RFP-2024-08.23-269-DRD-Disaster-Debris-Removal-and-Disposal_km.pdf

CITY OF BAY CITY

DISASTER DEBRIS REMOVAL AND DISPOSAL

RFP 2024-08.23-269-DRD

NOTICE IS HEREBY GIVEN that sealed cost proposals will be received by the City of Bay City (City) until 2:30 PM, Friday, August 23, 2024, to provide Disaster Debris Removal and Disposal Services.

The City of Bay City seeks cost proposals from experienced and qualified Contractors to perform debris removal and disposal services in the event of a major disaster event. The selected Contractor must provide required services in accordance with applicable regulations, including but not limited to: the Federal Emergency Management Agency (FEMA), Federal Highway Administration (FWHA), Texas Department of Transportation (TxDOT), Texas Department of Health & Human Services (TxDHHS) and the Texas Commission on Environmental Quality (TCEQ). The awarded contract will be for a term not to exceed 36 months.

Sealed cost proposals will be received by the City Secretary at City Hall, 1901 5th Street, Bay City, TX 77414, until the above noted date and time, when they will be publicly opened and read aloud. All proposals must be clearly marked on the outside with the following: City of Bay City Disaster Debris Removal and Disposal – RFP 2024-08.23-269-DRD - DUE Friday, August 23, 2024, at 2:30 pm.

The complete submission requirements, evaluation criteria and other information concerning this RFP are available for download at: www.cityofbaycity.org or by contacting Director of Public Works, Herb Blomquist at 979-323-1659, hblomquist@cityofbaycity.org.

The City of Bay City reserves the right to refuse any and all proposals and to waive any technicalities or formalities.

Section 3 Residents and Business Concerns, Minority Business Enterprises, Small Business Enterprises and Women Business Enterprises, and labor surplus area firms are encouraged to submit proposals and firms using subcontractors/subconsultants must solicit such firms in their procurement process. The City is an Affirmative Action/Equal Opportunity Employer.

mailto:hblomquist@cityofbaycity.org

The City of Bay City, Texas RFP 2024-08.23-269-DRD

Request for Cost Proposal Disaster Debris Removal and Disposal The City of Bay City is seeking to establish a pre-event contract with an experienced and qualified contractor to provide disaster Debris Removal and Disposal services in the event of a major disaster event. The contract will be for a term not to exceed 36 months, will be dependent upon the number of disasters (if any), and doesn’t invoke an annual minimum.

The estimated quantities shown in the bid form and used to compare the bids are based upon a hypothetical disaster which could strike the City of Bay City. These quantities do not reflect actual quantities of debris that will be moved as a part of the Contract. The City makes no representation or guaranty as the actual amount of each type of debris to moved, the total amount of debris to be moved, or that all classifications of debris removal/disposal will be authorized during any one disaster. For example, during Hurricane Harvey, the City performed, with their own forces, all of the emergency road clearing, and removal of hazardous trees and stumps.

FEMA SUPERCIRCULAR 2CFR Chapter II, Part 200 et al The Contract agrees to work with the Owner and the Monitor to assure compliance from all parties with FEMA Supercircular 2CFR Chapter II, Part 200 et al, as well as all other FEMA requirements to assure eligibility of reimbursement from FEMA to the Owner, as is permitted by law.

Services required may include, but may not be limited to, all scope of services needed to be performed, and must be performed in a manner that meets the requirements of the City’s and any federal, state, or local funding agency such as FEMA, FHWA, EPA, TCEQ, HUD/CDBG-DR or others when required. Specifically, the Contractor shall be responsible for being knowledgeable and performing an and all services under this contract in accordance with the following governing regulations along with any and all other relevant Feceral, State, and local laws, regulations, codes, and ordinances:

• Latest publication of the FEMA Public Assistance Debris Monitoring Guide.

• 2CFR Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200

• Code of Federal Regulations, 44 CFR part 13 – Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments https://www.ecfr.gov/current/title-44/chapter-I/subchapter-D/part-206?toc=1

• Code of Federal Regulation, Title 44 CFR Chapter 1, Subchapter D, Part 206- Federal Disaster Assistance eCFR :: 44 CFR Part 206 -- Federal Disaster Assistance

Additional provisions have been required by Federal awarding agencies that must be included in all https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200 https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200 https://www.govinfo.gov/app/details/CFR-2014-title2-vol1/CFR-2014-title2-vol1-part200 https://www.ecfr.gov/current/title-44/chapter-I/subchapter-D/part-206?toc=1 https://www.ecfr.gov/current/title-44/chapter-I/subchapter-D/part-206 contracts involving Federal funds covering the following, as applicable:

• Suspension and debarment (§200.213)

• Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms (§200.321)

• Procurement of recovered materials (§200.322)

• Equal Opportunity Clause (§60-1.4)

• Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708)

• Clean Air Act (42 U.S.C. 7401-7671q.) and Federal Water Pollution Control Act (33 U.S.C.

1251-1387)

• Byrd Anti-Lobbying Amendment (31 U.S.C. 1352)

• Compliance with Copeland “Anti-Kickback” Act

All work shall fully comply with the requirements of the Public Assistance grant program guidelines, Federal Emergency Management Agency (FEMA) Publication 321 – Public Assistance Policy Digest, FEMA Publication 322 – Public Assistance Guide, FEMA Publication 323 – Public Assistance Applicant Handbook, FEMA Publication 325 – Debris Management Guide, all applicable state, and Federal Disaster Specific Guidance (DSG) documents, and FEMA latest fact sheets and policies.

GENERAL CONDITIONS

1. Debris Disposal:

A. The Contractor shall dispose of all Debris, reduced Debris, ash residue and other products of the Debris management process in accordance with all applicable federal, state and local laws, standards and regulations. Final disposal locations will be at a state environmental agency approved facilities with prior notification to the Owner and their consent on the proposed disposal site. Information regarding the location of final disposal shall be provided to the Owner and the Monitor. The Contractor and the Monitor representative assigned to the disposal process shall maintain disposal records and documentation. It is the Contractor’s responsibility to secure and furnish the temporary disposal and reduction site (DMS). The contractor shall comply with all local, state, and federal laws and regulations while operating and managing the site. Contractor is responsible for ensuring certification of proper closure of the DMS site per state environmental agency criteria.

Acceptance of proper closure by state environmental agency must be documented by the Contractor prior to final payment under the Contract.

B. If Contractor hauls debris to a temporary DMS that was not permitted prior to the disaster, the Contractor is responsible for ensuring certification of proper closure of the DMS site per state environmental agency criteria. Acceptance of proper closure by state environmental agency must be documented by the Contractor prior to final payment under the Contract.

C. Contractor acknowledges, represents and warrants to the Owner that it is familiar with all laws relating to disposal of the materials as stated herein and is familiar with and will comply with all guidelines, requirements, laws, regulations, and requests of FEMA, the state emergency management agency or any other federal, state or local agencies or authorities.

D. Contractor acknowledges and understands that any disposal, removal, transportation or pick-up of any materials not covered in this scope of work shall be at the sole risk of the Contractor. Contractor understands that it will be solely responsible for any liability, fees, fines, claims, etc., which may arise from its handling of materials not covered by this scope of work.

E. Contractor is responsible for determining and complying with applicable requirements for securing loads while in transit and that all trucks have a solid tailgate made of metal. Contractor shall assure that all loads are properly secured and transported without threat of harm to the general public, private property and public infrastructure.

2. Contractor’s Equipment:

A. All equipment and vehicles utilized by the Contractor shall meet all the requirements of federal, state and local regulations including, without limitation, all U. S. Department of Transportation (USDOT), state department of transportation and safety regulations, and are subject to the approval of the Owner. All debris hauling units will be inspected, measured and certified by the Monitor. All loads must be secured and tailgates must be used on all loads. Sideboards must be sturdy and may not extend more than two feet above the metal sides of the truck or trailer. Trucks shall carry a supply of absorbent to be used to pick up any oil spilled from loading or hauling vehicles.

B. The Contractor shall supply vinyl type placards identifying the Owner, the names of the Contractor and subcontractor, and large spaces for the Monitor to write in the assigned Truck Number and measured Cubic Yardage of the truck or trailer. The Contractor shall maintain a supply of placards during the project in the event replacements are needed. Placards must be in plain view from the tower as trucks or trailers enter the disposal facility.

C. The Contractor shall furnish a complete and updated list identifying trucks and trailers that will be used in the transport of Debris to and from the Temporary Debris Management Site (DMS) sites to the permanent disposal sites. The listing shall include the following information;

a. Truck and/or trailer license number.

b. Year, make and color of each truck and/or trailer.

c. Cubic yardage capacity of each trailer as measured and recorded by the Monitor

D. Each truck and trailer passing through disposal check points shall be identified by a contractor's logo and an identifying number that ties the vehicle to the above information. Any vehicle not matching the above information or not containing other identification as may be required by the Owner shall not be paid for Debris being transported.

E. Contractor shall be responsible for providing protective gear and equipment to its agents and employees and for ensuring its proper utilization in the event of an encounter with asbestos in the debris being removed and the demolition of structures containing (and suspected to contain) asbestos material under the Contract.

3. Property Damage:

A. The Contractor shall be responsible for all damages to public and private property. The Contractor shall have at least one responsible individual per every 25 work crews, who is dedicated to resolving reports of property damage. Contractor shall maintain a log of property damage reports and their resolution, including dates for each damage report, contact, and resolution. If public or private property damaged by the Contractor is not repaired or resolved on a timely basis to the satisfaction of the Owner, the Owner has the option of having the damage repaired at the Contractor’s expense to be reimbursed to the Owner or withheld from the Contractor’s future payments.

B. The Contractor shall take care to monitor and make every effort to prevent or mitigate spills of petroleum products and hydraulic fluids. Any such spills shall be remediated immediately by the Contractor.

C. No tracked equipment shall be allowed on public streets without the written permission of the Owner.

4. Monitoring: The Contractor shall allow monitoring and inspections as necessary to determine contract performance. This may include, but is not limited to, on-site inspections, monitoring of operations, and inspections of operating records during Contractor's operating hours. Contractor will notify Monitor each day of the number of work crews and disposal sites that will need assigned monitors, 24 hours before crews arrive, to facilitate the proper staffing for certification of truck volumes and issuance of load tickets. Owner may increase or decrease the number of Monitors provided to the Contractor to meet the debris removal needs.

5. Inspection Towers: As directed by the Owner, the Contractor shall provide an inspection tower at each disposal site or (DMS). The contractor shall provide an inspection tower at each Debris Management Site (DMS) and disposal site, as described below or approved equivalent. The tower shall be of sound construction. The floor elevation of the tower shall be 10 foot above the existing ground elevation. The floor area shall be a minimum of 8' by 8' and the perimeter of the floor area shall be protected by a 4-foot high walls. The floor area shall be covered with a roof with a minimum of 6'-6" of headroom below the support beams. The tower must be provided with a temporary enclosure, if the site will be operated in cold or inclement weather. Steps shall provide access with a handrail. The inspection tower shall be protected from impact by trucks or other vehicles. The inspection tower shall comply with standard OSHA requirements and local codes. The tower is for the purpose of the Owner/Monitor viewing and grading loads. FEMA and the state emergency management agency may occupy the tower at their discretion for QA/QC purposes. Others may use the inspector tower to view loads under special circumstances. If the inspection tower does not allow for full view of the entire waste hauling vehicle, load ratings will be based on the portion of the vehicle visible from the tower.

6. Hours of Work: Contractor recognizes that the time period for reimbursement by FEMA for debris removal is limited. The Contractor shall operate during daylight hours coordinating with landfills, unless otherwise authorized by the Owner’s designated representative. Removal of debris shall be restricted to between the hours from dawn to dusk, unless approved in writing in advance by the Owner.

Contractor shall devote such time, attention and resources to the performance of Contractor’s services and obligations hereunder as shall be necessary to complete this project. Contractor shall notify Monitor by close of business each Thursday whether weekend work is anticipated. If a truck is loaded too late in the day to travel to the disposal site, a “pre-load” ticket may be written for a full load only.

7. Time is of the Essence – Contractor understands that the deadline for reimbursement by FEMA is limited, and that time is of the essence in the performance of the Contract. Contractor agrees to work diligently to complete each Task Order at the earliest possible date. However, in no event shall the time period for Completion of a Task Order exceed 180 days from Notice to Proceed, unless Owner initiates additions or deletions to the Contract by written change orders, and/or in its sole discretion extends this period due to the progress of the debris removal, or the Contract is terminated as provided herein.

Contractor agrees to provide necessary performance and payment bonds as quickly as is feasible following issuance of a Task Order. Contractor shall commence performance of services within seventy-two (72) hours of any Notice to Proceed.

8. Subcontractors: Any subcontracts issued under this contract must comply with the necessary affirmative action steps to assure that minority businesses, women business enterprises, and labor surplus area firms are used when possible, in accordance with 2CFR200.321. The use of any contractor or subcontractor that has been disbarred by the Office of Federal Contract Compliance Programs (OFCCP) is prohibited. A complete list of federally disbarred contractors can be found at www.sam.gov. All information required of submitting Contractor is also required from any proposed subcontractor or firm which Contractor expects to utilize. Contractor acknowledges that it is completely responsible for the actions or inactions its subcontractors. Contractor shall be responsible for the compliance of all subcontracting parties with the terms of the Contract and with any applicable local, state or federal laws or regulations. Contractor shall be solely responsible for timely paying its subcontractors. The Owner reserves the right to reject the selection of any subcontractor and to inspect the facilities and equipment of any subcontractor. Contractor is encouraged to seek minority and women business enterprises for participation in subcontracting opportunities. If any subcontractor fails to perform or make progress, as required by the Contract as determined by the Owner and the replacement of such subcontractor is necessary in order to complete the work hereunder in a timely fashion.

Contractor shall promptly replace such subcontractor, subject to the Owner's approval of the new subcontractor.

9. Access and Audits: Contractor shall maintain adequate records to justify all charges, expenses and costs incurred in performing the Services for a period of at least three (3) years following FEMA’s final closeout of this project. The Contractor shall be responsible for verifying FEMA final closeout dates, for purposes of this requirement. The Owner and Monitor shall have full and complete access to all records, documents, and information collected and/or maintained by Contractor in the course of the http://www.sam.gov/ administration and performance of the Contract. This information shall be made accessible at Contractor's local place of business in the Owner’s jurisdiction, for purposes of inspection, reproduction and audit without restriction. If records are unavailable in the jurisdiction, it shall be Contractor's responsibility to insure that all required records are provided to the Owner at Contractor's expense.

10. Progress Reports: Contractor shall provide daily progress reports to the Monitor within 24 hours. Such reports shall contain, at a minimum; total quantity collected by type of debris, daily totals by debris type, and maps and description of the geographical areas addressed by the Contractor.

11. Hazardous Tree and Limb Removal: If authorized by the Owner, trees, limbs and debris (including fallen trees) which are located partially on or above public property or right-of-way shall be cut at the right-of-way line or property line, and the portion on or above public property shall be removed under this Contract. All cuts should be properly performed to leave remaining portions of trees in a safe condition and to maximize the opportunity for live trees to thrive. Cuts should be perpendicular and near the fork with the first healthy branch. No debris shall be loaded without the presence of a monitor issuing a paper or electronic load ticket to document the origin of the load, date, contractor name, truck number, truck capacity, point of debris collection, loading departure time, etc.

12. Stump Removal: If authorized by the Owner, Contractor shall remove, haul, and dispose all hazardous stumps, as identified by the Owner or Monitor, on public property or ROW that have at least 50% of the root ball exposed. Stumps on public property or ROW with less than 50% of the root ball exposed shall be cut flush with the ground. The Contractor shall place compatible fill dirt in ruts created by contractor’s equipment and holes created by removal of hazardous stumps. The Contractor shall restore the ground to its original grade and slope with compacted, compatible fill so as to prevent settling. The costs of all fill material and placement shall be absorbed costs and will not be eligible for separate payment.

13. Roadway Clearance: If authorized by the Owner, Contractor shall perform emergency roadway clearance during the first 70 hours of work following the disaster. This phase of work involves pushing debris from at least one lane of roadways to allow passage of emergency vehicles. Contractor must mobilize and begin this phase of work within 24 hours of notification by Owner. If this notification is given prior to the disaster, work shall begin within 12 hours following the disaster. Contractor shall provide adequate personnel and equipment to clear at least one lane of all public roadways within the jurisdiction within 48 hours of notification. This work shall be accomplished as required bonds, certificates and documents are being finalized. Work performed during the first 70 hour “push” phase only shall be billed at hourly rates for personnel and equipment. Contractor shall attach a schedule of time and material rates with all proposals in response to this RFP.

14. Debris Work Sites: The Contractor shall maintain Debris work sites in accordance with appropriate use standards, safety standards, and regulatory requirements. All loads hauled shall be full and well compacted. Contractor shall track and map streets cleared of eligible ROW debris during each pass and provide this information to the Monitor on a daily basis.

15. Payments: To receive payment under the Contract, Contractor shall submit an invoice to the Monitor, with a copy sent to the Owner, for the debris hauled to each reduction or disposal site in accordance with the specifications, which shall be calculated from load tickets that are issued by the Monitor at each site. Contractor shall be paid solely on the completed tickets completed by the Monitor at the DMS or disposal sites.

16. Agreement: Reference the Agreement, attached herein as part of this RFP, for contractual requirements regarding Insurance, Performance & Payment Bonds, Indemnification, term of contract, extensions, Liquidated Damages, and other things.

EXHIBIT A

Scope of Services

The primary purpose of this scope of work is to maintain the public health, safety, and economic recovery of the Owner during the response to an exigent situation, as well as to restore the public areas to normal condition. The Contractor understands and agrees that debris removal in the most expeditious manner possible is of the utmost importance and it will make every effort to complete all requirements of the Contract in the shortest time possible.

The work to be performed under the Contract shall consist of collection, removal, and disposal of the debris caused by the disaster. The Contractor shall not be paid to remove, process or dispose of debris that is unrelated to disaster damage, without written direction from the Owner. Direction by the Owner in this proposal shall also mean direction by the Owner’s representative or Monitor. Each pay item under this Scope of Services shall be hauled separately. Debris removal from private property may be authorized by Owner at the same rates as Right-of-Way (ROW) and public property debris removal.

Payment Items:

1. Removal and Hauling Vegetative Debris:

As identified by and directed by the Owner or Monitor, the Contractor shall accomplish the pickup, loading, and hauling of all vegetative Debris from public property and ROW. The Contractor shall haul vegetative debris to a Debris Management Site (DMS) or disposal site, as secured by and fully permitted by Contractor.

This pay item includes fallen tree and limb debris that is located on public property and ROW, as well as hazardous limbs and trees removed by the Contractor under other pay items and placed on public property or ROW. Payment under this pay item shall be based on a per cubic yard quantity.

2. Site Management and Reduction of Vegetative Debris by Grinding:

The Contractor shall manage one or more DMS sites and shall reduce eligible vegetative debris by grinding, as directed by the Owner. This may include vegetative debris delivered to the DMS by the Contractor, by the Owner, or by others. Site management, debris reduction, and site closure shall be the responsibility of the Contractor and shall comply with all laws and regulations. The Contractor shall be responsible for all site permitting requirements. Compliance with site closure requirements must be confirmed in writing by the state environmental agency prior to final payment to the Contractor. DMS management shall include site security and shall include segregation of types and sources of debris, as directed by the Owner. Payment under this pay item shall be based on a per cubic yard quantity.

3. Loading and Hauling of Vegetative Debris Reduced by Grinding:

The contractor shall load and haul all reduced (by grinding) vegetative debris for recycling or disposal at a final disposal site approved by the state environmental agency. The Contractor may be required to remove and haul reduced vegetative debris from a DMS site or sites managed by others to an approved landfill.

Disposal shall comply with all federal, state, and local laws and regulations. Anticipated revenues from the recycling of vegetative debris or reduced vegetative debris shall be reflected in the unit price bid on this pay item. Payment under this pay item shall be based on a per cubic yard quantity.

4. Disposal of Vegetative Debris Reduced by Grinding:

The contractor shall dispose of all reduced (by grinding) vegetative debris at a final disposal site approved by the state environmental agency. The Contractor may be required to dispose reduced vegetative debris from a DMS site or sites managed by others, at a site approved by the state environmental agency. Disposal shall comply with all federal, state, and local laws and regulations. The Contractor shall be responsible for all site permitting requirements. The tipping and disposal fees will be a direct pass through to the Owner.

Anticipated revenues from the recycling of vegetative debris or reduced vegetative debris shall be reflected in the unit price bid on this pay item. Payment under this pay item shall be based on a per cubic yard quantity.

5. Site Management and Reduction of Vegetative Debris by Burning:

The Contractor shall manage one or more DMS sites and shall reduce eligible vegetative debris by burning, as directed by the Owner. This may include vegetative debris delivered to the DMS by the Contractor, by the Owner, or by others. Site management, debris reduction, and site closure shall be the responsibility of the Contractor and shall comply with all laws and regulations. Compliance with site closure requirements must be confirmed in writing by the state environmental agency prior to final payment to the Contractor.

DMS management shall include site security and shall include segregation of types and sources of debris, as directed by the Owner. Payment under this pay item shall be based on a per cubic yard quantity.

6. Loading and Hauling of Vegetative Debris Reduced by Burning:

Contractor shall load and haul all reduced (by burning) vegetative debris to a final disposal site approved by the state environmental agency. The Contractor may be required to remove and haul reduced vegetative debris from a DMS site or sites managed by others, to an approved landfill. Disposal shall comply with all federal, state, and local laws and regulations. Anticipated revenues from the recycling of vegetative debris or reduced vegetative debris shall be reflected in the unit price bid on this pay item. Payment under this pay item shall be based on a per cubic yard quantity.

7. Disposal of Vegetative Debris Reduced by Burning: Contractor shall dispose all reduced (by burning) vegetative debris at a final disposal site approved by the state environmental agency. The Contractor may be required to dispose reduced vegetative debris from a DMS site or sites managed by others, at a site approved by the state environmental agency. Disposal shall comply with all federal, state, and local laws and regulations. The Contractor shall be responsible for all site permitting requirements. The tipping and disposal fees will be a direct pass through to Owner. Anticipated revenues from the recycling of vegetative debris or reduced vegetative debris shall be reflected in the unit price bid on this pay item.

Payment under this pay item shall be based on a per cubic yard quantity.

8. Removal and Hauling of C&D Debris: As identified by the Applicant or Monitor, the Contractor shall accomplish the pickup, loading, and hauling of all construction and demolition (C&D) debris from public property and ROW, including structure demolition as approved by the Applicant. The contractor shall deliver C&D debris to a DMS, transfer station, or landfill approved by the Owner and state environmental agency for C&D debris only. All items associated with structure demolition shall be included in this pay item:

• Removal and transportation of demolished structures and scattered C&D debris on private property will be performed as identified by the Applicant.

• The Contractor is required to strictly adhere to all local, state, and federal laws and regulations (such as obtaining demolition permits) for the demolition, handling, and transportation of non-RACM structures.

• Once the debris removal vehicle has been issued a load ticket from the Applicant’s authorized representative, the debris removal vehicle will proceed immediately to an Applicant-approved DMS, transfer station, or final disposal site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

• Entry onto private property for the removal of eligible C&D debris will only be permitted when directed in writing by the Applicant or its authorized representative. The Applicant will provide specific ROE legal and operational procedures for private property debris removal programs if requested.

• The Contractor shall provide proof (from the respective utility) that all utility connections are disconnected and shall verify that the structure is unoccupied before demolishing.

Anticipated revenues from the recycling of debris shall be reflected in the unit price bid on this pay item.

Payment under this pay item shall be based on a per cubic yard quantity.

9. Site Management AND Reduction by Compaction of C&D Debris:

If requested by the Owner in writing, the Contractor shall manage one or more DMS sites for construction and demolition (C&D) debris. This may include C&D debris delivered to the DMS by the Contractor, by the Owner, or by others. Site management and site closure shall be the responsibility of the Contractor and shall comply with all laws and regulations. Compliance with site closure requirements must be confirmed in writing by the state environmental agency prior to final payment to the Contractor. DMS management shall include site security (if needed) and shall include segregation of types and sources of debris, as directed by the Owner. Additionally, the Contractor may be required to manage C&D debris delivered to DMS sites by the Owner or others, as directed by the Owner for payment under this pay item. Payment under this pay item shall be based on a per cubic yard quantity.

10. Loading and Hauling of Reduced C&D Debris:

As identified by the Owner or Monitor, the Contractor shall load and haul all staged construction and demolition (C&D) debris to a disposal site approved by the state environmental agency for C&D debris only. The Contractor may be required to remove and haul C&D debris from a DMS site or sites managed by others, to an approved landfill. Transporting debris shall comply with all federal, state, and local laws and regulations. Payment under this pay item shall be based on a per cubic yard quantity.

11. Disposal of C&D Debris: As identified by the Owner or Monitor, the Contractor shall accomplish the disposal of all construction and demolition (C&D) debris removed from the ROW or an approved DMS for disposal at a landfill approved by the state environmental agency for C&D debris only. Disposal shall comply with all federal, state, and local laws and regulations. The tipping and disposal fees will be a direct pass-through to the Owner. Anticipated revenues from the recycling of debris shall be reflected in the unit price bid on this pay item. Payment under this pay item shall be based on a per cubic yard quantity.

12. Removal of Hazardous Hanging Limbs:

If authorized by the Owner, the Contractor shall remove hazardous hanging limbs (hangers) over 2” in diameter (measured at the point of break) from public property and ROW, as identified by the Owner or Monitor as eligible for FEMA reimbursement. Trees with hazardous limbs must be identified by the Owner or Monitor prior to removal by the Contractor to be eligible for payment. Limbs shall be cut as close as possible to the first healthy lateral limb or trunk to preserve the health of the tree and avoid future hazardous conditions. Limb removal generally will require the utilization of lift equipment and/or workers trained and experienced in climbing. Hazardous limbs shall be removed and placed on public property or ROW for pickup. Payment for this item shall be on a per-tree basis. Payment for hauling, reduction, and disposal of the hazardous limbs removed and placed on ROW will be paid under separate pay items.

13. Removal of Hazardous Leaning Trees: If authorized by the Owner, the Contractor shall remove hazardous leaning trees (leaners) 6” or greater in diameter (measured 4.5 feet above ground) from public property and ROW, as identified by the Owner or Monitor as eligible for FEMA reimbursement. Disaster-damaged trees leaning more than 30 degrees from vertical and trees with more than 50% of the canopy damaged shall be considered hazardous trees. Hazardous trees shall be removed and placed on public property or ROW for pickup. The Owner or Monitor must identify hazardous trees prior to removal to be eligible for payment. Payment for this item shall be on a per-tree basis in size categories as shown in the Bid Schedule. Payment for hauling, reduction, and disposal of the hazardous trees collected and placed on ROW will be handled under separate pay items.

If more than 50% of the stump root ball of the hazardous tree to be removed is exposed, the stump shall be removed along with the hazardous tree. The Contractor shall back-fill each stump hole flush with the surrounding ground with compatible material. The Contractor shall place compatible fill dirt in ruts created by the contractor’s equipment and holes created by removal of hazardous stumps. Stumps on public property or ROW with less than 50% of the root ball exposed shall be cut flush with the ground. The ground surface shall be permanently restored to its original grade and slope. The cost of root ball removal, all fill material, and fill placement shall be incidental to the hazardous tree removal cost and will not be eligible for separate payment.

14. Removal of Hazardous Stumps: If authorized by the Owner, the Contractor shall extract, transport, and dispose of all hazardous stumps on public property or ROW that have at least 50% of the root ball exposed. Stumps on public property or ROW with less than 50% of the root ball exposed shall be cut flush with the ground. If stumps 2 feet in diameter or larger measured 2 feet above the ground (which require extraction as part of the removal), payment shall include extraction, transport, disposal, and filling of the root-ball hole. Payment shall be on a per-stump basis.

Stump removals smaller than 2 feet in diameter, or for stumps of any size that do not require extraction nor specialized equipment, payment shall be based on volume at the same per cubic yard rates as for other vegetative debris.

When specialized equipment is required for loading and hauling of stumps 2 feet in diameter or greater with no extraction required, payment will be on a per stump basis utilizing the unit price of vegetative debris and the cubic yard quantity shall be derived from the stump conversion table in the Public Assistance Program and Policy Guide, FEMA, FP 104-009-2, January 2016, Appendix E – Stump Conversion Table.

The Contractor shall place compatible fill dirt in ruts created by contractor’s equipment and holes created by removal of hazardous stumps. The Contractor shall restore the ground to its original grade and slope with compacted, compatible fill so as to prevent settling. The costs of all fill material and placement shall be absorbed costs and will not be eligible for separate payment

15. Regulated Asbestos Containing Material (RACM): If authorized by the Owner, in addition to debris removal from public / private property and ROW, Contractor shall be fully responsible for removal, transportation, and disposal of RACM debris. This may include the demolition of structures containing RACM. The Contractor shall comply with state environmental agency and EPA requirements for RACM loading, hauling, and disposal requirements at a location approved by the Owner. The Contractor will deliver the RACM material to a landfill approved by the state environmental agency for the disposal of RACM.

Contractor shall be responsible for providing protective gear and equipment to its agents and employees and for ensuring its proper utilization. The tipping and disposal fees will be a direct pass through to the Owner.

Demolition, Removal, Transport, and Disposal of RACM Structures Under the Contract, work shall consist of all labor, equipment, fuel, traffic control costs, and other associated costs necessary to decommission, demolish, and dispose of eligible RACM structures on private property within the jurisdictional limits of the Applicant. Under this service, work will include ACM testing, decommissioning, structural demolition, debris removal, and site remediation. Further, eligible debris generated from the demolition of structures, as well as eligible scattered C&D debris on private property, will be transported to an Applicant-approved final disposal site in accordance with all Federal, State, and Local regulations.

• The Contractor is required to strictly adhere to all Local, State, and Federal regulatory requirements

(such as obtaining demolition permits, burrito wrapping of debris, etc.) for the demolition, handling, and transportation of RACM structures.

• Decommissioning consists of the removal and disposal of all HHW, e-waste, white goods, and scrap tires from an RACM structure at a properly sanctioned facility in accordance with all applicable Local, State, and Federal regulations.

• Any structurally unsound and unsafe structures will be identified and presented to the Applicant for direction regarding decommissioning.

• Removal and transportation of eligible RACM demolished structures and eligible scattered C&D debris on private property will be performed as directed in writing by the Applicant’s authorized representative.

• Once the debris removal vehicle has been issued a load ticket from the Applicant’s authorized representative, the debris removal vehicle will proceed immediately to an Applicant-approved final disposal site that accepts RACM debris. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

• Entry onto private property for the removal of eligible C&D debris will only be permitted when directed in writing by the Applicant or its authorized representative. The Applicant will provide specific ROE legal and operational procedures for private property debris removal programs if requested.

• Once RACM is removed, the remaining material shall be removed and hauled as C&D material and the costs associated with the non-RACM shall apply.

Payment under this item will be per ton.

16. White Goods: If authorized by the Owner, the Contractor shall removal, decontaminate, transport, and recycle (or dispose if necessary) all appliances (white goods), including refrigerators, freezers, HVAC units, washing machines, dryers, etc., from public property and ROW. All appliances shall be decontaminated in accordance with applicable laws and regulations. No contaminants (including Freon) shall be released during removal, hauling, recycling or disposal. All tipping and disposal fees will be a direct pass through to the Owner . Anticipated revenues from the recycling of white goods shall be reflected in the unit price bid on this pay item. Payment under this item will be per each.

17. Electronics Waste: If authorized by the Owner, the Contractor shall removal, haul, and recycle (or dispose at an approved facility if necessary) electronics waste (e-waste) from public property and ROW. All tipping and disposal fees will be a direct pass through to the Owner. Anticipated revenues from the recycling of electronics waste shall be reflected in the unit price bid on this pay item. Payment under this item will be per pound (Lbs.).

18. Concrete: If authorized by the Owner, The Contractor shall load, haul, and dispose of Concrete and masonry material separated by the property owner and placed on public property and ROW, as declared eligible by FEMA. All tipping and disposal fees shall be a direct pass through to the Owner. Anticipated revenues from the recycling of concrete shall be reflected in the unit price bid on this pay item. Payment under this item will be per ton.

19. Household Hazardous Waste: If authorized by the Owner, Household Hazardous Waste (HHW) includes handling, removal and collection of propane tanks, paint, pesticides and other materials that are prohibited items from disposal in Subtitle D landfills and Class I and Class II rubbish sites. The Contractor will segregate these items from vegetative and C/D debris and load then transport the HHW to an approved recycling or approved disposal site. The HHW will be segregated in the field and hauled in concentrated loads. All tipping and disposal fees shall be a direct pass through to the Owner. Anticipated revenues from recycling shall be reflected in the unit price bid on this pay item. Payment under this item will be per pound (Lbs.).

20. Lawnmowers and Equipment with Small Engines: If authorized by the Owner, the Contractor shall remove, decontaminate, transport, and dispose all abandoned lawnmowers and other equipment with small engines from public property and ROW. All lawnmowers, equipment, and small engines shall be decontaminated and disposed in accordance with applicable laws and regulations. Petroleum or other contaminants shall not be released during the removal, hauling, decontamination, or recycling. All tipping and disposal fees shall be a direct pass through to the Owner. Anticipated revenues from recycling shall be reflected in the unit price bid on this pay item. Payment under this item will be per each.

21. Abandoned Tires: If authorized by the Owner, the Contractor shall remove and transport abandoned tires from public property and ROW. The Contractor will segregate these items from other debris then load and transport the tires to a recycling or disposal site. The tires will be segregated in the field and hauled in concentrated loads. Tires shall be clean and pulled off of rims before delivery. All tipping and disposal fees shall be a direct pass through to the Owner. Anticipated revenues from recycling shall be reflected in the unit price bid on this pay item. Payment under this item will be per each.

22. Drainageway Debris: If authorized by the Owner, Contractor will provide a contract unit price per linear foot for collecting, hauling, and disposing eligible debris from drainageways and streams, which are determined at the sole discretion of the Monitor and the Owner to be beyond the extent of debris that can be reasonably and efficiently hauled along with normal debris removal operations. This unit price will include all matting, equipment, loading, hauling, and disposal and will be priced per linear foot.

EXHIBIT B

Proposal Content

Cost Proposals submitted in response to this RFP should follow the format described below. You are asked to respond fully and accurately to all questions/requests.

Proposal should be organized, tabbed by letters below, and shall respond to each of the Criterion listed below in the same order listed. ORIGINAL PROPOSAL SHALL BE EASILY

REPRODUCIBLE. DO NOT BIDN OR STAPLE ORIGINAL. ALL PROPOSALS COPIES

SHALL BE SUBMITTED IN BINDERS.

One (1) original and three (3) hard copies of the proposal as well as one digital PDF on a thumb drive are required. The proposal must be signed by a person having the authority to bond the firm in a contract.

The Proposal must clearly indicate “City of Bay City- RFP 2024-08.23-269-DRD – Disaster Debris Removal and Disposal”.

The failure of any Proposer to provide detailed information regarding proposal content may result in the reduction of points in the evaluation process.

Provide clear detailed responses to each criterion below:

1. Qualifications/Experience

• General information/history of the firm including the location of the principal office and/or significant branch offices and which office would be directly responsible for this contract, if awarded.

• Number of years providing disaster debris removal/disposal services and number of full-time staff and an organization chart.

• Experience with FEMA reimbursed disaster debris contracts. Include at least three (3) references with the name, and contact information for each reference, as well as a brief description of the nature of the debris removal/disposal project worked on.

• Provide a statement of any litigation or regulatory action that has been files against your firm(s) in the last three (3) years.

• Submit a result of a www.sam.gov search indicating the firm and it’s owner(s) are in good standing with the OFCCP and not on the debarment list.

2. Resources and Availability:

• Describe the Contractors resources (people, equipment, subcontractors, etc.) that will be available or acquired for this project in the event of a windstorm disaster.

• Provide resumes of key personnel

• Provide a list of the firm’s equipment fleet.

• List any current contracts and other Pre-disaster contracts the contractor currently has.

Include their location and when they expire.

3. Project Approach: Generally describe your firm’s approach to such a disaster debris contractor, including securing and permitting the DMS, mobilization and coordination/communication with the Owner and Monitor.

4. Company registered as MWDBE.

5. Contractor’s Price Proposal

EXHIBIT C CONTRACTOR’S PRICE PROPOSAL

Date

Proposal of (hereinafter called “Contractor”), authorized to do business under the laws of the State of Texas, proposes to City of Bay City (hereinafter called “Owner”).

Ladies and Gentlemen:

The Contractor, in compliance with your invitation for proposals for:

DISASTER DEBRIS REMOVAL AND DISPOSAL

Having examined the specifications, proposed Agreement and other related documents and the sites of the proposed work and being familiar with all of the conditions surrounding the work of the proposed project, including availability of equipment and labor, hereby proposes to perform in accordance with this Request for Proposal, and at the prices stated. These prices shall cover all expenses incurred in performing the work required under the Contract Documents, of which this proposal is a part. Unbalanced bids will not be accepted and are cause for rejection of any proposal.

Contractor hereby agrees to commence work under the Contract on or before a date to be specified in a written “Notice to Proceed” of the Owner and to fully complete the work in the Contractual period of time allotted.

This price proposal form must be completed, signed and submitted. No substitute forms will be accepted. Proposals submitted without this completed price proposal will be rejected.

Contractor acknowledges receipt of the following addenda:

Contractor agrees to complete the project as described in accordance with the specifications and other information included in the contract documents for the following prices:

INTERPRETATION OF ESTIMATED QUANTITIES

The estimated quantities listed below are based on a hypothetical disaster which could strike the Owner.

These quantities do not reflect the actual quantities of debris that will be moved as part of the Contract.

The Contractor acknowledges that no representation or guaranty is made by the Owner or its agents as to the actual amount of each type of debris to be moved, or the total amount of debris to be moved, or whether all classifications of debris removal/disposal will be authorized during any one disaster. For example, during Hurricane Harvey, the City performed, with their own forces, all of the emergency road clearing, and removal of hazardous trees and stumps.

The estimated quantities given below will be used for the sole purpose of assisting the Owner in its evaluation of the proposals for potential award of a Contract.

ITEM

NO.

ITEM DESCRIPTION

ASSUMED

QUANTITY

UNIT PRICE

(Written)

(Numeric)

PRICE EXTENSION

1.0 REMOVAL AND HAULING OF ELIGIBLE

VEGETATIVE DEBRIS TO A DISPOSAL

SITE OR DMS, including limbs and trees placed on ROW under other pay items.

50,000 CY

2.0 SITE MANAGEMENT AND GRINDING OF

ELIGIBLE VEGETATIVE DEBRIS AT A

DMS PROVIDED BY THE CONTRACTOR,

including grinding of eligible disaster related debris delivered to the DMS by the Contractor, Owner, or others.

3.0 LOADING AND HAULING OF ELIGIBLE

VEGETATIVE DEBRIS REDUCED BY

GRINDING FROM DMS TO AN

APPROVED LANDFILL, including eligible debris which has been reduced by the Contractor, 12,500 CY

4.0 DISPOSAL OF ELIGIBLE VEGETATIVE

DEBRIS REDUCED BY GRINDING AT AN

APPROVED LANDFILL, including eligible debris which has been reduced by the Contractor, Owner, or others, 12,500 CY PASS-THROUGH

5.0 SITE MANAGEMENT AND BURNING OF

ELIGIBLE…