactions are disclosed to the auditor.

The Contractor agrees to include all record-keeping requirements on all subcontracts and assignments related to any agreement resulting from this solicitation.

1.35.3 RETENTION OF RECORDS: The Contractor agrees to retain all records, financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertaining to any agreement resulting from this solicitation for a period of five (5) years. The Contractor shall maintain complete and accurate record keeping and documentation as required by the College and the terms of any agreement resulting from this solicitation. Copies of all records and documents shall be made available to the College upon request. All invoices and documentation must be clear and legible for audit purposes. For the duration of any agreement resulting from this solicitation, all documents must be retained by the Contractor within the State of

Florida, at an address to be provided in writing to the Purchasing Director within thirty (30) days of the agreement execution. Any records not available at the time of an audit will be deemed unavailable for audit purposes.

Violations will be noted and forwarded to the College’s Inspector General and/or legal counsel for review. The

Contractor shall cooperate with the College to facilitate the duplication and transfer of any said records or documents during the required retention period. The Contractor shall advise the College of the location of all records pertaining to the Contract resulting from this solicitation and shall notify the College by e-mail (with proof of receipt by the Director of Purchasing) or certified mail within ten (10) days if/when the records are moved to a new location.

1.36 SEVERABILITY

The invalidity or unenforceability of any particular provision of any agreement resulting from this solicitation shall not affect the other provisions hereof, and shall be construed in all respects as if such invalid or unenforceable provision was omitted, so long as the material purposes of the agreement can still be determined and effectuated.

1.37 GOVERNING LAW AND VENUE

Any agreement resulting from this solicitation is executed and entered into in the State of Florida and shall be construed, performed, and enforced in all respects in accordance with the laws, rules and regulations of the

State of Florida. Any action hereon or in connection herewith shall be brought in Alachua County, Florida.

1.38 TERMINATION FOR CONVENIENCE

Unless otherwise stated herein or agreed to, any agreement resulting from this solicitation may be terminated by either party upon no less than ninety (90) calendar days’ notice, without cause, unless a lesser time is mutually agreed upon by both parties. Notice shall be delivered by e-mail (with verified receipt by the recipient) or certified mail (return receipt requested), by other method of delivery whereby an original signature is obtained, or in-person with proof of delivery.

1.39 AVAILABILITY OF FUNDS

The obligations of the College under the award(s) from this solicitation are subject to the availability of funds lawfully appropriated annually for its purposes by the Legislature of the State of Florida.

1.40 FORCE MAJURE

Neither party shall be liable for loss or damage suffered as a result of any delay or failure in performance under the Agreement resulting from this solicitation due directly or indirectly from acts of God, accidents, fire, explosions, earthquakes, floods, water, wind, lightning, civil or military authority, acts of public enemy, war, riots, civil disturbances, insurrections, terrorism, strikes, or labor disputes.

1.41 VERBAL INSTRUCTIONS

No negotiations, decisions, or actions shall be initiated or executed by the bidder/proposer as a result of any discussions with any College employee. Only those communications that are in writing from the College's

Purchasing staff identified in this solicitation shall be considered a duly authorized expression on behalf of the

College. Only communications from the bidder’s/proposer’s representative that are in writing will be recognized by the College as duly authorized expressions on behalf of the bidder/proposer.

Contractor understands and agrees to follow all current College rules that may apply to any service they perform, including, but not limited to, College Rule 2.8 (Policy Prohibiting Discrimination and Harassment), Rule 2.12

(Prohibition Against Fraudulent or Other Dishonest Acts), and Rule 3.38 (Prohibition of Firearms and Weapons on College Premises). These rules, which may be changed from time to time, can be viewed at the College

Rules website. Contractor further understands that Board Rule 2.8 prohibits sexual harassment, including sexual violence, as a violation of Title IX of the Education Amendments of 1972 (20 U.S.C. § 1681). Contractor understands that Contractor personnel must report any suspected sexual harassment or violence to the appropriate authorities including the SF College Police Department and the College’s Equal Access/Equal

Opportunity Coordinator.

Contractor understands that current Florida law provides that any person who knows, or has reasonable cause to suspect, that a child is abused, neglected, or abandoned by a parent, legal custodian, caregiver, or other person responsible for the child's welfare shall immediately report such knowledge or suspicion to the Department of

Children and Families Florida Abuse Hotline at 1-800-962-2873. More information about reporting abuse may be found online at https://www.myflfamilies.com/services/abuse. Additionally, Contractor understands that Florida law requires reporting suspected abuse of a child even when the alleged abuser is not the parent or caregiver of the child.

1.43 CHANGES TO AGREEMENT/CHANGED CONDITIONS

Any changes to the resulting agreement must be in writing and executed by authorized representatives of all parties, or by a College-issued change order and acceptance by Contractor. Should conditions change that were not anticipated, both parties shall work together in good faith to adjust the Agreement to reasonably accommodate the change.

1.44 CONFIDENTIALITY & PROPRIETARY INFORMATION

Confidential or proprietary information provided by one party to the other in discharge of the terms and conditions of this agreement must be clearly marked as being proprietary or confidential. Confidential information shall include only information that is made exempt from disclosure by Florida Statute. Each party agrees to protect the information or property disclosed to the other party and will take reasonable action required to protect the disclosing party from damages arising out of the disclosure of information or property in violation of this provision.

If either party believes any information submitted is protected from disclosure under Florida’s public records law, the disclosing party must provide evidence of a statutory exemption under Florida law that is satisfactory to the

1.42 COLLEGE RULES

http://www.sfcollege.edu/rules/ http://www.sfcollege.edu/rules/ http://www.sfcollege.edu/rules/ http://www.sfcollege.edu/rules/ http://www.sfcollege.edu/rules/ http://www.dcf.state.fl.us/programs/abuse/index.shtml http://www.dcf.state.fl.us/programs/abuse/index.shtml http://www.dcf.state.fl.us/programs/abuse/index.shtml https://www.myflfamilies.com/services/abuse http://www.dcf.state.fl.us/programs/abuse/index.shtml https://www.myflfamilies.com/services/abuse http://www.dcf.state.fl.us/programs/abuse/index.shtml other or obtain a protective order. All items of confidential information must be labeled in writing as such when delivered to the recipient. This solicitation and proposer’s response is not considered confidential.

In accordance with the Family Educational Rights and Privacy Act (FERPA), 20 USC 1232g et seq., 34 CFR Part

99, and Florida Statute sections 1002.225 and 1006.52, should the Contractor be deemed to have a legitimate educational interest in accessing a student’s educational records, the Contractor and Contractor’s employees shall comply with the non-disclosure and other requirements of all applicable laws and regulations. Contractor shall not use or disclose confidential student information received from or on behalf of the College (or its students) except as permitted or required by this Agreement, as required by law, or as otherwise authorized in writing by the College. Contractor agrees not to use confidential student information for any purpose other than the purpose for which the disclosure was made.

1.46 INDEPENDENT CONTRACTORS

The relationship of College and Contractor is that of independent contractors. Personnel of both parties are neither agents nor employees of the other party for federal tax purposes or any other purpose whatsoever, and are not entitled to any employee benefits of the other party.

1.47 E-VERIFY

To the extent that Contractor meets the definition of “contractor” in Fla. Stat. § 448.095(1)(b), Contractor shall comply with Fla. Stat. § 448.095 and this section. Contractor and its subcontractors, if any, will register with and use the E-Verify system to verify the work authorization status of all newly hired employees. Contractor will provide appropriate evidence of enrollment to College upon request. Contractor will require each subcontractor, if any, to provide Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. Contractor will maintain a copy of such affidavits for the duration of its contract with College. If the College, the Contractor, or a subcontractor has a good faith belief that a person or entity with which it is contracting has knowingly violated Fla. Stat. § 448.09(1), it shall terminate the contract with that person or entity. This termination is not a breach of contract and may not be considered as such. Contractor will be liable for any additional cost or expense incurred by College as a result of such termination of a contract. If

College has a good faith belief that a subcontractor knowingly violated this section, but the Contractor otherwise complied with the relevant law, College will promptly notify the Contractor and direct the Contractor to immediately terminate the contract with the subcontractor. This termination is not a breach of contract and may not be considered as such.

1.45 FERPA

2.0 Proposal Format/Evaluation Criteria

Responsible Bidder/Proposer shall provide straight forward, concise information that satisfies the requirements noted herein. The following core areas must be addressed specifically in any response to this proposal:

This RFP is intended as a basis for selection of experienced and qualified Bidder/Proposer(s) to provide products and or services falling within the scope of this RFP. In that regard, Bidder/Proposer shall be required to submit a response that provides all information requested and conforms to the requirements outlined herein.

2.2 Evaluation of Proposals

A committee composed of SF Purchasing staff, Florida College System Risk Management Consortium personnel, and/or Member College personnel will evaluate all proposals submitted to determine the extent to which they comply with requirements herein, and to which Bidder/Proposer(s) best meet the needs of Consortium Member Colleges.

Proposals will be evaluated in two stages. The first stage will be a general evaluation of the completeness of all required SF Forms, other required documentation and overall structure of proposal (Pass/Fail). Proposals deemed to be responsive will receive a Pass grade and then move to the second stage of the evaluation process.

The second stage will be scored using the criteria below, with a maximum score of 100 points. The approach and criteria are those that are applicable to a competitive negotiated procurement whereby proposals are evaluated to determine which proposals are within a Competitive Range. Criteria descriptions are not meant to be exhaustive, and SF may use any obtainable relevant information in the evaluation process.

The evaluation committee will choose the Bidder/Proposer that it finds to be most advantageous to Consortium Member Colleges based upon the evaluation criteria. The results of the evaluations and the selection of a proposal(s) for any award will be documented.

Consortium and Member College reserve the right to award to multiple vendors based on the ability of proposers to serve different areas and potential work volume due to a serious storm or multiple storms. Member Colleges may choose to use any of the awarded vendors that can service their locations

Evaluation Criteria Table /Criteria Description Possible Point Award

A. SF FORMS, other required documentation and overall completeness of Proposal:

Pass/Fail

B. Disaster Experience and Ability 20

C. Operational Plan 20

D. Experience, Personnel, and Client References 20

E. Cost Proposal 40

Total: 100

2.1 Proposal Format

3.0 Scope and Specifications

The Board of Santa Fe College (SF) on behalf of the Florida College System Risk Management Consortium

(Consortium) is accepting sealed bids to provide Disaster Debris Removal and Management Services.

Instructions are to be followed as outlined in this RFP #11-25C.

This RFP is intended to secure the services of a capable and experienced Contractors(s) who can provide

FEMA-compliant disaster debris removal and management services to Consortium Member Colleges for specific projects in their jurisdiction. Contractor shall assist the Member College with making a determination of its individual needs. In the event of an emergency or disaster, the successful firm(s) will be responsible for managing the debris removal efforts of the Consortium Member College. The successful firm will need to ensure that the debris removal and management adheres to protocols that will enhance the Member College’s ability to meet all Federal Emergency Management Agency (FEMA) Public Assistance policies and regulations.

The Bidder/Proposer shall have the capacity to manage a major workforce with multiple sub-contractors and to cover the expenses of a major recovery prior to being paid by the Member College. Established management teams must be in place. The Bidder/Proposer shall have the resources to provide the equipment and personnel necessary to cover a disaster.

The Bidder/Proposer shall have an excellent understanding of FEMA Project Worksheets and the documentation involved for the reimbursement from FEMA, or 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, or Other Federal Agencies, and other State relief programs regulations regarding eligibility. Contracts must meet rules for Federal grants, as provided for in Title 44 Code of Federal Regulations (CFR) Part 13, (§13.36, Procurement) to 2 CFR 200 to be eligible for reimbursement under the Public Assistance Program. This scope of work may include, but is not limited, to: (Actual work will be determined by the Member College).

The term of the agreement for these services shall be for a period of 3 years. Contract start date shall be July 1, 2025. Upon mutual consent, the term may be renewed for a period of 2 years.

A. Introduction

This pre-event contract is subject to the provisions of 2 C.F.R. Part 200 and the Robert T. Stafford

Disaster Relief and Emergency Assistance Act. This statement of work describes and defines the services that are required for the execution of natural and man-made disaster debris removal from the

Federal-Aid Highway segments, State, local, and FEMA-eligible private roadways, and MEMBER

COLLEGE-maintained and FEMA-eligible private waterways within the MEMBER COLLEGE’s jurisdiction. The CONTRACTOR shall provide all services described herein and any other services required to complete the removal of debris during and following emergencies. The MEMBER COLLEGE intends that debris will be managed at the most local level.