RFP_24_25-18_Disaster_Debris_Management_Services_Final.pdf

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue Suite 243 2nd Floor, Sanford Florida 32771

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

Issuance | Release Date: Thursday, April 10, 2025

Legal Advertisement Date: Thursday, April 10, 2025 (Orlando Sentinel)

To: All Prospective Proposers

From: Marisol Ordoñez – Purchasing Manager

Dear Potential Proposer:

The City of Sanford, Florida, a municipal corporation existing under the laws of the State of Florida, herein after also referred to as the “City”, does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Request for Proposals (RFP) document. The successful proposer(s) must demonstrate by his/hers qualifications, experience, availability, approach, and work plan that he/she will best serve the overall needs of the City.

If you are interested in preparing a response to this RFP, please read the requirements carefully and complete the proposal in the manner as set forth in this RFP document. Your response is considered a binding offer to perform in the manner described in the proposal response and shall remain a firm offer for a period not to exceed one hundred eighty (180) days from public opening. Also please be aware that, under the competitive proposal process, the stipulations set forth herein are fully binding on the proposer to the extent that you confirm acceptance by your signature on Attachment “F”, Price Proposal and Acceptance of Proposal Terms and Conditions.

There will not be a pre-proposal conference held for this project. Questions regarding this solicitation must be received in writing at the address above no later than Thursday, May 1, 2025 at 2:00 P.M. Local Time.

Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to the City of Sanford website: http://www.myvendorlink.com.

All proposers are advised that under Chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

The City welcomes your response to this RFP document. Proposals should be prepared in accordance with the RFP instructions and will be evaluated by the City as stated in the evaluation section of this document. The City reserves the right to waive any formalities, to reject any or all proposals or to re-advertise for proposals for these services. The City may withdraw all or part of this RFP at any time to protect the interests of the City. All proposers are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification. Thank you for your interest in doing business with the City of Sanford, Florida.

City of Sanford, Florida | Purchasing Division http://www.myvendorlink.com/

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

PROJECT MANUAL INDEX

SECTION TITLE

SECTION I Project Overview SECTION II Scope of Services and Technical Requirements SECTION III General Instructions SECTION IV Proposal Schedule SECTION V Proposal Response, Criteria and Evaluation Point Values SECTION VI Evaluation Process SECTION VII General Terms and Conditions

BIDDING REQUIREMENTS, CONTRACT FORMS, AND CONDITIONS OF THE CONTRACT

00420 Bid Bond Form 00425 Security and Public Requirements 00432 Non-Collusion Affidavit 00434 Conflict of Interest Statement 00436 Florida Public Entities Crime Statement Affidavit 00438 Compliance with Public Records Law Affidavit 00440 Bidder Qualifications 00442 Receipt of Exempt Public Records & Agreement to Safeguard 00450 Certification of Non-Segregated Facilities Form 00452 Dispute Disclosure Form 00454 Drug Free Workplace Certification 00455 Certification Regarding Non-Scrutinized Companies 00456 Unauthorized (Illegal) Alien Workers Affidavit 00458 E-Verify Compliance 00460 American with Disabilities Act Affidavit 00462 Financial Information Form 00525 Agreement Form 00605 Performance Bond 00610 Payment Bond 00618 Insurance Requirements 00620 Vendor Form W9 Package 00820 Debarment Certification 00825 Subcontractor Debarment- Certification 00835 Equal Employment Opportunity 00871 Guidance Buy American Provisions of ARRA

EXHIBITS

Exhibit “A” ARRA Requirements Exhibit ‘B” Byrd Anti-Lobbying Amendment Certification Exhibit “C” Debarment Suspension Ineligibility FEMA Exhibit “D” Required Contract Provisions Federal Aid Construction Contracts (FHWA 1273)

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

ATTACHMENTS

Attachment “A” Statement of “No Bid Submittal” Attachment “B” Organizational Information Attachment “C” Reference Attachment “D” Contractors Certification Regarding Scrutinized Companies Attachment “E” Proposed Schedule of Subcontractors Participation Attachment “F” Price Proposal and Acceptance of Proposal Terms and Conditions Attachment “G” Section PUR 1355 Foreign Country of Concern Attachment “H” Solicitation Response Identification Label Attachment “I” Certificate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Attachment “J” Addendum Receipt Acknowledgement Certification

ADDITIONAL DOCUMENTS

2 CFR § 200

2 CFR § 200 app. II FEMA 329 Debris Estimating Federal Guidance for Grants and Agreements FEMA Policy Federal Register Vol. 85 No. 157 Rules and Regulations FEMA Requirements

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

SECTION 1. PROJECT OVERVIEW.

1.01 INTENT AND PURPOSE.

The City Sanford, Florida hereby invites proposals from firms to provide professional services to assist with the management of disaster debris collection services for the City. This RFP is to provide the vehicle for qualified Contractors to participate in a competitive process to establish one or more indefinite delivery/indefinite quantity contract(s) for Disaster Debris Planning and Support Management.

1.02 BACKGROUND.

The City of Sanford was incorporated in 1877 under the directional of General Henry Shelton Sanford, and is located in Central Florida in Seminole County. Nicknamed “Celery City” for its agricultural interest in the early 1900’s. Sanford is bounded in the East by Orlando-Sanford International, in North by Lake Monroe, in the West by the Interstate 4, and in the South by Seminole State College and the City of Lake Mary. The Sanford Commercial District was proclaimed a historic district and placed on the National Register in 1976. The Sanford Residential Historic District, an area of approximately 76 blocks south of the commercials district, was placed on the National Register in 1989.

Located just 20 minutes northeast of downtown Orlando, Sanford’s city government is focused on meeting the needs of businesses looking to relocate and/or entrepreneurs who are seeking the right location to jump-start a new enterprise. One of the fastest growing areas in Metro Orlando, Sanford is an exciting, thriving community in which to do business.

The City operates under a Commission/Manager form of government and provides a full range of services to include, fire and rescue, police, the construction and maintenance of streets, sidewalks, parks and recreation, storm-water management, solid waste collection, wastewater, water and other infrastructure, engineering, planning and zoning, building inspections, community and economic development, code enforcement, general administration and support services, and recreational and cultural events.

A quick City Snapshot (as of 2016, provided by the Sanford Economic Development Office):

Area: 26.5 square miles Population: 61,448 Median Household Income: $45,733.00 29 Parks Over 14 Lakes Public Golf Course Voted “Best Waterfront Vibrant Community Destination 2017” by Orlando Weekly

Magazine.

49th Largest City in Florida

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

1.03 TERM.

It is anticipated an Agreement will be awarded for a onetime purchase term to begin upon approval and execution by the City; with the opportunity for a one (1) year renewal periods not-to-exceed a five (5) year contract when in the best interest of the City. The decision to renew or extend the contract shall be at the discretion of the City. The successful proposer(s) shall be required to review the one-time purchase of disaster debris monitoring services with the City on a semi-annual basis. Prior to the completion of each exercised term, the City may consider an adjustment to price based on Consumer Price Index (CPI), if applicable, as published by the U.S. Bureau of Labor Statistics. It is your, the contractor’s, responsibility to request in writing any pricing adjustment request under this provision.

1.04 MINIMUM REQUIREMENTS.

In order to be considered, the firm must meet all of the following criteria: the RFP is to secure one or more contractors to provide Disaster Debris Monitoring Services within the City of Sanford (City). The City seeks to establish one or more contracts for the Disaster Debris Monitoring Services with Contractors who have specialized experience in monitoring disaster debris removal water.

A. The Proposer shall have been in business for a minimum of five (5) consecutive years and shall currently be licensed to perform services within the State of Florida. This requirement shall be based on the Solicitation’s due date. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with your response. Examples of documentation may include, but not be limited to; local business tax receipts for three (5) years, corporation documents with date of inception, certificate of authority, etcetera.

1. If the business headquarters is located outside of the state of Florida, they shall currently be licensed to perform services in both their home state and the state of Florida; and shall have been in business for a minimum of five (5) consecutive years.

This requirement shall be based on the Solicitation’s due date. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with your response. Examples of documentation may include, but not be limited to, local business tax receipts for five (5) years, corporation documents with date of inception, certificate of authority, etcetera.

a. In this case the Proposer shall submit to Purchasing a current Certificate of Authority, which is issued through the Department of State and in accordance with Florida Statute 607.1501, within ten (10) business days upon notice of intent to award.

2. The Proposer shall have held and maintained for a minimum of three (3) years a current State of Florida:

a. Business or Corporation shall hold a Certificate of Authorization as a License Contractor to do business in the State of Florida; or

b. Individual shall hold a current State of Florida license as required by your company rule, and have authority to submit certified reports to state agencies (if applicable).

B. Demonstration of Experience: Knowledgeable- must have the equipment and ability to perform all work in a professional manner using skilled tradesmen and carried out in such a way as to minimize any inconvenience to the City or its citizens.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

C. The proposer shall provide proof of the above minimum qualification by furnishing copies and or written documentation to substantiate meeting the requirements. Failure to provide said documentation with your proposal shall be grounds for deeming your proposal unresponsive and removing it from further consideration. This is a non-negotiable item.

THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

SECTION 2. SCOPE OF SERVICES AND TECHNICAL REQUIREMENTS.

2.01 SCOPE OF SERVICES.

The purpose of this Bid is to secure one or more contractors to provide Disaster Debris Monitoring Services within the City of Sanford (City). The City seeks to establish one or more contracts for the Disaster Debris Monitoring Services with Contractors who have specialized experience in monitoring disaster debris removal. The Successful Proposer must be capable of assembling, directing, and managing a work force that can complete the Debris monitoring operations in a timely and cost-effective manner, and ensuring the disposal of all Debris in a lawful manner, immediately after a hurricane or other natural or manmade disaster Services may include but not limited to:

i. Debris Monitoring and Administration, Debris Assessment, Collection Monitoring, Load Ticket Processing, Debris Management Site (hereafter DMS) monitoring, Debris Vehicle and Equipment Certification, Damage Complaint Tracking, Data Compilation and Reporting, Debris Removal Contractor Payment Monitoring and Reconciliation Processing, Reporting and Coordinating with the City. Public Assistance and FEMA support and other related services outlined in this Scope of Services, and as directed by the City.

ii. Monitoring includes but not limited to monitoring of collection, verification and removal of all debris picked up is from public property or right-of-way, streets and roadways. Monitoring the processing of debris including sorting, grinding, and mulching. Verifying that all Debris is a direct result of the disaster; measurement and inspection of trucks to ensure they are fully loaded; on-site inspection of pick-up areas, debris traffic routes, temporary storage sites, and disposal areas;

verification that the THE ASSIGNED VENDOR is working efficiently and in its assigned contract areas; verification that all DMS have access control and security.

iii. In preparation for an imminent hurricane strike, and/or other natural disaster, monitoring crews may be asked to stage outside of the strike areas. Contractors must have the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes typical of a hurricane as well as localized small-scale volumes typical of a tornado. The Contractor shall have a maximum of twenty-four

(24) hours from confirmed notification by the City of Sanford to mobilize and begin their responses. Failure to mobilize in the allotted timeframe may result in the selection of another contractor, forfeiture of further consideration, and breach of contract. The successful Contractor shall meet the accelerated Debris removal timeframes outlined by FEMA in the Sandy Recovery Improvement Act (January 2013), or its successor. Successful Proposer’s personnel must be familiar with Debris removal eligibility criteria outlined in FEMA Regulation and Policy.

iv. All services provided shall be in conformance with established FHWA, FEMA, and/or Florida Emergency Management regulations. The Contractor is bound by and must comply with the requirements of the April 2018 FEMA Public Assistance Program and Policy Guide (PAPPG), which is hereby incorporated by reference and available online at

v. http://www.fema.gov/media-library/assets/documents/111781 http://www.fema.gov/media-library/assets/documents/111781

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

The Contractor may be requested to provide a range of related services such as damage assessment training, emergency planning and other services as requested by the City.

vi. The City maintains separate independent contracts for Disaster Debris Removal Services. Proposers cannot participate in both contracts, as these services must be provided separately and without conflict.

2.02 Pre-Event Coordinating Meetings

The successful Contractor(s) shall be required to attend an annual pre-hurricane kickoff meeting with the City and its debris monitoring firm(s) at no cost to the City.

2.03 Contractor Staffing

The following terms are defined as follows:

A. Project Manager

The Contractor shall appoint a qualified and experienced Project Manager for overall coordination and communication with the City. The Project Manager shall remain on the job and available to the City at all times during the operational phases of the debris collection and disposal project. The Project Manager shall be on call 24/7 during the operational phases of debris collection and disposal projects and shall be available by cell phone. In the event normal communication (telephone, cellphone, radio, etc.) is unavailable, Contractor shall provide its Project Manager and other supervisory staff with reliable means of communication (satellite radio, satellite telephone, etc.) with the City. Project Manager shall be fluent in English and shall have full authority to act on behalf of Contractor to address and resolve issues that may arise during the course of the work. All communications given to the Project Manager in writing by the Public Works Director or designee shall be as binding as if given to Contractor.

i. Project management and administrative responsibilities include but are not limited to;

Coordinate daily briefings with key operational staff, City staff and THE ASSIGNED VENDOR to review, formulate and update debris assessments and removal operations and strategies. Schedule, manage and conduct periodic meetings, including safety meetings with field staff and Contractors. Meetings shall be scheduled so that they shall not impede, hinder nor delay THE ASSIGNED VENDOR(s) or debris removal operations.

ii. Provide a daily report of debris removal including Contractor total loads, cubic yards collected by debris type, a map of streets where debris has been collected, and other key operational statistics to the City.

iii. Coordinate daily scheduling, dispatching and logistical operations of the field collection monitors.

iv. Hire, train, deploy and supervise all Debris Collection Monitors and staff.

v. Conduct debris surveys and perform debris estimation by debris types as requested by the

City.

vi. Maintain accurate records of all debris collection vehicles, including the measurements of the inside of the useable bed space, photographs, license information, vehicle identification

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

decal issuance and useable bed space photographs, license information, vehicle identification decal issuance and regular monitoring for vehicle modifications.

vii. Track and coordinate responses to problems identified in the field, citizen complaints related to debris removal, including commercial and residential property damage claims.

Contractor shall maintain, and make available to the City, a detailed accounting of customer complaints and resolutions.

viii. Ensure timely acquisition and retention of documentation of environmental authorizations and or permits for debris management sites and final disposal.

ix. Make all reasonable efforts to ensure that DMS have access control and security. Conduct end-of-the-day duties and verify that all vehicles have left the DMS at the specified time established by the City.

x. Make all reasonable efforts to ensure the filed collection monitors are accurately recording the streets and locations where debris was collected.

xi. Schedule work for all team members and Subcontractors on a daily basis.

xii. Conduct inspections on a regular, predetermined and random basis. Make all reasonable efforts to ensure the appropriate frequency of oversight is performed for all work crews, vehicles and locations.

xiii. Monitor the assigned vendor for compliance with their contract with the City and all City, federal, state, and local regulations, guidelines and operating policies.

xiv. Provide training to City staff in essential debris management and collection functions to ensure appropriate and responsive interface with the assigned vendor, local, state and federal agencies.

xv. Develop forms, databases, etc. for tracking field activities, and submitting invoices for reimbursement. Such forms and invoices shall be approved by the City.

xvi. Set schedules for monitors each day and coordinate cleanup crew assignments. Survey and maintain list of areas with special needs, including but not limited to, hazardous stumps, tees, hangers/leaners and debris types.

xvii. Ensuring that only debris from approved public areas, or Private Property Debris Removal (PPDR) locations specifically identified by the City, is loaded for removal.

xviii. Ensuring that debris collected from public locations and PPDR locations are tracked in separate loads and issued separate work orders

xix. Review and reconciliation of the assigned vendor invoices submitted to City.

xx. Preparation and submission of interim operations and status reports and final report as directed by the City.

xxi. Compile records and assist the City with the preparation of required forms for reimbursement.

xxii. If requested by the City, provide call center operators to receive and process calls from customers with disaster debris collection concerns within the City.

B. Field Supervisors Contractor shall provide a debris monitoring field supervisor. Services include, but are not limited to:

i. Overseeing and supervising loading site and disposal site debris monitoring activities.

ii. Scheduling debris monitoring resources and deployment timing.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

iii. Communicating and coordinating with City/County personnel.

iv. Providing suggestions to improve the efficiency of collection and removal of debris.

v. Coordinating daily activities and future planning.

vi. Identifying, addressing, and troubleshooting any questions or problems that could affect work area safety and eligibility.

vii. Ensuring that safety inspections of all vehicles, equipment and all elements of the disposal sites are performed.

viii. Supervising the accurate measurement of load hauling compartments and accurately computing volume capacity in cubic yards (CY).

ix. Documenting and recording measurements and computations.

x. Documenting truck hauling compartment condition using digital photographs.

xi. Verifying that only eligible debris is being removed from designated public rights- of-way and public property within assigned pickup zones.

xii. Verifying adequate photographic documentation of hazardous trees (leaners and hangers)

xiii. Providing breaks to monitors.

xiv. Maintaining and updating log of ineligible debris piles.

xv. Supplying City approved door hangers and tags for ineligible debris. Door hangers will be distributed at the discretion of the City for all ineligible debris piles.

xvi. Preparing a master logbook of all hauling equipment used by the City’s assigned vendor.

xvii. Collecting daily logs from debris monitors.

xviii. Coordinating with the City for respond to problems in the field, such as property damage complaints, debris crew issues, other complaints, etc. This includes maintaining detailed database of complaints and resolutions.

xix. Compiling, reconciling, and documenting daily, in an electronic spreadsheet format, all eligible debris hauled by the assigned vendor.

xx. Conducting end of day activities, such as verifying completion of the assigned vendor crew assignments, completion of all record keeping, ensuring that vehicles have left the disposal site and locking down of the site.

C. Clerical/Data Entry Manager The Contractor shall have a Data Manager assigned to the project to gather, organize, assimilate, and present all field data associated with all operations internally and to City and the assigned vendor personnel. The Data Manager shall be responsible for gathering and organizing data for field personnel daily for submission or use by the GIS/mapping analyst, clerical staff, City staff, and/or the assigned vendor staff. The Data Manager shall be knowledgeable and experienced in gathering data during debris removal activities and/or FEMA related issues. The Data Manager shall be responsible for the digital conversion of all data necessary for reporting. All load tickets shall be entered into a database for quick access and reporting. The Project Manager and Data Manager shall be ultimately responsible for delivering all FEMA compliant paperwork, routes, maps, load tickets, invoices, schedules, GIS data, and all other required documentation to the City for submission to the appropriate agency for reimbursement. Services include, but are not limited to:

i. Supervising the preparation of detailed estimates and submitting them to the Public Works Director or designee.

ii. Implementing and maintaining a disaster debris management system linking the load

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

ticket and debris management site information, including reconciliation and photographic documentation processes.

iii. Providing daily, weekly, or other periodic reports for the Public Works Director or designee noting work progress and efficiency, current/revised estimates, project completion, and other schedule forecasts/updates.

D. Clerical Staff/Data Entry Clerk The Contractor shall provide clerical staff/data clerk(s) as required to enter load ticket information into the contractor’s information management systems and to respond to specific directions from the data entry supervisor.

E. GIS Analyst

The Contractor shall have a GIS Analyst assigned to the project to compile, edit, and present all geographic data requested by the City. Data required by the City may include, but is not limited to, hauler tracking charts, mapping locations of loading and unloading points, daily hauler routes to include total cubic yardage, tracking of monitor locations and associated work hours for personnel.

The GIS Analyst will coordinate with City personnel on what mapping data or applications are needed prior to field personnel beginning work.

2.04 Monitoring Services

A. Debris Monitors Contractor shall provide trained monitoring personnel to oversee the loading of eligible debris at collection sites and verification of load capacity and documentation at designated temporary debris management or final disposal sites. Contractor shall also provide roving monitors as needed and dictated by demands of the emergency event. Monitors shall use tower-monitoring logs, roving monitor reports, daily issue logs and truck certification forms as part of their reporting process.

B. Debris Loading Site Monitors Contractor shall perform on-site street-level debris monitoring at all the assigned vendor loading sites to verify debris eligibility. The Loading Site Monitor is responsible for completing the Debris Load Ticket, the Daily Loading Site Monitor Log, and the Daily Debris Issue Log. Services include, but are not limited to;

i. Verifying that all debris picked up is a direct result of the disaster.

ii. Monitoring collection activities of trucks.

iii. Issuing load tickets at loading site for each load.

iv. Completing debris load tickets, daily loading site monitor log and daily debris issue log.

v. Verifying active equipment hours (standby time is not eligible).

vi. Verifying labor hours (intermittent use of equipment may result in a crew having more equipment hours than labor hours (this type of discrepancy shall be verified by monitors).

vii. Checking the area for safety considerations such as downed power lines and children playing in area, and ensuring that traffic control needs are met, and trucks and equipment are operated safely (includes ensuring tailgates and sideboards are in place).

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

viii. Ensuring that Freon-containing appliances are sorted and ready for Freon removal on-site or separating transport for Freon removal before final disposal.

ix. Performing a pre-work inspection of areas to identify potential problems such as covered utility meters, transformers, fire hydrants, mailboxes, etc. to mitigate damage from loading equipment.

x. Documenting damage to utility components, driveways, road surfaces, private property, vehicles, etc. should it occur, with photographs (if possible, collect information about owner, circumstances of the damage (who, what, when, where) and report to field supervisor.

xi. Ensuring the work area is clear of debris to the specified level before equipment is moved to a new loading area.

xii. Properly monitoring and recording performance and productivity of the assigned vendor crews.

xiii. Monitoring all actual truck haul route mileage using GPS/GIS technology.

xiv. Remaining in regular contact with debris management/dispatch center or supervisor.

xv. Ensuring that loads are contained properly before leaving the loading area.

xvi. Ensuring that only eligible debris is collected for loading and hauling.

xvii. Ensuring that only debris from approved public areas is loaded for removal.

xviii. Ensuring debris is properly separated and not co-mingled at the disposal and unloading site.

xix. Photographically documenting hazardous trees (leaners and hangers).

xx. Maintaining and cataloging all photo documentation of recovery work on a daily basis.

xxi. Submission of all logs and load tickets to Field Supervisor on a daily basis.

xxii. Performing other duties from time to time as directed by the Public Works Director or other designated debris management personnel.

C. Debris Tower/Site Monitors

Contractor shall provide debris tower and site monitors (at DMS and landfill disposal sites) to verify estimated quantities of eligible debris hauled by assigned trucks and documented on load tickets. Disposal Tower/Monitors shall be located at the entrance to the DMS (temporary and permanent) or landfill where the inspection tower is located. Monitors may be required at exit locations to verify that trucks are emptied, or at reduction sites to document and verify production rates. Services include, but are not limited to;

i. Verifying that all debris picked up is a direct result of the disaster.

ii. Accurately measuring load hauling compartments and accurately compute volume capacity in CY for all assigned trucks and trailers prior to commencement of debris hauling operations.

iii. Documenting measurements and computations.

iv. Completing record of assigned haulers’ cubic yardage and other recordkeeping as needed on the load ticket.

v. Ensuring all debris is removed from trucks at DMS and disposal sites.

vi. Collecting and physically controlling load tickets.

vii. Initialing each load ticket before permitting trucks to proceed from the check-in area to the tipping area.

viii. Monitoring all actual truck haul route mileage using GPS/GIS technology.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

ix. Verifying active equipment hours (standby time is not eligible).

x. Verifying labor hours (intermittent use of equipment may result in a crew having more equipment hours than labor hours. This type of discrepancy shall be verified by monitors).

xi. Remaining in regular contract with debris management/dispatch center or field supervisor.

xii. Overseeing debris reduction (burning, chipping).

xiii. Completing remaining sections of load ticket if debris is processed prior to final deposition.

xiv. Maintaining and cataloging all photo documentation of recovery work on a daily basis.

xv. Submission of all logs and load tickets to Field Supervisor on a daily basis

xvi. Monitoring DMS development and restoration.

xvii. Performing other duties as directed by the dispatch/staging operation, Public Works

Director, or other designated personnel.

D. Roving Monitors

Contractor shall provide Roving Monitor(s) at the request of the City if the City deems it necessary. The function of the Roving Debris Monitors is to verify only eligible debris is being removed from designated public right-of-ways, and public property within assigned debris pickup zones in the City of Sanford. The Roving Debris Monitors, at the discretion of the City, may supply any other monitoring needs deemed necessary by the City such as truck volume certification, emergency road clearing and various debris removal operations. Services include, but are not limited to:

i. The Roving Debris Monitor shall complete the following information on each debris removal form, the street name/zone number and/or Global Positioning Coordinates (GPS) for each debris removal item, the crew number, diameter size of the debris removal item and any future information the reimbursing federal agency may require.

ii. The Roving Debris Monitor will also take photos of street line prior to removal. The Roving Debris Monitor signature on the form verifies the work has been performed by the assigned vendor and the debris is eligible.

iii. The Roving Debris Monitor must retain the necessary copies of the debris removal form to be returned by the Project Manager to the debris operations base at the end of their shift. If the Roving Debris Monitor cannot attest to the accuracy of the information documented, the work performed and the eligibility of the debris, the monitor will not affix their signature to the form and will tag the ticket for non-payment and report the situation to the Public Works Director of designee.

E. Data Manager & Documentation The Contractor shall ensure all necessary documentation is provided to the City as follows;

i. Ensure all eligible debris removal operations activities are documented and tracked specific to the requirements of any applicable federal, state or local agencies.

ii. Documentation of the number of crews and types of equipment utilized, actual hours of operation and locations of work performed during the time and materials phase of operations.

iii. Completion of truck certifications, equipment certifications and establishment of a Quality Assurance and Quality Control (QA/QC) program throughout the life of the project.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

iv. Load tickets documenting the eligible debris removal and/or disposal activities by the applicable federal, state or local program.

v. Documentation of eligible hazardous stump removal, hangers, leaners or tree removal which includes photographic records, GPS coordinates, street or other information as available and applicable.

vi. Environmental authorizations and/or permits as applicable.

vii. Daily electronic spreadsheet summaries of cubic yards/tons collected, specified by governing federal public assistance program. The daily summary shall be communicated to the Public Works Director or designee.

viii. Production in electronic format (scanned) and paper copies of all documentation for submittal to federal and/or state agencies.

ix. Assist the City in creating field maps using GIS or equivalent, as well as track and monitor the assigned vendor progress in GIS, or equivalent.

x. Organize, maintain and provide to the City electronic copies of cost justification documentation in a satisfactory manner. All documentation and information related to the project shall be surrendered to the City upon completion of the project.

F. Reporting

i. Contractor shall provide to the City and the assign company (s) daily status reports, unless otherwise specified, of the debris removal operations, preparation of interim reports (as directed by the City), as well as a final report of the debris removal operations.

ii. The daily status report shall include at a minimum: the daily cubic yards/tons collected by material and by program to include first pass, first pass on non- federal aid roadways, second and subsequent passes on all roadways, cumulative totals in cubic yards/tons by debris type, number of debris removal crews and equipment operating, number of debris monitors in the field, cubic yards/tons hauled to recycling or salvage facilities.

iii. An interim status report may be required at the discretion of the City. A final report covering the history of the operations; the locations of debris management sites;

remediation and debris management site closure activities, including any environmental reports or authorizations generated; and the locations of final disposal sites and permits, recycling facilities and salvage facilities used during operations. The report may include identification of weakness in the operations and recommendations for future debris activities.

iv. Reports shall be in a format approved by the City.

G. Automated Debris Management System (ADMS) If Contractor utilized electronic debris monitoring, the electronic debris management system shall at a minimum create load tickets electronically eliminating the need for hand-written and scanned tickets. The system features shall include the following:

i. Paperless electronic (handheld device) data collection.

ii. Database shall be internet accessible to Subcontractors, City, state and other public entities on a need to know basis.

iii. Minimal manual entry of load ticket data fields.

iv. Automation of debris pickup location through use of satellite/GPS technologies

v. Evaluation of daily event status using web-based reporting and GIS tools

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

vi. Facilitation of the assigned vendor will provide invoice(s) reconciliation, FEMA documentation and applicant payment process enabled through an integrated database management system.

H. Load Ticket Prices

i. The Contractor shall establish an organized process that ensures complete and accurate data is being recorded on an approved debris load ticket. Load tickets shall consist of a digital database system with the ability to print tickets.

ii. The City shall have access to load ticket database at all times.

iii. The Contractor shall retain the original completed tickets on behalf of the City and provide copies to the assigned vendor, vehicle drivers, etc. as appropriate. Tickets shall be scanned in the event of a digital database failure. Digital and scanned tickets and supporting photographs shall be indexed by ticket number, street name, and be easily sortable, retrievable and printable.

iv. All hardcopy and electronic versions of the tickets shall be turned over to the City upon completion of the project.

v. Debris monitors shall be responsible for initiating debris load tickets at debris loading sites and estimating and recording the quantity of debris, in cubic yards (CY) on debris load tickets of all vehicles entering temporary DMS.

I. Loading Site Monitors The Loading Site Monitor shall be responsible for initiating load tickets where trucks are loaded and verifying the estimated amount of debris hauled at the temporary storage area or landfill. The following procedures shall be followed:

i. Complete the load ticket for all debris-hauling vehicles. The monitor shall keep one copy and give the original and remaining copies to the truck driver. The monitor’s copy shall be submitted to the Contractor’s Data Entry Supervisor or designated representative on a daily basis. Load ticket information shall be entered into a database by the Contractor’s data entry staff.

ii. Once a truck is loaded with debris at the loading site, the Loading Site Monitor shall fill out a load ticket. The load tickets issued by the Loading Site Monitors are the basis for the assigned vendor payment. Each item in the load ticket shall be completed or the load ticket will not be considered valid.

J. Disposal Tower/Site Monitors Disposal Tower/Site Monitors shall be stationed in the inspection tower and be responsible for estimating and recording the CY of debris on the load ticket for all incoming debris-hauling vehicles. The following procedures shall be followed:

i. Estimate the quantity of debris contained in the truck or trailer in CY. Each truck or trailer shall have the measured hauling capacity in CY recorded on the side of the truck or trailer.

That number shall be validated with the quantity stated in appropriate location on the load ticket.

ii. Record the name and the arrival time of the truck and confirm the type of debris in the truck.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

iii. Record the estimated volume of debris contained within the bed of the truck or trailer, in CY, under “Unloading Information” on the load ticket. The monitor shall print and sign their name in the designated block on the load ticket.

iv. Retain the original of the load ticket and give the remaining copies to the truck driver. The original load ticket shall be submitted to the Contractor’s Data Entry Supervisor or designated representative on a daily basis. Load ticket information shall be entered into a database by the Contractor’s data entry staff. Load tickets are controlled forms and cannot be lost since they will be used to verify the amount of money paid to the assigned vendor.

2.05 Load Tickets.

A. The Load Ticket shall include the following minimum information.

i. Ticket Number

ii. Contractor Name

iii. Loading Time (from work site)

iv. Dumping time (at disposal site)

v. Loading site monitor

vi. Dumping site monitor

vii. Contract number & the assigned vendor Name

viii. Load Site Location

ix. Date

x. Truck (Container) Number

xi. Truck Capacity (Container) in cubic yards

xii. Load size in cubic yards

xiii. Truck driver’s name

xiv. Dump Site Location

xv. Debris Classification (Vegetation, Construction/Demolition, Mixed, Other)

xvi. Pass Classification (1st, 2nd or subsequent)

xvii. Comment Section

xviii. Signatures (Load Site, Dump Site Monitors and the assigned vendor)

B. When a Field Monitor signs a load ticket, they are certifying that all information on the document is complete and correct. The Field Monitor shall not sign, create or accept any incorrect or partially complete information. Only tickets that are 100% complete will be paid by the City.

2.06 Pavement Monitoring and Reconciliation Process

The Contractor shall review, validate and reconcile all invoices prior to submission to the City for processing. The Contractor shall conduct a meeting at the beginning of the debris management operation to fully explain the process to the City and the assigned vendor representatives. All invoices from the assigned vendor shall be directed to the Contractor. Within seven (7) calendar days of receipt, the invoices shall be reviewed by the Contractor to be accepted or rejected. The Contractor shall notify the City and the assigned vendor of acceptance or rejection of the invoices. Once accepted invoices are reconciled Contractor shall submit a payment recommendation to the City. If the invoice is rejected, the Contractor shall clearly state the reasons for rejection and work with the assigned vendor to resolve immediately.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

2.07 Debris Vehicle & Equipment Certification

A. All debris hauling vehicles and equipment shall be measured and certified prior to performing debris removal. The Contractor shall complete a certification on each vehicle deemed appropriate for collection. In addition to completing vehicle certification forms, photographs must be taken of each vehicle showing the vehicle number and type of vehicle. These photographs shall be attached with the certification. Original copies of these certifications, including photographs, shall be retained by the Contractor on behalf of the City and shall be provided to the City upon their request or project completion. Additional copies shall be provided to the assigned vendor and the vehicle driver. Once these vehicles are certified, random verifications shall be performed at each DMS to assure that no vehicle modifications have been made and to confirm data accuracy.

B. Contractor shall measure the volume to the nearest cubic yard of usable space for each debris collection vehicle. Contractor shall complete a Vehicle Certification From for each vehicle. The original Vehicle Certification Form shall be delivered to the City. The Vehicle Certification Form shall have the following information.

i. Vehicle make, model

ii. Length

iii. Width

iv. Height

v. Volume in cubic yards

vi. Weight in tons, if applicable

vii. Tag number of vehicles

viii. VIN number of vehicles

ix. Vehicle type

x. Driver name

xi. Sub-Contractor representative name

xii. Certification monitor name certifying vehicle

xiii. Date

xiv. Vehicle certification number

C. When a monitor signs a vehicle certification, he or she is certifying that to the best of his or her knowledge and belief, the information is complete and correct. The certification monitor shall not sign or accept any partially completed information. The Contractor’s Project Manager shall review all truck certification forms with the assigned vendor (s) to assure completeness and accuracy of each form before forwarding it to the City.

2.08 Community Relations Assistance

The Contractor shall provide comprehensive community relations support during all phases of the disaster recover, including, but not limited to:

A. Regular status updates for public information use, per the frequency determined by the B. City.

C. Appropriate staff to assist with damage complaints resulting from the debris removal.

D. Complaints shall be tracked and forwarded to the project management team to be resolved with the assigned vendor.

E. Media Relations.

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

Solicitation Number:

RFP 24/25-18

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 8, 2025

TITLE: DISASTER DEBRIS MANAGEMENT SERVICES

F. Preparing any necessary audiovisual products, including fact sheets.

G. Participating in public meetings.

2.09 Miscellaneous Responsibilities

The Contractor shall provide the following at no cost to the City.

A. Attendance of annual pre-hurricane season meetings with the City.

B. Phone consultations and reference information to City staff upon request.

C. Training of selected City staff in essential debris management, monitoring, and collection functions to ensure appropriate interface with contractors, county, state, and federal agencies as directed by the Public Works Director or designee.

2.10 Additional Terms and Conditions including Definitions

1. Air Curtain Incinerator – Used to reduce woody materials such as tree stumps, limbs, vegetation, and other combustible materials by burning the materials in a manner designed to reduce smoke and control pollution. Operates by forcefully projecting a curtain of air across an open chamber or open pit in which combustion occurs. Incinerators of this type can be constructed above or below ground and with or without refractory walls and floor.

2. Applicant – A Non-Federal entity submitting an application for assistance under the Recipient’s Federal award.

3. Authorized Representative – City employees and/or contracted individuals designated by the City or City Debris Manager.

4. Central Transfer Station (CTS) – The CTS operated by the Seminole County Solid Waste Management Division located at 1950 State Road 419, Longwood, FL 32750.

5. Chipping or Mulching - Reducing wood related material by mechanical means into small pieces to be used as mulch or fuel. Woody debris can be reduced in volume by approximately 75 percent (75%), based on data obtained during reduction operations. The terms chipping and mulching are often used interchangeably.

6. City- refers to the City of Sanford, Florida.

7. City’s Designated Final Disposal Site- Osceola Road Solid Waste Management Facility located at 1930 E. Osceola Rd., Geneva, FL 32732 or other final disposal sites or end users as designated and approved in writing by the City.

8. Cleanup Crew – A group of individuals and/or an individual working for the disaster debris collection Contractor collecting disaster debris.

9. Construction and Demolition (C&D) Debris – See Eligible Construction and Demolition Debris.

10. Corrosive and/or Reactive- Examples of household hazardous Waste includes small quantities of normal household cleaning and maintenance products, latex and oil-based paint, cleaning solvents, gasoline, oils, swimming pool chemicals, pesticides, propane gas cylinders

11. Debris –Items and materials broken, destroyed, or displaced by a natural or manmade federally declared disaster. Examples of debris include but are not limited to trees, C&D, and personal property

12. Debris Clearance- Clearing the major road arteries by pushing debris to the roadside to accommodate emergency traffic.

13. Debris Disposal- Placing mixed debris and/or residue from volume reduction…