RFP 26052 Attachment A Scope of Work.pdf

RFP 26052 Attachment A

SCOPE OF WORK

The awarded contractor shall comply with all applicable federal laws, regulations, executive orders, FEMA requirements, specifically 2 CFR, Part 200, and the terms and conditions of the award. In addition, contractors providing submittals shall be responsible for complying with state law and local ordinances, and City of Suffolk Debris Management Plan.

General

Work shall consist of clearing and removing any and all eligible debris as defined by the FEMA Public Assistance Program and Policy Guide (PAPPG), latest version, all applicable State and Federal disaster-specific guidance and policies, City of Suffolk Debris Management Plan, and as directed by the City Debris Manager. Work may include:

• Determining debris eligibility

• Loading the debris

• Hauling the debris to an approved Temporary Disaster Debris Site (TDDS) or landfill

• Determining reduction/disposal method

• Reducing the debris

• Hauling the debris to an approved disposal facility

• Properly disposing the debris at the Temporary Disaster Debris Site (TDDS) or landfill.

The Contractor shall designate an on-site Project Manager. The Project Manager will be expected at daily meetings with the City Debris Manager and/or City Debris Manager’s representative. Daily meeting topics will include, but not limited to, volume of debris collected, completion progress, City coordination, and damage repairs. Frequency of meetings may be adjusted by the City Debris Manager.

The Contractor will provide a minimum of one crew to commence operations within 24 hours of issuance of the Notice to Proceed and/or task order.

The Contractor shall have a representative in the City Emergency Operations Center if requested.

Debris defined as ineligible by the PAPPG or State or Federal disaster-specific guidance or policies will not be loaded, hauled, or dumped under this contract unless written instructions are given to the Contractor by the City Debris Manager.

The Contractor shall give first priority to utilizing resources located within the disaster or emergency area.

The Contractor is responsible for ensuring that all subcontractors maintain valid driver’s licenses and equipment legally fit for travel on the road.

The Contractor shall comply with all laws, rules, regulations and ordinances regarding environmental protection.

Selected contractor will be subject to constant observation by City’s contracted debris monitoring firm. The monitoring firm will ensure debris removal efforts are within Public Assistance guidelines and in compliance with all applicable Federal, State, and local regulations.

Working hours shall be 7:00 AM through 7:00 PM, Monday through Saturday. Working hours shall be 1:00 PM through 7:00 PM on Sunday. No work outside these hours shall be allowed unless approved in advance by the City.

The Contractor shall provide disaster recovery technical program management assistance relating to reimbursement of eligible damage costs from federal and state agencies when available.

The Contractor shall obtain any and all necessary permits for the disposal of storm debris in a timely manner. The cost of all permits shall be the responsibility of the Contractor

Any and all permits that are necessary for the disposal of storm debris will be the contractor’s responsibility to obtain in a timely manner.

The Contractor is responsible for all damage, injury, or loss to any private property caused by the Contractor’s debris removal activities/operations.

The City reserves the right to obtain services from other vendors for recovery operations (i.e. tree cutting, demolition, etc. as needs dictate.

Emergency Road Clearance

As requested by the City Debris Manager, the Contractor will conduct emergency road clearance work.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to clear and remove debris from primary roads to make them passable immediately following a declared disaster event. All roadways designated by the City Debris Manager shall be clear and passable within a reasonable period of time from the issuance of the Notice to Proceed from the City.

Collection and Hauling

Prior to beginning any work, the City, or its representative, shall clearly number each truck hauling debris or piece of equipment loading debris. All vehicles must be certified by the City, or its representative, prior to debris collection.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs to collect and transport vegetative debris existing in the public right-of-way of roads to a City approved TDDS site or other designated disposal facility. Vegetative debris is defined as whole trees, stumps, trunks, branches, limbs, and other leafy material. Vegetative debris removal will be performed as identified by the City Debris Manager.

Work shall consist of all labor, equipment, fuel, and miscellaneous costs to collect and transport construction & demolition (C&D) debris existing in the public right-of-way of state maintained roads to a City approved TDDS site or other designated disposal facility. C&D debris is defined as components of buildings and structures, such as lumber and wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and other floor coverings, window coverings, pipe, concrete, asphalt, equipment, furnishings, and fixtures. C&D debris removal will be performed as identified by the City Debris Manager.

The Contractor shall make multiple complete passes through the City, removing all debris along e ach state maintained road right-of-way. Partial removal of debris piles is strictly prohibited. The Contractor shall not move from one designated work area to another designated work area without prior approval from the City or its representative.

Any eligible debris, such as fallen trees, which extends onto the ROW from private property shall be cut at the point where it enters the ROW and that part of the debris which lies within the ROW shall be removed. The Contractor shall not enter onto private property during the performance of this contract unless specifically authorized by the City Debris Manager, in writing. No FEMA ineligible debris shall be hauled from the designated area.

Debris shall be reasonably compacted into the hauling vehicle. No limbs shall be allowed to protrude more than 6” beyond the sides of the truck bed. Any debris extending above the top of the bed shall be secured in place so as to prevent it from falling off. Measures must be taken to avoid the blowing of debris out of the hauling vehicle during transport to the disposal site.

All debris shall be mechanically loaded and reasonably compacted into the trucks and trailers.

Hauling vehicles that are hand loaded or that require mechanical assistance for dumping will not be permitted to dump at the TDDS site, unless approved in advance by the City Debris Manager.

Loose leaves and small debris in excess of one bushel basket shall be removed within the designated area. No debris shall be left on the road surface. No single piece of debris larger than six inches (6”) in any dimension shall be left on site. Hand crews and rakes will be required.

When directed by the City, the Contractor shall remove vegetative debris, C&D debris, or other debris from property beyond the limits of public right-of-way provided it is necessary to abate imminent and/or significant threats to public health and safety to the community.

The Contractor is responsible for coordinating directly with utility owners to arrange for the removal of the debris without damage to the overhead utility lines, etc.

Load Tickets

The primary tracking mechanism for all debris loaded, hauled, and disposed of under this proposal will be the Load Ticket. Recent technological advancements have allowed for electronic or automated documentation of debris removal. The successful proposer should be prepared to manage debris removal operations that are documented using electronic and/or paper based systems.

Electronic or paper based load tickets will be initiated by an authorized representative of the City at the loading site and closed-out upon drop-off of each load at a TDDS site or permanent landfill. Load tickets will serve as the primary mechanism for monitoring Contractor performance and will provide documentation for Contractor payment and requests for FEMA reimbursement.

Equipment

All trucks and other equipment must be in compliance with all applicable federal, state, tribal, and local rules and regulations. Any truck used to haul debris must be capable of rapidly dumping its load without the assistance of other equipment, be equipped with a tailgate that will effectively contain the debris during transport and permit the truck to be filled to capacity.

Trucks or equipment designated for use under this contract shall not be used for any other work during the working hours of this contract. The Contractor shall not solicit work from private citizens or others to be performed in the designated work area during the period of this contract.

Under no circumstances will the Contractor mix debris hauled for others with debris hauled under this contract.

Equipment used under this contract shall be rubber-tired and sized properly to fit loading conditions. Excessive size equipment (100 CY and up) and non-rubber tired equipment must be approved for use on the road by the City Debris Manager.

Hand loaded vehicles are prohibited unless pre-authorized, in writing, by the City Debris Manager, following the event. All hand-loaded vehicles will receive an automatic 50% deduction for lack of compaction.

Traffic Control

The Contractor shall provide sufficient signing, flagging and barricading to ensure the safety of vehicular and pedestrian traffic at all debris removal, reduction and/or disposal site(s). All barricades, warning signs, lights, temporary signals, other protective devices, flagmen and signaling devices used under the performance of this work shall conform to the minimum requirements as set out in the Manual on Uniform Traffic Control Devices for Streets and Highways, Part VI, prepared by the National Joint Committee on Uniform Traffic Control Devices.

Management and Reduction

All debris processing shall include, but not be limited to reduction by tub grinding or chipping and/or incineration when approved by Currituck City. Prior to reduction, all debris shall be segregated between vegetative and clean, woody debris; construction and demolition (C&D) debris; white goods; recyclable debris and household hazardous wastes. Debris collected by Contractor at right-of-way, at the discretion of the City, may be hauled directly to the nearest lawfully permitted landfill, bypassing the TDDS site.

Temporary Disaster Debris Site (TDDS) Management and Operations

The City currently has four pre-approved temporary disaster debris staging sites.

Sleepy Hole – 3901 Sleepy Hole Road Holland Road – 3901 Southwest Blvd Downtown – 800 Carolina Road Whaleyville – Lucy Cross Road

The Contractor will construct and manage operations of all necessary and appropriate TDDS sites. The TDDS site must be approved for use by the Virginia Department of Environmental Quality (DEQ), Failure to obtain such approval will jeopardize reimbursement of costs associated with operations at the TDDS site(s).

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to manage and operate TDDS sites(s) for the acceptance, management, segregation, and staging of disaster related debris. TDDS site layout and ingress and egress plan must be approved by the City Debris Manager.

The Contractor will submit a TDDS site Debris Removal Operations and Environmental Protection Plan prior to debris arriving onsite, as requested.

The Contractor is responsible for operating the TDDS site in accordance with Occupational Health and Safety Administration (OSHA) guidelines.

Debris at the TDDS site will be clearly segregated and managed according to the separately priced collection operations. The City and/or City Debris Manager reserves the right to inspect the TDDS site(s), verify quantities, and review operations at any time.

The Contractor is responsible for providing TDDS site traffic control, dust control, and 24-hour site security. Gates, cables, or swing pipes should be installed as soon as possible for permanent access control, if a site is to be used longer than two weeks.

Site buffers should be flagged prior to use.

Contractor shall provide an inspection tower at each TDDS site from which the City or its authorized representative can make volumetric load calls. The tower will be provided by the Contractor and must meet the minimum specifications described in the following section.

The Contractor shall provide one portable toilet at each TDDS site for the use of City representatives during their inspection of dumping operations. The portable toilet shall be provided prior to start of any dumping operations and kept in a sanitary condition by the Contractor throughout the duration of dumping operations.

When included in the task order, the contractor will construct a hazardous materials containment area.

The Contractor will develop and implement a strategy maximizing debris recycling and beneficial use.

All unapproved waste will be immediately containerized and/or removed from the site and properly disposed.

The contractor shall manage the TDDS site to minimize the risk of fire.

Upon completion of haul-out activities, Contractor shall remediate the site to pre-disaster condition and obtain a written release from the City or its authorized representative.

Debris Site Tower Specifications

When included in the task order, the Contractor will install an inspection tower for each TDDS site. Inspection towers shall be designed and constructed to meet all applicable safety standards.

The inspection platform of the tower shall be constructed at a minimum height of 10 feet from surrounding grade to finished floor level, have a minimum eight feet (8’) by eight feet (8’) of usable floor area, be covered by a roof with two feet (2’) overhangs on all sides, and be provided with appropriate railings and a stairway. Platform shall be enclosed, starting from platform floor level and extending up four feet (4’), on all four (4) sides. The design for the inspection tower must be certified by an engineer.

Care shall be taken to place the towers at a sufficient distance away from any reduction operations.

Reduction by Chipping/Grinding

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm generated debris by grinding. Chipping/grinding must be approved by the City Debris Manager prior to commencement of reduction activities.

Unless otherwise noted, vegetative debris reduction will be completed at the site.

Grinding wood debris for use as mulch, compost bulking agent, or industrial boiler fuel is encouraged if feasible as a method of management. Debris must be separated prior to grinding, and only tree waste and untreated and unpainted lumber shall be included in the chipping.

Dust control measures shall be implemented when necessary to prevent dust from moving off-site or causing visibility problems.

Contractor must obtain approval to reduce C&D debris from City Debris Manager. If approved for reduction by City Debris Manager, C&D debris must be reduced via grinding in order for the City to compensate the Contractor for reduction.

Reduction by Incineration

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to reduce storm generated debris by incineration. Incineration must be approved by the City Debris Manager prior to commencement of reduction activities.

Open burning should always be a last resort.

Incineration or mauling of C&D is not an acceptable method of C&D reduction.

Haul-Out of Reduced Debris to Final Disposal Site

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to pick up and transport reduced material existing at a City approved TDDS site to a final disposal facility.

All un-reduced storm debris must be transported to a final disposal facility separately from reduced debris.

Tree Operations

Removal of Leaning Trees, Hanging Limbs, and Extraction of Uprooted Roots

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary to remove all hazardous trees six inches (6”) or larger in diameter if the tree has 50% or more of the root-ball exposed; hanging limbs two inches (2”) or greater at the point of break; and uprooted stumps existing in the right-of-way of state maintained roads.

For trees that have less than 50 % of the root-ball exposed, flush cut the tree to ground level and dispose of the cut portion based on volume or weight.

Debris generated from the removal of hazardous trees, hanging limbs two inches (2”) or greater, and uprooted stumps existing in the public ROW will be transported to a City approved TDDS site or other designated disposal facility.

Removal and transportation of hazardous trees, hanging limbs two inches (2”) or greater and uprooted stumps existing in the public ROW and private property, as well as scattered vegetative debris on private property, will be performed as identified by the City Debris Manager.

All disaster specific eligibility guidelines regarding size and diameter of leaning trees and uprooted stumps will be communicated to the Contractor, in writing, by the City Debris Manager.

Entry onto private property for the removal of vegetative hazards will only be permitted when directed by the City or its authorized representative. The City will provide specific Right-of-Entry (“ROE”) legal and operational procedures.

Hazardous Stump Extraction and Removal

The Contractor shall extract and remove all stumps that have 50% or more of the root-ball exposed if the stump is 2 feet (24”) or larger in diameter and measure 2 feet above the ground and are determined to be hazardous to public access as directed by City Debris Manager.

Stumps will be hauled to a TDDS site where they shall be inspected and categorized by size.

Hazardous stumps less than twenty-four inches (24”) in diameter will not be paid on a per unit extraction rate.

Backfilling of stump root-ball holes where 50% or more of the root-ball was exposed is required;

clean fill dirt shall be compacted as directed by City Debris Manager.

If grinding a stump in-place is less costly than extraction, grinding the stump in-place may be an alternative and directed by the City Debris Manager.

If the Contractor discovers any potential archeological resources during stump removal, the Contractor must immediately cease work and notify the City Debris Manager.

For stumps that have less than 50% of the root-ball exposed, flush cut the item at ground level and dispose of the cut portion based on volume or weight. Grinding any residual stump is not eligible.

Removal of stumps smaller than 2 feet (24”) in diameter will be directed by the City Debris Manager.

Specialty Removal

Canal/Waterway Debris Removal

The Contractor shall remove storm debris from drainage canals and ditches at direction the City Debris Manager. The City will seek approval by FEMA to use Public Assistance funding. If approved, efforts will be monitored for strict compliance with federal regulations regarding eligibility for reimbursement costs. The City may direct and fund this effort independently if FEMA approval is not obtained.

Household Hazardous Waste Removal, Transport, and Disposal

Work shall consist of all labor, equipment, fuel, and miscellaneous costs necessary for the removal, transportation, and disposal of Household Hazardous Waste (HHW).

The removal, transportation, and disposal of HHW includes obtaining all necessary local, state, and federal handling permits and operating in accordance with all local, state, and federal regulatory agencies.

Abandoned Vessel Removal

Work shall consist of the removal of abandoned vessels from non-Federally maintained navigable waterways. The removed vessels will be hauled to a City approved staging area for a limited timeframe and subsequently disposed of by the appropriate regulatory agency.

Abandoned Vehicle Removal

Work shall consist of the removal and haul out of abandoned vehicles in areas identified and approved by the City. The removed vehicles will be hauled to a City approved staging area for a limited timeframe and subsequently disposed of by the appropriate regulatory agency.

Animal Carcass Removal and Disposal

Work shall consist of the removal of animal carcasses in areas identified and approved by the City. The carcasses will be hauled to a City approved staging area and subsequently disposed of by the appropriate regulatory agency.

White Goods

The Contractor may expect to encounter white goods available for disposal. White goods will constitute household appliances as defined in FEMA’s PAPPG. Proper disposal of Freon is required. The Contractor will handle the disposition of all white goods encountered in accordance with applicable federal, state and local laws.