RFP_24_25-19_Debris_Hauling_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 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

Issuance | Release Date: Tuesday, May 6, 2025

Legal Advertisement Date: Friday, May 2, 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 below no later than Thursday, May 22, 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 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING 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 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 00458 E-Verify Compliance 00460 American with Disabilities Act Affidavit 00462 Financial Information Form 00470 Criminal Background Check, if required 00605 Performance Bond 00610 Payment Bond 00618 Insurance Requirements 00620 Vendor Form W9 Package 00835 Equal Employment Opportunity 00871 Guidance Buy America Provisions

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 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

ATTACHMENTS

Attachment “A” Addendum Receipt Acknowledgement Certification Attachment “B” Organization Information Attachment “C” References Attachment “D” Contractor Certification Regarding Scrutinized Companies Attachment “E” Proposed Schedule of Sub-Contractors Participation Attachment “F” Price Proposal and Acceptance of Proposal Terms and Conditions Attachment “G” Listing of Equipment Applicable to the bid Attachment “H” Solicitation Response Identification Label Attachment "I” Statement of No Bid Submittal Attachment "J” Foreign County of Concern Attestation

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 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

SECTION 1. PROJECT OVERVIEW.

1.01 INTENT AND PURPOSE.

The purpose of this Proposal is to secure one or more contractors to provide disaster debris removal and disposal services within the City of Sanford, Florida (City). The City seeks to establish one or more contracts for disaster debris removal, reduction, disposal and other emergency cleanup services following a disaster event.

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: $65,394.00 29 Parks Over 14 Lakes Public Golf Course Voted “Best Waterfront Vibrant Community Destination 2017” by Orlando Weekly

Magazine.

49th Largest City in Florida

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

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

discretion of the City. The successful proposer(s) shall be required to review the one-time term contract of Disaster Debris Removal 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. Services may not begin until after the execution of the agreement and approval or all require documentation.

1.04 MINIMUM REQUIREMENTS.

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 five (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 five (5) 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. Individuals 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: Must be knowledgeable and experienced with this type of project.

Must comply with all licensing and insurance requirements. All work must be performed under the direction of a qualified Supervisor, and in accordance with the accepted industrial practice relevant to work to be performed. Must comply with Federal, State, and Local ordinance and codes. 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.

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

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

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 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING 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 removal and disposal services within the City of Sanford, Florida (City). City seeks to establish one or more contracts for disaster debris removal, reduction, disposal, and other emergency cleanup services following a disaster event. Due to the urgency and level of service required following a disaster event, the City seeks proposals from qualified Contractors with sufficient experience in the specialized management of disaster response labor and subcontractors for the purpose of debris removal services, volume reduction services and the preparation, response, recovery, and mitigation phases of any emergency situation or disaster. Consequently, qualified Contractors must have the capacity and ability to rapidly mobilize and respond to potential wide-scale debris volumes typical of a hurricane in addition to localized small-scale volumes typical of a tornado.

The contractor must be able to assemble trucks, equipment, materials and crews immediately following a disaster and give the City priority status.

a. Provide emergency City roads and streets clearance to allow safe passage, if requested in the Notice to Proceed.

b. Remove vegetative debris for the City’s rights-of-way and public property and haul to a vegetative debris volume reduction-staging site.

c. Remove non-vegetative debris (appliances, household items) and construction and demolition (C&D) debris from City’s rights-of-way and public property to a temporary mixed debris-staging site or to a permitted landfill or to a recycling center as directed by the City.

d. Remove debris from private property under certain hazardous conditions as determined by the City.

e. Manage and control the debris volume reduction site and other temporary debris-staging site.

f. Before chipping vegetative debris (limbs and branches) must be hauled to the final disposal site under certain conditions and a City representative will provide instructions.

g. Operate vegetative debris volume reduction at the temporary vegetative staging site and haul to a final disposal site. Volume reduction may be by chipping and grinding.

Method to be used will be based on environmental considerations as well as all applicable federal, state, and local rules and regulations.

h. Comply with federal, state, and local laws and FEMA regulations.

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 Additional Terms & Conditions including Definitions:

The following terms are defined as follows.

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

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 operations into an approved landfill or recycling center.

14. Debris Removal- Picking up debris and taking it to a temporary storage site or permanent landfill.

15. Demobilization – Following the completion of services provided under the resulting contract, the

Contractor will remove all equipment, supplies and other associated materials involved in the services provided to the City. The Contractor will leave all sites utilized clean, restored to the original state as approved by the City, and verified through soil and groundwater samples.

16. Demolition – The act or process of reducing a structure, as defined by state or local code, to a collapsed state. It contrasts with deconstruction, which is the taking down of a building while carefully preserving valuable elements for reuse.

17. Disaster-Specific Guidance (DSG) – DSG is a policy statement issued in response to a specific post-event situation or need in a state or region. Each DSG is issued a number and is generally referred to, along with their numerical identification.

18. Environmental Compliance, Assistance and Pollution Prevention Program (ECAP3)- A group

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

within the Seminole County Solid Waste Management Division that coordinates disaster debris cleanup field operations.

19. Eligible – Eligible means qualifying for and meeting the most current stipulated requirements (at the time written Release Orders are issued and executed by the City to the Contractor) of the Public Assistance grant program, Federal Emergency Management Agency (FEMA) Publication 321, FEMA Publication 322, FEMA Publication 323, FEMA Publication 325, the most recent version of Public Assistance Program and Policy Guide (PAPPG), and all current FEMA fact sheets, guidance documents and disaster-specific documents. Eligible also includes meeting any changes in definition, rules or requirements regarding debris removal reimbursement as stipulated by the FEMA during the course of a debris removal project. Archive: Public Assistance Publications | FEMA.gov

20. Eligible Construction and Demolition Debris – FEMA Publication 325 define Eligible C&D debris as damaged components of buildings and structures such as: lumber and wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and floor coverings, window coverings, plastic pipe, concrete, fully cured asphalt, heating, ventilation and air conditioning systems and their components, light fixtures, small consumer appliances, equipment, furnishings and fixtures that are a result of a disaster event. (Note: This definition of C&D debris is for disaster recovery purposes and is not the same definition commonly used in other solid waste documents, such as Florida Department of Environmental Protection [FDEP] Chapter 62-701.) Current eligibility criteria include:

a. Debris must be located within a designated disaster area and be removed from an Eligible applicant’s improved property or right-of-way.

b. Debris removal must be the legal responsibility of the applicant.

c. Debris must be a result of the major disaster event.

21. Eligible Hazardous Limb- A hazardous limb that poses significant threat to the public. The current eligibility requirements for hazardous hangers according to FEMA PAPPG are the following:

a. The limb must be two (2) inches greater in diameter measured just before the break.

b. The limb must be suspended in a tree and threatening a public use area; and

c. The limb must be located on improved public property.

22. Eligible Hazardous Stump-A stump is defined as hazardous and eligible for reimbursement if all of the following criteria are met. The current eligibility requirements for hazardous hangers according to FEMA Publication 325 are the following.

a. The stump has fifty percent (50%) or more of the root ball exposed.

b. The stump is greater than twenty-four (24) inches in diameter when measured twenty-four (24) inches from the ground.

c. The stump is located on a public right-of-way.

d. The stump poses an immediate threat to public health and safety.

23. Eligible Household Hazardous Waste (HHW)- The Resource Conservation and Recovery Act (RCRA) defines hazardous waste as materials that are ignitable, reactive, toxic, corrosive, or meet other listed criteria. Examples of Eligible HHW include items such as paints, cleaners, pesticides, etc. The eligibility criteria for HHW are as follows:

a. HHW must be located within a designated disaster area and be removed from an eligible applicant’s improved property or right-of-way.

b. HHW removal must be the legal responsibility of the applicant.

https://www.fema.gov/assistance/public/policy-guidance-fact-sheets/publications-archive

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

c. HHW must be a result of the major disaster event.

d. Please note: The collection of commercial disaster-related hazardous waste is generally not eligible for reimbursement. Commercial hazardous waste will only be collected in the City with written authorization by the City Debris Manager. The disposal of all hazardous waste must be in accordance with all rules and regulations of local, state, and federal regulatory agencies.

24. Garbage- Waste that is regularly picked by the government agency. Example: food, plastics, wrapping, papers

25. Eligible Leaner-A tree is considered hazardous and defined as an Eligible leaner when the tree’s present state is caused by a disaster, the tree poses a significant threat to the public and the tree is six (6) inches in diameter or greater as measured four and a half (4.5) feet from the ground. The current eligibility requirements for leaning trees according to FEMA Publication 325 include:

a. The tree has more than fifty percent (50%) of the crown damaged or destroyed (requires written documentation from an arborist).

b. The tree has a split trunk or broken braches that expose the heartwood.

c. The tree has fallen or been uprooted within the public used area.

d. The tree is leaning at an angle greater than thirty degrees (30 ͦ).

26. Eligible Vegetation Debris- As outlined in FEMA Publication 325, Eligible Vegetative Debris consists of who trees, tree stumps, tree branches, tree trunks and other leafy material. Vegetative debris will largely consist of mounds of tree limbs and branches piled along the public right-of-way (ROW) by residents and volunteers. Current eligibility criteria include:

a. Debris must be located within a designated disaster area and be removed from an eligible applicant’s improved property or ROW.

b. Debris removal must be the legal responsibility of the applicant.

c. Debris must be a result of the major disaster event.

27. Eligible White Goods- As outlined in FEMA Publication 325, Eligible White Goods are defined as discarded disaster-related household appliances such as refrigerators, freezers, air conditioners, heat pumps, ovens, ranges, washing machines, clothes dryers and water heaters. White goods can contain ozone-depleting refrigerants, mercury or compressor oils that the federal Clean Air Act prohibits from being released into the atmosphere. The Clean Air Act specifies that only qualified technicians can extract refrigerants from white goods before they can be recycled. The eligibility criteria for white goods are as follows:

a. White goods must be located within a designated disaster area and be removed from an eligible applicant’s improved property or ROW.

b. White goods removal must be the legal responsibility of the applicant.

c. White goods must be a result of the major disaster event.

28. Emergency Relief Program – Provides for the funding of emergency roadway clearing and first pass disaster debris removal on federal air highways.

29. E-Scrap- End-of-Life- electronics, typically televisions, computers, and related components.

30. FEMA Publications 325 – Debris Management Guide- This publication is specifically dedicated to the rules, regulations, and policies associated with the debris cleanup process.

https://www.fema.gov/assistance/public/policy-guidance-fact-sheets/publications-archive

31. Field Inspector- See Monitor

32. Force Account Labor- Labor performed by the applicant’s permanent, full time, or temporary

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

employees.

33. Garbage- Waste that is regularly picked up by an applicant. Common examples of garbage are food, packaging, plastics, and paper.

34. Grinding- Reduction of disaster-related vegetative debris through mechanical means into small pieces to be used as mulch, fuel, or other beneficial use application. Grinding may also be referred to as chipping or mulching.

35. Hazardous Waste- Material and products from institutional, commercial, recreational, industrial, and agricultural sources that contain certain chemicals with one or more of the following:

characteristics, as defined by the Environmental Protection Agency:

a. Toxic

b. Flammable

c. Corrosive and/or

d. Reactive

36. Household Hazardous Waste- Used or leftover contents of consumer products that contain chemicals with one or more of the following characteristics, as defined by the Environmental Protection Agency:

a. Toxic

b. Flammable

37. Hold Harmless- General, a contractual arrangement whereby one party agrees to hold the other party without responsibility for damage or other liability incurred as a result of a particular action or transaction.

38. Household Hazardous Waste (HHW)- See Eligible Household Hazardous Waste.

39. Landfill- The Osceola Road Solid Waste Management Facility (ORSWMF) operated by the

Seminole County Solid Waste Management Division located at 1930 East Osceola. Rd., Geneva, FL 32732.

40. Learners- See Eligible Leaner.

41. Monitor- Person that observes day-to-day operations of debris removal crews to ensure they are performing eligible work, meeting the City’s expectations and contractual requirements and comply with all applicable federal, state, and local regulations. (May also be referred to as a Field Inspector.)

42. Mutual Aid Agreement- A written understanding between communities and States obligating assistance during a disaster. See FEMA RP9523.6m Mutual Aid Agreements for Public Assistance and Fire Management Assistance.

43. Non-Vegetative Debris- Includes, but not limited to, treated timber, plastic, glass, rubber products, metal products, sheetrock, cloth items, non-wood building materials and carpeting. Some non-burnable debris is recyclable

44. Osceola Road Solid Waste Management Facility (ORSWMF)- Also referred to as Seminole County Landfill or Landfill.

45. Outbuilding- Any structure secondary to a house such as a barn, shed or outhouse separated from the main structure.

46. Personal Protective Equipment (PPE)- Equipment worn to minimize exposure to a variety of hazards. May also be referred to as Safety Gear.

47. Recycling- The recovery and reuse of metals, soils, and construction materials that may have a residual monetary value

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

48. Recyclable debris- includes metal products, trailer parts, household appliances, or uncontaminated soil.

49. Refrigerant-Ozone-depleting compound that must be removed from white goods or other refrigerant containing items prior to recycling or disposal.

50. Right-of-Entry (ROE)- As used by FEMA, the document by which a property owner confers to an eligible applicant or its Contractor or the United States Army Corps of Engineers the right to enter onto private property for a specific purpose without committing trespass.

51. Rights-of-way (ROW)- The portions of land over which a facility, such as highways, railroads, and power lines are built. Includes land on both sides of the highway up to the private property line.

52. Scale/Weight Station-A scale used to weigh trucks as they enter and leave a landfill. The difference is weigh determines the tonnage dumped and a tipping fee is charged accordingly It also may be used to determine the quantity of debris picked up and hauled.

53. Seminole County Landfill- Also referred to as Landfill or Osceola Road Solid Waste Management Facility (ORSWMD).

54. Storage Sites- A location where debris is temporarily stored until it is reduced in volume and/or taken to a permanent landfill, recycling center, or other final disposal site.

55. Stumps- Tree stumps with base cut measurements less than two (2) feet in diameter will be disposed of with the same methods used for other vegetative debris. Tree stumps larger than two (2) feet in diameter will be disposed of by either splitting/dug up. After stump is extracted, the hole with be backfilled. The method will be at the discretion of the City.

56. Temporary Debris Staging and Processing Facility (TDSPF)- Site were collected debris is taken by the debris removal contractors for staging and processing prior to final disposal. May also be referred to as a Debris Management Site (DMS).

57. Temporary Debris Storage and Reduction (TDSR) Site – TDSR sites are locations designated by the City for the storage and reduction of disaster-related debris. May also be referred to as Debris Management Site (DMS).

58. Tipping Fee – A fee charged by landfills or other waste management facilities based on the weight or volume of debris dumped.

59. Treatment, Storage, and Disposal Facility (TSDF) – A facility that conducts hazardous waste management, including treatment, storage, and disposal.

60. United States Army Corps of Engineers (USACE) – A component of the United States Army responsible for constructing and maintaining military installations and other government-owned and controlled facilities. The USACE may be used by FEMA when direct federal assistance, issued through a mission assignment, is needed.

61. White Goods- See eligible White Goods.

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

2.04 Acronyms

1. ACI Air Curtain Incinerator

2. ACM Asbestos Containing Material

3. BCC Seminole County Board of County Commissioners

4. C&D Construction and Demolition

5. CBRA Coastal Barrier Resources Act

6. CBRN Chemical, Biological, Radiological and Nuclear

7. CBRS Coastal Barrier Resources System

8. CEI Construction Engineering and Inspection

9. CFR Code of Federal Regulations

10. CTS Central Transfer Station

11. CWA Clean Water Act

12. CZMA Coastal Zone Management Act

13. DDIR Detailed Damage Inspection Report

14. DEP Florida Department of Environmental Protection (Same as FDEP)

15. DMS Debris Management Site

16. DOT Department of Transportation

17. DPW Department of Public Works

18. DRM Disaster Recovery Manager

19. DTFL Debris Task Force Leader

20. ECAP3 Environmental Compliance, Assistance, and Pollution Prevention Program

21. EO Executive Order

22. EPA United States Environmental Protection Agency

23. ER Emergency Relief

24. ESA Endangered Species Act

25. ESF Emergency Support Function

26. FDEP Florida Department of Environmental Protection (Same as DEP)

27. FDOT Florida Department of Transportation

28. FEMA Federal Emergency Management Agency

29. FHWA Federal Highway Administration

30. FMIS Fiscal Management Information System

31. GIS Geographic Information System

32. GPS Global Positioning System

33. HHW Household Hazardous Waste

34. HUD Department of Housing and Urban Development

35. IA Individual Assistance

36. ICS Incident Command System

37. JFO Joint Field Office

38. NEPA National Environmental Policy Act

39. NHPA National Historic Preservation Act

40. NRCS Natural Resources Conservation Service

41. NRP National Response Plan

42. OCC Office of Chief Counsel

43. ORSWMF Osceola Road Solid Waste Management Facility

44. OSHA Occupational Safety and Health Administration

45. PA Public Assistance

46. PDA Preliminary Damage Assessment

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

47. PNP Private Non-Profit

48. PPDR Private Property Debris Removal

49. PPE Personal Protective Equipment

50. PW Project Worksheet

51. RACM Regulated Asbestos Containing Material

52. RCRA Resource Conservation and Recovery Act

53. RFB Request for Bid

54. RFP Request for Proposals

55. ROE Right-of-Entry

56. ROW Right-of-Way

57. RRC Rapid Response Crew

58. SHPO State Historic Preservation Officer

59. SWMD Solid Waste Management Division (Seminole County)

60. TDSPF Temporary Debris Staging and Processing Facility

61. TDSR Site Temporary Debris Storage and Reduction Site

62. TSDF Treatment, Storage, and Disposal Facility

63. USACE United States Army Corps of Engineers

64. USCG United States Coast Guard

65. USDA United States Department of Agriculture

66. WSRA Wild and Scenic Rivers Act

2.05 Contractors Responsibilities

a. The Contractor shall provide all necessary labor, materials, tools and equipment needed to complete this project.

b. Contractor shall supervise and direct the work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the work in accordance with the contract documents. Contractor shall keep on the job-site at all times during its progress a competent supervisor to serve as his representative and oversee the work.

c. Contractor shall secure any and all permits and licenses necessary for the performance of this project. Prior to commencing work copies of these permits and licenses must be furnished to the City of Sanford.

d. Contractor is responsible for verifying existing conditions and to notify the City in writing of any discrepancies, unsatisfactory conditions, etc. prior to start of work. Start of work will indicate Contractor's acceptance of conditions and full responsibility for completed work.

e. Contractor shall be responsible and use utmost care in protecting City property. Contractor shall be solely responsible for rectifying any and all damages including any work deemed as not acceptable by the City at no cost to the City.

f. Contractor must schedule all work with City representative

g. At the end of each workday, the Contractor shall insure that all areas are left in a clean, safe and acceptable manner.

h. Contractor shall confine operations at the site to areas permitted by applicable laws, ordinances, permits, and by the Contract documents.

i. Contractor is responsible for operating the DMS(s) in accordance with OSHA, EPA and FDEP guidelines.

j. Contractor may hire qualified subcontractors when required to perform specialized functions or work requiring specialized equipment; however, not before seeking prior written approval from the

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

City. All subcontractors must meet and satisfy requirements applicable to insurance, safety, etc. as the Contractor.

i. The Contractor will take all reasonable precautions to prevent damage, injury or loss to:

(a) all persons who may be affected by the performance of his operations, including employees; (b) all materials and equipment; and (c) all property at or surrounding the work site.

ii. The Contractor shall, if required, maintain suitable and sufficient guards and barriers and, at night, suitable and sufficient lighting for the prevention of accidents and all minimum safety standards required by municipal, City, State and Federal ordinances and laws.

iii. In an emergency affecting the safety of persons or property, the Contractor will act, with reasonable care and discretion, to prevent any threatened damage, injury or loss.

2.06 City’s Right to do work or to Terminate Contract

a. If the Contractor shall neglect to prosecute the work properly, or fail to perform any provision of this Contract, the City, after seven (7) days written notice to the Contractor, may without prejudice to any other remedy he may have, make good such deficiencies and may deduct the cost thereof from the payment then or thereafter due to the Contractor; provided, however, that the City shall approve both such action and the amount charged to the Contractor.

b. If the Contractor shall be adjudged bankrupt, of if he should make a general assignment for the benefit of his creditors, or if a receiver should be appointed on account of his insolvency, or if he should persistently or repeatedly refuse or fail to supply enough properly skilled workmen or proper materials, or if he should fail to make prompt payment to subcontractors for material or labor, or persistently disregard laws, ordinances or the instruction of the City's representative, or otherwise be guilty of a substantial violation of any provision of the Contract, the City, then upon the certificate of the City that sufficient cause exists to justify such action, may without prejudice to any other right or remedy, and after giving the Contractor seven (7) days written notice, shall terminate the contract and finish the work by whatever method it may deem expedient. In such case, the Contractor shall not be entitled to receive any further payment until the work is finished. If the unpaid balance of the Contract Price shall exceed the expense of finishing the work, such excess shall be paid to the Contractor. If such expense shall exceed the unpaid balance, the Contractor shall pay the difference to the City,

2.07 General Instructions

Clear City roads and streets to allow safe passage depending on the severity of the disaster and availability of City equipment. The Public Works Dept. will notify the Bidder in the Notice to Proceed should these services be needed.

a. Debris Removal Operations

b. Remove vegetative debris from the City’s rights-of-way and public property and haul to a temporary vegetative debris-staging site as determined by the Public Works Dept. or City hired monitoring agency.

c. Remove non-vegetative debris, from the City’s rights-of-way and public property to a

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

temporary debris-staging site or to a permitted landfill, site or recycling center as determined by the Public Works Dept. or City hired monitoring agency.

d. Remove debris from private property under certain conditions as determined by the City should an imminent threat to life, safety, and health to the general public be present on private property, or should other special circumstances exist.

2.08 Emergency Road Clearance

a. Work shall consist of all labor, equipment, fuel and associated costs necessary to clear and remove debris from City roadways, to make them passable immediately following a declared disaster event as directed by the City.

b. All roadways designated by the City Debris Manager shall be clear and passable within seventy

(70) working hours of the issuance of Release Orders from the City to conduct emergency roadway clearance work.

c. The City may choose to extend the Contractor’s seventy (70) hour limit through a written request. This may include roadways in municipalities within the City.

d. Clearance of these roadways will be performed as identified by the City Debris Manager. The Contractor shall assist the City and its representatives in ensuring proper documentation of emergency road clearance activities by documenting the type of equipment and/or labor utilized (i.e., certification), starting and ending times, and zones/areas worked.

e. Services performed under this contract element will be compensated using Schedule 2 – Hourly Labor and Equipment Price Schedule.

2.09 Debris Disposal Operations

a. Chip vegetative debris (limbs and branches) at the pick-up site and haul the resulting chips to a designated final disposal site as determined by the Public Works Dept.

b. Operate vegetative debris volume reduction at the temporary vegetative staging site as determined by the Public Works Dept. Volume reduction may be by chipping and grinding.

c. The Bidder must coordinate daily with the Public Works Dept. or City hired monitoring agency.

The Bidder must address and resolve issues that arise during the course of this work.

d. The Bidder shall conduct debris removal during daylight hours only, unless approved in writing, seven days per week. The Bidder is responsible for coordinating with the Public Works Dept. or City hired a monitoring agency in the event weather conditions delay or modify the proposed daily schedule.

e. The total number of actual hours worked by each crew will be according to the needs of the Public Works Dept. It is estimated that each crew will work a minimum of ten (10) hours per day, seven days per week. No guarantee of minimum hours is implied or expressed. Services required will be determined by the City.

f. The Bidder shall begin preparation for mobilization immediately after receiving the Notice to Proceed and be fully operational within forty-eight (48) hours. If emergency road clearance is needed, Bidder shall have crews working within twenty-four (24) hours.

g. Bidder is required to grind daily. Debris hauled in shall be chipped within forty-eight (48) hours.

h. All work, including site restoration prior to close-out, shall be completed within 30 calendar days after receiving notice from the City that the last load of debris has been delivered.

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

i. The Bidder shall supervise and direct the work, using qualified labor and proper equipment for all tasks. Safety of the Bidders personnel and equipment is the responsibility of the Bidder.

Additionally, the Bidder shall pay for all materials, personnel, taxes, and fees necessary to perform the work.

j. The Bidder must be duly licensed in accordance with the State of Florida statutory and regulatory requirements to perform work. The Bidder shall obtain all permits necessary to complete work. The Bidder shall be responsible for determining what permits are necessary to perform the work. Copies of all permits shall be submitted to the Public Works Dept.

k. The Bidder shall be responsible for correcting any notices of violations issued as a result of the Bidder’s or any subcontractor’s actions or operations during the performance of this contract.

Corrections for any such violations shall be at no additional cost to the City.

l. The Bidder shall be responsible for paying any or all costs associated with violations of law or regulation relative to their activities. Such costs may include but are not limited to: site cleanup and/or remediation; fines, administrative or civil penalties; and third party claims imposed on the City by any regulatory agency or by any third party as a result of noncompliance with Federal or local environment laws and regulations or nuisance statues by Bidder, their subcontractors, or any other persons, corporations, or legal entities retained by the Bidder under this contract.

m. The Bidder must attend any and all meetings required by the Public Works Dept. to evaluate the debris removal and disposal operations.

n. The Bidder must provide sufficient personnel and management to assure the requirements and specifications of work meets the requirements of this contract. The work will be closely monitored by the Public Works Dept. or City hired monitoring agency.

o. No debris shall be allowed to accumulate or be stored on public property or private property at any time without proper authorization from the Public Works Dept. Under no circumstances shall the accumulation of brush, limbs, cut trunks, logs, or other debris be allowed on public right-of-way in such a manner as to resulting a hazard to the public.

p. The Bidder is legally responsible for damage to the public and private property while performing duties outlined in these specifications.

q. Any damage to public and private property shall be reported to the Public Works Dept. or City hired monitoring agency immediately following its occurrence.

r. The Public Works Dept. or City hired monitoring agency shall have the right to require the Bidder to redo any work that is not done satisfactorily and in accordance with the requirements and specifications stated herein.

s. Such work needing to be redone shall be performed promptly and at no additional cost to the City, either during or after the expiration of the resulting agreement.

t. The Bidder is responsible for the preservation of all public and private property including turf, landscaping, sidewalks, curbs, fences, driveways, and sprinkler heads and valves. If any direct or indirect damage occurs to public or private property, on account or any act, omission, neglect, or misconduct in the execution of the work on the part of the Bidder, such property shall be restored by the Bidder at their expense to condition similar or equal to that existing before such damage or injury, or the Bidder shall repair such damage in a manner acceptable to the Public Works Dept.

u. Whenever electric and telephone lines, gas lines, water lines or any other improvement, public or private, may be jeopardized by any authorized work done by the Bidder, the proper utility agency and homeowner shall be consulted.

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

Solicitation Number:

RFP 24/25-19

REQUEST FOR PROPOSALS (RFP)

Term Contract Due Date:

May 29, 2025

TITLE: DEBRIS HAULING SERVICES

v. All motor vehicles and other major equipment used by the Bidder to do work shall be clearly identified with the name of their company.

w. No guarantee of minimum number of crews is implied or expressed and payment for services will only be made for actual work performed as required by the Public Works Dept. However, award will be reviewed in part on expediency of mobilization.

2.10 Eligible ROW C & D Debris Removal

a. The Bidder/Proposer shall provide all labor, services, equipment, materials, and supplies necessary to collect all brush, tree parts, non-burnable debris and C&D debris from the City rights-of-way and public property. All vegetative debris shall be hauled to debris volume reduction as designated by the Public Works Department or City hired monitoring agency.

b. The Bidder/Proposer will not trim hazardous limbs or cut down any trees without prior written consent of the Public Works Dept. The Public Works Dept. will be responsible for directing tree removal from City’s rights-of-way. Any damaged tree, whether on City rights-of-way or on private property, that poses a threat to public safety (including critical utilities) will be removed as directed by the City. This includes hazardous limbs as well as hazardous trees, and the stumps associated with such a tree.

c. The Bidder/Proposer shall exercise care so as not to generate litter during the removal process.

The Bidder/Proposer shall clean up loose material in the immediate vicinity of the right-of-way.

The Bidder/Proposer shall be responsible for the repair of any collateral damage caused to private or public property.

d. Work shall consist of as many passes as necessary, unless otherwise directed by the Public Works Dept., to collect all brush, tree parts and non-vegetative debris set out by residents for collection within the rights-of way from both sides of the roadway.

e. The Bidder/Proposer shall notify the Public Works Department or City hired monitoring agency of any significant damage to public or private property or major problems, such as equipment failure or loss of qualified labor, on a daily basis.

f. The Public Works Dept. will monitor all Contractor operations. The Public Works Dept. or City hired monitoring agency will have load site monitors stationed at designated “choke points”. The “choke points” must be kept to a minimum and located at a safe site along the primary haul road to the designated disposal site. Each truck driver will be given load tickets that validates where the material originated. The quantity of debris hauled will be estimated at the disposal site by the City.

The estimated quantity…