RFP 2023-06 Intent and Gen Info.docx

APPENDIX C

Jefferson County Road Department Disaster Debris Management Plan

JEFFERSON COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSALS (RFP) FOR

DEBRIS MONITORING SERVICES

RFP 2023-06

RFP ADVERTISE DATE: May 5, 2023 RFP RELEASE DATE: May 5, 2023 RESPONSES DUE DATE AND TIME: June 5, 2023 @ 3:00 P.M.

MAIL OR DELIVER RESPONSES TO:

(hand-delivery or express mail services) Jefferson County Board of County Commissioners

ATTN: RFP 2023-06

445 W. Walnut St.

Monticello, FL 32344

Contact:

COUNTY MANAGER’S OFFICE

Gus Rojas 445 W. Walnut St.

Monticello, FL 32344 850-342-0223 grojas@jeffersoncountyfl.gov

TABLE OF CONTENTS

INTENT AND GENERAL INFORMATION

SECTION 1.0 SCHEDULE OF EVENTS

SECTION 2.0 CONE OF SILENCE

SECTION 3.0 SCOPE OF SERVICES (SOS) / SCOPE OF WORK (SOW)

SECTION 4.0 PROPOSAL RESPONSE REQUIREMENTS

SECTION 5.0 PROPOSAL OPENING

SECTION 6.0 EVALUTION OF PROPOSALS AND SELECTION PROCESS

SECTION 7.0 INTENT TO AWARD AND CONTRACT EXECUTION

SECTION 8.0 STANDARD TERMS AND CONDITIONS (STAC)

APPENDICES

A. Legal Advertisement B. Draft Contract C. Jefferson County Road Department Disaster Debris Management Plan

INTENT AND GENERAL INFORMATION

Jefferson County, Florida through Requests for Proposals No. 2023-06, is soliciting proposals from qualified debris monitoring firms or individuals with the required expertise and capability to perform the services needed to support removal of debris from public rights of way and property, monitor debris reduction and disposal sites, and provide roving monitors to assure that debris removal is effectively and efficiently implemented and documented in accordance with Federal Emergency Management Agency (FEMA) guidelines (“the Services”). The specific elements are included in the Scope of Services, Section 3.0, of this RFP.

Firms interested in preparing a response for this RFP must complete the requirements set forth in this RFP, its attached documents and documents incorporated by reference (collectively referred to as the “RFP”). Under the proposal process of Jefferson County, the conditions set forth herein are binding on the Proposer as confirmed by the signature of a person with legal authority to bind the Proposer on the cover letter transmitting its Proposal to the County in response to this RFP.

If this RFP is amended, the County Manager’s Office will issue an appropriate addendum to the RFP. If an addendum is issued, all terms and conditions of this RFP that are not specifically modified in the addendum shall remain unchanged. An addendum to this RFP will be issued if any of the dates and/or times change. Specific dates/times will be determined at each phase.

It is understood and the Proposer hereby agrees to be solely responsible for obtaining all materials and determining the best methods that will be utilized to meet the intent of the specifications of this RFP. Failure by the Proposer to acquaint themselves with the available information will not relieve them from responsibility for estimating properly the difficulty or cost of successfully performing the Work. Proposers are expected to examine the specifications and all instructions pertaining to the required commodities/services. Failure to do so will be at Proposer’s own risk.

The County reserves the right to reject any Proposal found to be non-responsive, vague, or non-conforming. The County also reserves the right at any time to withdraw all or part of this RFP in order to protect its best interests. The County is not liable for any costs incurred by the Proposer in preparing its response, nor is a response an offer to contract with any Proposer. Pursuant to Chapter 119, Florida Statutes, all responses are subject to Florida’s public records laws.

While every effort is made to ensure the accuracy and completeness of information in the RFP, it is recognized that the information may not be complete in every detail and that all work may not be expressly mentioned in the RFP. It is the responsibility of the Proposer to include in its Proposal all pertinent information in accordance with the objectives of the RFP.

Proposers interested in the Work are instructed to submit one (1) original hard copy and one (1) electronic copy (USB flash drive) of its complete Proposal in accordance with this RFP, no later than June 5, 2023 @ 3:00 P.M., unless otherwise changed through an addendum to this RFP, to the County manager’s Office at 445 W. Walnut St., Monticello, FL 32344. (Microsoft Word versions of all appendices can be requested from the County manager’s Office). Proposals received after this date and time will not be considered and shall be returned unopened.

· Jefferson County is an Equal Opportunity Employer.

· MBE/WBE businesses are encouraged to participate.

· Jefferson County strictly enforces open and fair competition.

ADA – Special Accommodations: Any person requiring accommodations by the County due to a disability should call the County manager’s Office at 850-997-3083 at least five (5) working days prior to any pre-response Conference, response opening, or meeting. If you are hearing or speech impaired, please contact the County manager’s Office by the Florida Relay Service, which can be reached at 1-800-955-8771 (TTY).

The RFP and any addenda issued are available on the Jefferson County website at http://www.jeffersoncountyfl.gov or by contacting the County at 850-997-3083. All questions pertaining to this RFP should be submitted in writing in accordance with Section 1.1 of the RFP.

SECTION 1.0 SCHEDULE OF EVENTS

Failure to comply with this or any other paragraph of this RFP shall be sufficient reason for rejection of the Proposal.

All times listed in the Schedule of Events are Eastern Standard Time (EST).

1.1 All inquiries and questions concerning this RFP must be in writing (e-mail is acceptable), received in accordance with Section 1.0 Schedule of Events, and must be directed to: Gus Rojas, County Budget Officer, at grojas@jeffersoncountyfl.gov.

Questions and responses will be posted on the County’s Website and, if necessary, an Addendum or Addenda will be issued.

1.2 Respondents will be notified of the County’s desire to enter additional discussions and hear an oral presentation of proposed solutions, if necessary.

SECTION 2.0 CONE OF SILENCE

2.1 A Cone of Silence will be in effect for this RFP beginning with the advertisement date of May 5, 2023 and will terminate upon issuance of Notice of Award. A violation of the “Cone of Silence” renders any award voidable at the sole discretion of the County manager with approval from the Board of County Commissioners and may subject the potential Respondent/Consultant or representative to debarment.

2.2 The prospective Proposer shall not have any communication with any County officers, agents, or employees regarding this RFP or project. No interpretation of the meaning of the plans, specifications or RFP shall be made to a Proposer orally. Any such oral or other interpretations or clarifications shall be without legal effect.

2.3 All requests for interpretations or clarifications shall be in writing, addressed to the contact person as shown in Section 1.0, Schedule of Events. All such requests for interpretations or clarifications must be received in writing in accordance with Section 1.0, Schedule of Events. Any and all such interpretations and supplemental instructions shall be in the form of a written addendum which, if issued, shall be posted on the County’s website on the date indicated in Section 1.0, Schedule of Events. Such written addenda shall be binding on the Proposer and shall become a part of the RFP Document(s).

SECTION 3.0 SCOPE OF SERVICES (SOS) / SCOPE OF WORK (SOW)

3.1 GENERAL SCOPE

3.1.1. Jefferson County requires the support of contract debris monitors following a disaster. The contract debris monitors are necessary to support the debris removal from public rights-of way and public property (or private property where applicable) and monitor the reduction and disposal sites, in addition to roving monitors to assure that the Jefferson County Road Department Debris Management Plan (the Plan), attached hereto as Appendix C, and debris removal contracts are effectively and efficiently implemented.

3.1.2. Within 72 hours of notification, the Consultant shall be able to provide adequate number of qualified personnel (all personnel shall be a minimum of 18 years of age and have a valid driver's license issued in the United States) to monitor 15 debris removal sites and 5 reduction/disposal sites along with associated roving monitors. The Consultant will be required to increase or reduce its staffing from this point depending on severity of debris generating event.

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

3.1.4. The Consultant shall provide a mandatory debris monitor training session for all its supervisors and monitors prior to the start of the first shift.

3.1.5. The Consultant shall provide all transportation and communication equipment necessary to remain in contact with County and Consultant Staff, and all required logistical support.

3.1.6. Immediately following the storm, Consultant will establish points of contact with debris removal contractors, geographically divide Jefferson County by zone identified in the Plan, assign contractors to zones at the direction of the County, and identify temporary disposal staging and reduction (TDSR) sites.

3.1.7. The Consultant will establish a Debris Management Center located at 1484 South Jefferson St., as set forth in the Plan, to include Call Center Hotline for public information. If necessary, the County will assist the Consultant in obtaining a location to establish a Debris Management Center outside of Jefferson County.

3.1.8. All monitoring will be done in compliance with FEMA Guidelines and will abide by all Jefferson County Emergency Management Requirements, including the Plan.

3.1.9. The Consultant shall reference FEMA procedures to ensure the company is familiar with FEMA requirements prior to beginning work. In particular, the Consultant will be guided by the FEMA Public Assistance Debris Monitoring Guide of March 2021 (or a later version should one be published and effective at date and time services are provided.) presently located on-line at https://www.fema.gov/sites/default/files/documents/fema_debris-monitoring-guide_sop_3-01-2021.pdf.

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

3.1.11. The Consultant shall implement a conflict resolution process which shall be incorporated into contracts for debris removal. When the Consultant hires personnel, Consultant shall include specific performance measures included in the termination clause of the laborer’s contract. The documentation for reimbursement should include the following list of documents:

· Personnel, assignment, duties, and responsibilities;

· timesheets

· debris monitoring reports;

· debris totals (CY and tonnage)

· DMS reports

· Exception reports (when debris monitoring reveals problems with debris operations

· Truck/Trailer Certification reports, including photographic evidence;

· Geographic information system (GIS) planning and progress reports;

· Any necessary evaluations of historic and/or environmentally sensitive areas;

· Debris progress reports;

· Safety report.

This list is not all inclusive, the County, may, from time to time require additional documentation.

3.2. LOADING SITE MONITORING SERVICES

3.2.1. The function of the Load Site Monitors is to issue debris load tickets for eligible debris cleared and removed at locations designated by the Debris Management Center.

3.2.2. Consultant shall within 72 hours be prepared to provide qualified on site personnel to monitor debris rem oval operations at up to fifteen (15) debris loading sites located throughout Jefferson County. Additional sites may be added as debris removal efforts increase. Each loading site will operate up to 14 hours per day, 7 days per week. Exact number and location of loading sites will be determined by County Debris Manager in coordination with the debris removal contractor.

a. Urban Area Monitoring Sites - Consultant will provide minimum of one (l) Load Site Monitor per crew or loader depending on the type of mechanical equipment utilized. Load tickets will be issued in accordance with established procedures and as a minimum must contain a street address and GPS coordinates. The volume of debris hauled will be estimated at the reduction/disposal site by the Disposal Site Monitor.

b. Citizen Drop-off Sites - Consultant will have Load Site Monitors stations at each citizen drop-off site being operated by the debris removal and disposal Consultant. Citizen drop-off loading sites must be identified by the removal Contractor and coordinated with the County Debris Management Operations Center the day before. A minimum of one Load Site Monitor will be stationed at the actual loading site and will issue a load ticket to each driver in accordance with established procedures that validates where the material originated and that it is eligible for pickup. The load ticket must contain a street address and GPS coordinates. The volume of debris hauled will be estimated at the disposal site by the Disposal Site Monitor.

3.2.3. Consultant shall provide all management, supervision, labor, transportation, safety and other equipment necessary to initiate debris load tickets to document the removal of eligible debris from public access roads, rights-of-way, and public property within Jefferson County.

3.2.4. Consultant shall provide a minimum of one Loading Site Monitors per site per day for a 12- 14 hours shift.

3.3. DEBRIS REDUCTION/DISPOSAL SITE MONITORING SERVICES

3.3.1. The function of the Reduction/Disposal Site Monitors is to complete the load ticket and estimate volumes that have been transported to the reduction/disposal site for processing, storage and disposal. A shift may be up to 14 hours.

3.3.2. Monitors must be capable of spending shifts in an outside environment and be able to climb a staircase ladder of 10 feet high.

3.4. ROVING DEBRIS MONITOR SERVICES

3.4.1. The function of the Roving Debris Monitors is to verify that only eligible debris is being removed from designated public rights-of-way and public property within assigned debris pickup zones in Jefferson County.

3.4.2. Consultant shall provide at least one monitor for the north half of the County and one monitor for the southern half of the County to monitor and verify eligible debris removal from designated public access roads within the debris pickup zone. The roving monitor(s) must be prepared to operate approximately 10 - 12 hours per day, 7 days per week. Additional roving monitors may be required as needed with approval of the County.

3.4.3. Consultant shall provide all management, supervision, labor, transportation and equipment necessary to monitor the operations of the debris removal and disposal Consultant, and shall report all safety violations to the County Project Manager.

3.4.4. Roving Debris Monitors must be capable of spending shifts in an outside environment and be able to climb a staircase ladder of 10 feet or higher.

3.5. OPERATIONAL REQUIREMENTS

3.5.1. General Operating Procedures - The County has hired Contractor(s) to remove and transport disaster debris from the public rights-of-way and public property within Jefferson County to designated debris reduction/disposal sites. Each load of eligible debris shall be tracked using a multi-page load ticket. The Consultant shall provide the load tickets to be used. The following guidance provides the basic procedure for completing the load tickets. Revised procedures, if necessary, may be established by the Consultant, in coordination with the County, and shall be followed by the Consultant in lieu of the following procedure.

3.5.2. Load Ticket Section l - The Debris Load Site Monitor will be responsible for completing the appropriate information on the load ticket. The Load Site Monitor will retain one copy of the load ticket and give the remaining copies to the truck driver. The Debris Load Site Monitor will maintain a log that contains the information required in the Reporting Section.

3.5.3. Load Ticket Section 2 - The Reduction/Disposal Site Monitor is responsible for completing the remaining sections of the load ticket. The Reduction/Disposal Site Monitor will verify that all required information is completed by the Loading Site Monitor. After verifying that Section l is complete, the monitor in the inspection tower will make an estimate of the volume of debris contained in the truck or trailer in cubic yards. Each truck or trailer will have the measured size in cubic yards recorded on the side of the truck or trailer. That number should be validated with the volume stated in Section l.

The Reduction/Disposal Site Monitor will indicate the name of the debris reduction site and estimate the volume of material contained within the bid of the truck or trailer. The estimated volume will be recorded on the load ticket in the Estimated Debris Volume block and the Debris Reduction/Disposal Site Monitor will sign in the designated block. The Reduction/Disposal Site Monitor will retain one copy of the load ticket and give the remaining copies to the Debris Removal Contractor's representative at the reduction/disposal site. The Reduction/Disposal Site Monitor's copy will be turned into their supervisor at the end of each day. These are controlled forms and cannot be lost since they will be used to verify the amount of money paid to the debris reduction/disposal site Contractor and to the debris hauling Contractor. The reduction/Disposal Site Monitor will maintain an appropriate log.

3.5.4. Operational Requirements of Roving Monitor(s)

a. The Roving Monitor(s) will provide oversight of all debris removal and disposal operations provided by the debris removal and disposal contractor.

b. The Roving Monitor(s) will be the "eyes and ears" in the field for the Consultant. Therefore, their observations and reports must be backed up with digital photographs whenever possible.

c. The Roving Monitor(s) are expected to make multiple visits to all loading sites and disposal sites on a random daily basis.

3.6 REPORTING

3.6.1. The Loading Site Monitor will turn in their copy of the load ticket to their supervisor at the end of each shift. The Contract or shall also be responsible for entering all data into a daily and master spread sheet, preferably in Microsoft Office Access, as well as maintaining original load tickets and logs. Daily summaries will be submitted to the County within one day. Additionally, all finalized data and tickets will be provided to the County upon completion of the project.

3.6.2. The Loading Site Monitors will also maintain a daily log including the following information:

a. Loading Site Monitor's Name

b. Supervisor's Name

c. Number of Load Tickets issued during the shift

d. Starting load ticket # Ending load ticket #

e. Any problems encountered or anticipated

f. Debris site delivered to

3.6.3. The Reduction/Disposal Site Monitor will turn in their copy of the load ticket to their supervisor at the end of each shift. The Consultant's supervisor will ensure that the load tickets and log are submitted to the County no later than 10:00 a.m. the following day.

3.6.4. The Reduction/Disposal Site Monitors will maintain a log that contains the following information:

a. Debris reduction/disposal site location

b. Reduction/Disposal Site Monitor's Name

c. Supervisor's Name

d. Truck/trailer number and volume of debris hauled into the site

e. Cumulative total of debris delivered at the site during the shift.

f. Any problems encountered or anticipated

3.6.5. The Roving Monitor(s) will be responsible for completing the Debris Removal/Loading Site Monitoring Checklist provided by the County Debris Management Center. Report will be submitted to immediate supervisor on a daily basis.

3.6.6. The Roving Monitor(s) will report any serious or safety related discrepancies observed to their supervisor. The Supervisor will keep County Debris Manager informed of situations that impact the execution of the debris removal contract.

3.6.7. The supervisor will collect all written reports and provide a copy to the County Debris Manager by 5:00 p.m. the following day.

3.6.8. The Consultant will provide Monitors with a means of communications (cell phones, radio, etc.) to contact their supervisor or the Debris Management Center in the event of any problems that occur. Monitors should not argue with truck drivers or other personnel. They are advised to wait until a supervisor arrives on site to resolve the problem.

3.7 TRUCK CERTIFICATION

3.7.1. Consultant measures, records, and photo documents debris hauling trucks. Truck capacity is data-based. Capacity database drives office data preparation for FEMA project worksheet generation.

3.7.2. Trucks are assigned a unique number. If truck is re-measured it must receive a new number. Truck number and capacity are clearly labeled on all trucks retained by Jefferson County to remove debris.

3.7.3. Hard and electronic copies of truck certification are filed on behalf of Jefferson County for FEMA and other federal audits.

3.8. BEACH RESTORATION

3.8.1. Consultant will assist in the development of a beach restoration program. This includes cost and quality analysis of various sand sources and recovery methods.

3.8.2. Consultant will monitor the recovery and screening of debris laden sand, and placement of clean-sand back onto the beach. If more cost effective, Consultant will monitor the transportation of sand from a remote source to restore the beach. Ticketing and documentation will be tailored to Jefferson County's beach re-nourishment contract. Ticketing will be conducted and data-based using the same QA/QC procedures utilized with debris removal monitoring.

3.8.3. Documentation of the work will be data-based and filed as support documentation for FEMA reimbursement and contractor invoice reconciliation.

3.9. HAZARDOUS TREE REMOVAL

Consultant monitors are trained to identify dangerous hanging limbs, leaning trees and uprooted stumps that present an imminent threat to public health and safety and report the location of same to the County Monitor. The County Monitor will determine and advise if further documentation is required (pictures, measurements, location, etc.)

3.10. DEMOLITION PROGRAMS

3.10.1. If necessary, Consultant will work with Jefferson County to implement a demolition program for structures destroyed by an event.

3.10.2. Consultant will ensure that all County ordinances are followed and that all necessary documentation is collected and recorded.

3.10.3. Contract or will serve as the liaison between demolition contractors, FEMA, building inspectors, and the Florida Department of Environmental Protection. Demolition and debris removal will be monitored according to Jefferson County's contract. The selected company shall coordinate with the County to set up a system of forms to be used in the event of activation of this contract.

3.10.4. Documentation of demolition program will be data-based and filed as support documentation for FEMA reimbursement and contractor invoice reconciliation. The Consultant will provide assistance to the County as needed in completing any and all forms necessary for reimbursement from State or Federal agencies.

3.10.5. Consultant will work with Jefferson County and FEMA to identify scopes of work to remove vegetative hazards.

3.10.6. Vegetative hazard removal will be monitored according to Jefferson County's contract.

3.10.7. Documentation of vegetative hazard removal will be data-based and filed as support documentation for FEMA reimbursement and contractor invoice reconciliation.

3.11. RIGHT OF ENTRY WORK

3.11.1. Sand recovery, vegetative hazard removal and demolition programs often times require for a County to instruct its contractors to perform work on private property. If this is necessary in Jefferson County, Consultant will:

a. Manage the administration, mailing and collection of Right of Entry documentation.

b. Survey, in conjunction with FEMA, properties for hazards that are eligible for FEMA reimbursement.

c. Monitor and document the work for reimbursement and reconciliation purposes.

d. Serve as Jefferson County's public relations representative on site as working is being performed.

3.12. PUBLIC INFORMATION

3.12.1. Consultant will provide the necessary labor and equipment to operate a call center to communicate a consistent message regarding the debris removal progress and programs to Jefferson County residents.

3.12.2. Consultant will assist Jefferson County public information staff in preparing public service announcements and other media as necessary.

3.13. REIMBURSEMENT APPEALS

Consultant will assist the County in preparing appeals for any funds that are deemed non-reimbursable by FEMA.

3.14. SAFETY

3.14.1. The Consultant's Loading Site Monitors and Reduction/Disposal Site Monitors must wear required safety equipment whenever on the site. The following are mandatory: hard hat, reflective vest, work boots, long pants, appropriate cold and rainy weather clothing, eye and hearing protection.

3.14.2. The Consultant will maintain a telephonic contact list at each loading site and reduction/disposal site of the Consultant's supervisor, County Debris Manger, County Debris Management Center and nearest fire, police and emergency medical facilities.

3.14.3. The Consultant will ensure that Consultant personnel adhere to the debris reduction site Consultant's safety requirements.

3.15. OTHER CONSIDERATIONS

3.15.1. The Consultant shall supervise and direct the work, using qualified labor and proper equipment for all tasks. Safety of the Consultant's personnel and equipment is the responsibility of the Consultant. Additionally, the Consultant shall pay for all materials, personnel, taxes and fees necessary to perform under the terms of this contract.

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

3.15.3. The Consultant shall be responsible for correcting any notices of violations issued as a result of the Consultant's or any subcontractors' actions or operations during the performance of this contract. Corrections for any such violations shall be at no additional cost.

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

3.15.5. Meetings - The Contract must attend any and all meetings required by County Debris Manager to evaluate the performance of all monitors.

3.15.6. Quality Assurance - The Consultant must provide sufficient personnel and management to assure the policies and procedures of work meets the requirements and intent of this contract. The work will be closely monitored.

3.15.7. Travel - All travel expenses must be incorporated into the hourly rates charged for services. No additional travel or per diem will be paid.

3.15.8. Mobilization- The Consultant must indicate the time it will take upon receiving a Notice to Proceed; to fully staff the project .

SECTION 4.0 PROPOSAL RESPONSE REQUIREMENTS

4.1.2 Proposals not meeting all material requirements of this request or which fail to provide all required information, documents, or materials such as request forms, bonds, etc., will be rejected as non-responsive. Material requirements of the Proposal are those set forth as mandatory, or without which an adequate analysis and comparison of replies is impossible, or those which affect the competitiveness of replies or the cost to the County. A Proposer whose Proposal, past performance, or current status that does not reflect the capability, integrity or reliability to perform fully and in good faith the requirements of the Contract may be rejected as non-responsible.

4.1.3 The County reserves the right to determine which Proposals meet the material requirements of the RFP and which Proposals are responsible and/or responsive. Further, the Board of County Commissioners may reject any and all Proposals and seek new Proposals when it is in the best interest of the County to do so.

4.1.4 A Proposal by a corporation shall be executed in the corporate name by the president or a vice-president or other corporate officer accompanied by evidence of authority to sign. The corporate seal shall be affixed and attested by the secretary or an assistant secretary. The corporate address and state of incorporation shall be provided on the Proposal Form, for a Proposal by a/an:

a. Partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign. The official address of the partnership shall be provided on the Proposal Form.

b. Limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm shall be shown.

c. Individual shall show the Proposer’s name and business address.

d. Proposal by a joint venture shall be executed by each joint venture member in the manner indicated on the Proposal form. The official address of the joint venture must be provided on the Proposal Form.

4.1.5 All names shall be printed in ink below the signatures.

4.1.6 The Proposal shall contain an acknowledgment of receipt of all Addenda, the numbers and dates of which shall be filled in on the Proposal form.

4.1.7 The postal and email addresses and telephone number for communication regarding the Proposal shall be shown.

4.1.8 A Proposer seeking to do business with the County shall, at the time of submitting a Proposal, be appropriately registered with the Department of State in accordance with the provisions of Chapters 605, 607, 617, or 620 Florida Statutes, as applicable. For further information on required filing and forms, please go to the following sites: http://sunbiz.org/index.html or http://www.dos.state.fl.us/doc/index.html.

The Proposal shall contain evidence of Proposer’s authority and qualification to do business in the state or locality where the Project is located or Proposer shall covenant in writing to obtain such qualification prior to award of the Contract and attach such covenant to the Proposal. Proposer’s state contractor license number, if any, shall also be shown on the Proposal Form.

4.2 Response to the RFP shall be submitted in the format described below:

Proposals must be divided as described below and must include the information/documents specified in the applicable tab. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive by the County.

The County reserves the right to seek additional/supplemental representation on specific issues as needed. Proposals should be typed. No changes in or corrections to Proposals will be allowed after the Proposals are opened. The signer of the Proposal must declare that the Proposal in all respects fair and in good faith without collusion or fraud and that the signer of the Proposal has the authority to bind the principal Proposer.

The County will not be liable for any costs incurred by Proposer prior to entering a contract. Therefore, all Proposers are encouraged to provide a simple, straightforward, and concise description of their ability to meet the RFP requirements.

PROPOSAL CONSTRUCTION

Proposer will construct its Proposal in the following format as outlined below, and a divider must separate each tab as prescribed.

TAB 1 – PROPOSAL TRANSMITTAL FORM ON THE FIRMS LETTERHEAD (FORM NO. 1)

All signatures must be by an individual with authority to legally bind the Proposer, witnessed, and corporate and/or notary seal (as applicable.) If the individual signing the Proposal Transmittal Form does not have apparent authority to legally bind the Proposer, attach documentation demonstrating such authority. The corporate or mailing address must match the company information as it is listed on the Florida Department of State Division of Corporations. Attach a copy of the webpage(s) from http://www.sunbiz.org as certification of this required information. Verify that all addenda and tax identification number have been provided.

TAB 2 – EXECUTIVE SUMMARY AND QUALIFICATION APPLCATION (FORM NO. 2)

This summary should be no more than three (3), front and back, pages. Include Form 2, Qualification Application and Questionnaire. The proposing firm must provide information indicative of experience on other projects of similar complexity that demonstrate successful and reliable experience in past performance within the last seven (7) years as related to this Proposal. The proposing firm must demonstrate that they have successfully performed services on at least 10 FEMA reimbursable disaster debris removal projects related to at least three (3) different declared disasters, over the past seven (7) years, including at least two (2) projects involving removal of at least 500,000 cubic yards of debris each. Identify local governmental clients for whom similar services have been provided including name of client, client contact person, description of services performed and quantity of debris monitored. Provide resumes of key staff. Respondent must demonstrate special disaster recovery program management services including monitoring of private property/right-of-entry (ROE) work, waterway/marine debris clean-up, sand recovery/beach remediation, hazardous tree/limb removal, hazardous material removal, vessel and vehicle recovery, asbestos removal, data management, contracting/invoice reconciliation, and FEMA appeals assistance

TAB 3 – LETTERS OF REFERENCE (FORM 3)

Include three reference letters from similarly situated communities or local governments dated 2015 or later. Letters must be on the entities letterhead and signed by an authorized official and include a brief description of the project and results, date of the project and name of contact person, e-mail, and phone number.

TAB 4 – KEY STAFF

Include a summary of leadership and key staff, their role and experience that will be assigned to work with the County. Include behind the summary a resume of each staff listed in the summary with relevant information to the services be requested (limit one page, front and back, per person). Provide an organizational chart, resumes, and summary of staff qualifications. Demonstrate current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal. Respondent shall document knowledge and experience of personnel with Federal, State and local emergency management agencies, programs, funding sources and reimbursement processes. Provide the name and location of the proposed:

a. Closest office

b. Principal in charge

c. Local On Site Project Manager·

d. Data Collection Manager

TAB 5 – APPROACH

Provide a description of the Proposer's approach to the project including implementation of the RFP Scope of Services, startup procedures, debris estimating methodology, and management of debris recovery contractors.

TAB 6 – CAPACITY

Capacity to perform services timely for the County is critical and could be impacted by other obligations firms may have in the general area. Provide a listing of all active or pre-event debris contracts with cities, counties, or other entities. Provide current obligations of Respondent, including time schedules and staff committed.

TAB 7 – COST FEE SCHEDULE

Each Proposer must complete and submit the Cost Proposal Form/Fee Schedule below. Cost will be evaluated using the hourly rates submitted below for the labor positions listed. The hourly labor rates shall include all applicable overhead and profit. Overtime hours will be paid at the same rate as regular time hours. All normal expenses shall be absorbed in hourly rates, including lodging, meals, transportation, and per Diem. Special costs such as boat rental and marine expenses may be billed to the Owner at cost without mark-up receiving approval from Owner. Proposer may also include additional, optional positions and services.

TAB 8 – REQUIRED FORMS DOCUMENTS AND CERTIFICATIONS

The following forms must be fully filled out and signed by a person with authority to bind the Proposer:

Form No. 7 Drug Free Workplace Certification

Please note any concerns with the proposed contract on Form No. 15. Any comments that are included on this form regarding the contract documents will be forwarded to the legal department for review. The County’s acceptance of comments does not guarantee any revision to the contract documents. Comments not included on this form WILL NOT be considered. Please indicate NONE or Not Applicable (N/A) if there are no comments on the proposed contract documents.

SECTION 5.0 PROPOSAL OPENING

5.1 All Proposals will be opened on the date and time indicated in Section 1.0, Schedule of Events (i.e., date Proposals are due) or as modified by Addendum.

SECTION 6.0 EVALUTION OF PROPOSALS AND SELECTION PROCESS

6.1 Proposals submitted to this RFP that satisfy the required qualifications and are deemed to be submitted by responsive and responsible Proposers shall be ranked by a Selection Committee, which shall consist of the County Manager, the Director of the Solid Waste and Recycling Department, the Director of the Jefferson County Division of Emergency Management, and the County Budget Director.

6.2 The County reserves the right to reject any or all Proposals, including without limitation, nonconforming, nonresponsive, unbalanced or conditional Proposals. The County further reserves the right to reject the Proposal of any Proposer whom it finds, after reasonable inquiry and evaluation, to be non-responsible. The County also reserves the right to waive all informalities not involving price, time or changes in the Services and to negotiate contract terms with the Successful Proposer.

6.3 More than one Proposal for the same Services from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any Proposer has an interest in more than one Proposal for the Services may be cause for disqualification of the Proposer and the rejection of all Proposals in which that Proposer has an interest.

6.4 The County may conduct such investigation as it deems necessary to establish the responsibility, qualifications, and financial ability of Proposers, proposed subcontractors, suppliers, individuals or entities to perform the Services in accordance with the Contract document.

6.5 In ranking Proposals the Selection Committee shall evaluate the Proposals on the basis of the information provided by the Proposer, and rank each Proposal for compliance with the qualifications of each Proposer and compliance with the mandatory requirements of the RFP. The County reserves the right to award to more than one Proposer.

6.6 Evaluation of proposals and selection of a monitoring and management firm shall be at the sole discretion of County. The selection committee will evaluate the Proposals that are responsive to the requirements of this RFP using the following weighted criteria:

6.7 Proposers may be selected for interviews or oral presentations (shortlisted). The County makes no commitment to any Proposer to this RFP beyond consideration of the written response to this RFP. All Proposers will be notified of the shortlisted and non-shortlisted Proposers as well as the date, time, and location of interviews and/or oral presentations, if necessary. The County's request for an oral presentation shall in no way constitute acceptance of a proposal or imply that an agreement is pending. The County reserves the right to award the opportunity to provide the services specified herein based on initial proposal submissions without oral presentations.

6.8 The Proposals deemed best by the selection committee shall be presented by the County manager in the form of an Agenda Request to the Jefferson County Board of Commissioners, who shall either accept or deny the recommendation of the selection committee as presented by the County manager.

7.2 The construction, interpretation, and performance of this RFP, and all transactions under it shall be governed by the laws of the State of Florida and Jefferson County. The Contract shall include all terms and conditions of this RFP, any addenda, response, and the County’s contract issued as a result of this RFP.

7.3 The County reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof. The County reserves the right to reject any and all Proposals or to waive any minor irregularity or technicality in the Proposals received. Award will be made to the lowest responsible and responsive Proposer(s) within the category chosen for basis of award. The County reserves the right to award to one or multiple Proposers at its discretion.

7.4 The Successful Proposer will be required to assume responsibility for all services offered in the Proposal. The County will consider the Successful Proposer to be the sole point of contact with regard to contractual matters, including payment on any or all charges.

7.5 After successful posting of the award for 72 hours, negotiation of a final Contract, and approval of award by the Board of County Commissioners, the Successful Proposer will be required to enter into the Contract with the County.

SECTION 8.0 STANDARD TERMS AND CONDITIONS (STAC)

0. Definitions

0. Florida Public Records Law and Confidentiality

0. Construction and Venue

0. Contract

0. Term of the Contract and Termination

0. Insurance Requirements and Bond Requirements

0. Non-Appropriation of Funds

0. Authority to Piggyback

8.1 Definitions

General terms used throughout this RFP are provided below. Additional definitions may be provided as applicable to a specific section or subject matter.

Work or SOW means the scope of work and/or services.

8.2 Florida Public Records Law and Confidentiality