RFP_Solicitation_Document.PDF

PUR-F-304 Rev 04/2017

City of Casselberry | Finance Department | Procurement Division 95 Triplet Lake Drive, Casselberry, Florida 32707

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

Issuance | Release Date: Thursday, May 18, 2017

Legal Advertisement Date: Thursday, May 18, 2017 (Orlando Sentinel)

To: All Prospective Proposers

From: Willie Velez, CPPB – Procurement Administrator

Dear Potential Proposer:

The City of Casselberry, 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 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 (Schedule of Values) and

Acceptance of Proposal Terms and Conditions.

There will be no pre-proposal conference held for this project. Questions regarding this solicitation must be received in writing at the address above no later than Thursday, June 1, 2017 at 3:00 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 Casselberry website: http://www.casselberry.org/bids.aspx and to the Onvia DemandStar®

System website: http://www.demandstar.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 Casselberry, Florida.

City of Casselberry, Florida | Procurement Division http://www.casselberry.org/bids.aspx http://www.demandstar.com/

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

TABLE OF CONTENTS

SECTION TITLE

PAGE

NUMBER

1 Project Overview 3

2 Scope of Services and Technical Requirements 7

3 General Instructions for Proposal Delivery and Preparation 51

4 Proposal Schedule 56

5 Proposal Response, Criteria and Evaluation Point Values 56

6 Evaluation Process 60

7 General Terms and Conditions 65

ATTACHMENT TITLE

PAGE

NUMBER

A Statement of No Proposal Submittal 77

B Insurance Requirements 78

C Conflict of Interest Statement 80

D Non-Collusion/Lobbying Certification 82

E Drug-Free Workplace Certification 83

F Price Proposal (Schedule of Values) and Acceptance of Proposal

Terms and Conditions

G Addendum Receipt Acknowledgement Certification 85

H Organizational Information 86

I Proposed Schedule of Subcontractor Participation 87

J Contractor Certification Regarding Scrutinized Companies 88

K References 89

L Federal Non-Collusion/Lobbying Certification 90

M Certification Regarding Debarment, Suspension, and Other

Responsibility Matters – Primary Covered Transactions

N Grant Conditions and Federal Provisions Acknowledgement of

Terms, Conditions and Grant Clauses

O Draft Agreement 93

P Solicitation Response Identification Label 94

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

SECTION 1. PROJECT OVERVIEW.

1.01 INTENT AND PURPOSE.

It is the intent of this solicitation to engage qualified firms to in preparation for future Disasters by entering into Pre-Event Agreements for Debris Removal/Management Services and Ancillary

Preparation/Recovery Services. The City will accept proposals from qualified contractors with experience in disaster and debris removal services and the preparation, response, recovery, and mitigation phases of any emergency situation or disaster. It is the intent of the City of Casselberry to award this contract to one (1) Tier 1 Contractor and one (1) or more Tier 2 Contractor(s). The

Contractor(s) will be responsible for all debris operations and recovery services listed within this solicitation. The City reserves the right to activate pre-event multiple contractors at the same time dependent upon the severity of the storm and the availability of the contractors.

The awarded contract(s) as a result of this solicitation process and issued work will be in full compliance and accordance with 2 CFR 200 and FEMA Guidelines.

1.02 BACKGROUND.

The City of Casselberry was incorporated in 1940, and is located at the crossroads where U.S. Highway

17-92 and State Road 436 intersect. Both of these roads are known for the substantial retail and multi-family development. The City is committed to redevelopment activities along U.S. Highway 17-92, including a mix of retail, government, residential and recreational activities.

Located just 20 minutes northeast of downtown Orlando, Casselberry’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, Casselberry 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, police, the construction and maintenance of streets, sidewalks, parks, stormwater, wastewater, water and other infrastructure, engineering, planning and community development, code enforcement, general administration and support services, and recreational and cultural events.

A quick City Snapshot (as of 2015, provided by the Casselberry Economic Development Office):

Area: 7.1 square miles

Population: 27,527

Median Household Income: $41,776.00

18 Parks

Over 24 Lakes

Public Golf Course

Voted “Best Workplace for Commuters” by the National Center of Transit Research

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

1.03 TERM.

It is anticipated an Agreement will be awarded for a three (3) year term to begin upon approval and execution by the City; with the opportunity for additional one (1) year renewal periods when in the best interest of the City. Total contract length, including all renewals shall not exceed six (6) years. 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 disaster debris removal/management services and ancillary preparation/recovery services with the City on an annual basis.

1.04 MINIMUM REQUIREMENTS.

In order to be considered, the firm must meet all of the following criteria:

A. The Proposer shall have been in business for a minimum of three (3) 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 (3) 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 three (3) 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 three (3) years, corporation documents with date of inception, certificate of authority, etcetera.

a. In this case the Proposer shall submit to Procurement 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.

B. The Proposer must currently be engaged in emergency disaster recovery services on a full time basis, year round.

C. The Proposer must demonstrate a minimum of three (3) immediate previous consecutive years’

(2014 through 2017) experience of providing DEBRIS MANAGEMENT/DISASTER

RECOVERY business as the prime contractor and at least in one (1) event the prime contractor in a jurisdiction of at least 20,000 people. The Proposer shall demonstrate meeting this minimum qualification requirement by completing and submitting Attachment “K” References with your proposal response. Three (3) consecutive years’ experience is defined as May, 2014 through

April, 2017. The Proposer must provide ALL requested information in Attachment “K”

References to demonstrate meeting this requirement. Proposers not demonstrating minimum similar and acceptable experience will be deemed non-responsible.

D. Provide letter from an authorized agent of Florida admitted bonding company stating:

1. Maximum bonding capacity of the Proposer.

2. Bonding Company and Contractor are capable of fulfilling all bonding requirements set

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

forth is this solicitation, inclusive of 1) meeting time requirements of producing performance and payment bonds; and 2) Surety evidencing bonding capacity to handle the potential debris management operations of $1,000,000 annually.

3. This letter shall be valid for one year from the anniversary date of the commencement of the Stand-By Agreement, and shall be resubmitted for validity to the City every year thereafter throughout the term of the Stand-by Agreement.

E. The Proposer (Company) shall provide a letter from their insurance agent stating the Proposer’s ability to obtain the insurance requirements of General Liability of not less than $1,000,000.00, Business Auto Policy of not less than $1,000,000.00 and Worker Compensation Insurance covering all employees meeting Statutory Limits.

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.

1.05 RFP SECURITY BOND.

A RFP Security Bond is not applicable for this project.

1.06 PERFORMANCE AND PAYMENT BONDS.

Upon award of this project, the successful proposer(s) shall furnish a Performance and Payment Bonds, or alternative form of performance and payment security such as; a money order, certified or cashier’s check, cash (U.S. currency only), letter of credit as outlined herein. This is a Standby / Pre-Event

Agreement. Upon activation of a Pre-Event Agreement by the City, the Contractor will be required to provide Performance and Payment Bonds in the amount of $1,000,000 or 100% of the Contract value, whichever is greater, within seventy-two (72) hours of the issuance of a written ‘Notice to Proceed’ by the City. Once activated, the Payment and Performance Bonds shall be in force for a period of not less than one (1) year from the date of original execution by the Bond Surety. No commencement of work shall be authorized by the City without receipt of the Performance and Payment Bond or alternative security.

A. The Performance and Payment Bond shall be submitted in the form of a Payment and

Performance Bond; made payable to the City of Casselberry, issued by a Surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

1. The Surety must be rated as "A+”® or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc., located at 1 Ambest Road, Oldwick, New Jersey

08858. For the latest ratings and Insurance Guide, access www.ambest.com.

2. In lieu of a Payment and Performance Bond, the successful proposer(s) may select one

(1) of the below listed alternative methods to provide the required security:

i. A money order, certified or cashier’s check drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Casselberry;

ii. An irrevocable Letter of Credit drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the http://www.ambest.com/

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Casselberry. The irrevocable Letter of Credit shall contain the following:

The “Beneficiary” shall be stated as:

City of Casselberry

95 Triplet Lake Drive

Casselberry, Florida 32707

The Letter of Credit shall also contain the following language:

“It is a condition of this letter of credit that it shall be deemed automatically extended without amendment for one (1) year from the present or any future expiration date of this letter of credit unless at least forty-five (45) days prior to such expiration date we notify the beneficiary by certified mail that we elect not to consider this letter of credit renewed for such additional period.”

iii. Cash (U.S. currency only).

3. The terms of the Payment and Performance Bond or alternative form of security used shall be:

i. The successful proposer(s) shall assure faithful performance of this project;

ii. The successful proposer(s) shall assure timely payments to all persons providing labor, materials and/or supplies used in the performance of the work associated with this project;

iii. Any interest earned as a result of the City depositing the accepted money order, certified or cashier’s check, or cash received into an interest bearing account shall be retained by the City; and,

iv. Nothing in this section shall be construed to limit the authority of the City

Commission, the City Manager, or the Procurement Administrator to require other security in addition to, or in lieu of, those bonds or in circumstances other than those specified herein, when in the best interest of the City.

B. Return of Payment and Performance Bond or alternative form of security used. It shall be the sole responsibility of the successful proposer(s) to request in writing from the City the return of the Payment and Performance Bond or alternative form of security used. The request shall be considered no earlier than thirty (30) calendar days upon completion and final acceptance of the

City, or expiration in a satisfactory manner of the awarded Agreement associated with this project. Payment and Performance Bonds or alternative form of security used shall not be returned unless requested by the successful proposer(s) in writing.

THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

SECTION 2. SCOPE OF SERVICES AND TECHNICAL REQUIREMENTS.

2.01 GENERAL PROJECT DESCRIPTION AND REQUIREMENTS.

A. GENERAL PROJECT DESCRIPTION.

The City of Casselberry is preparing for future Disasters by entering into a pre-event contract for

Debris Management Services and Ancillary Services. The City will accept proposals from qualified contractors with experience in disaster and debris removal services and the preparation, response, recovery, and mitigation phases of any emergency situation or disaster.

It is the intent of City of Casselberry to award this contract to one (1) Tier I Contractor and one

(1) or more Tier II Contractor(s). The Contractor(s) will be responsible for all debris operations listed within this Agreement. The City reserves the right to activate multiple contractors at the same time dependent upon the severity of the storm and the availability of the contractors.

The Contractor shall have an excellent understanding of the documentation involved for the reimbursement from FEMA, FHWA, or Other Federal Agencies, and the State relief programs to make the process of cost recovery efficient and accurate. The processes and documentation required will be in strict compliance with FEMA, FHWA, FDOT or other State and Federal

Agencies, and other State relief programs regulations regarding eligibility.

This Request for Proposal is solicited in accordance with Federal Procurement requirements as provided in 2 CFR 200. Contractors must follow and comply with all applicable requirements stated in 2 CFR §200.318 through §200.326 and Appendix II to Part 200 in the execution of this

Agreement and must require and enforce similar compliance with all sub-contractors.

It is the City’s belief that the service required is adequately described herein. Therefore, any negotiated contract, which may result from this RFP, must include the entire effort required of the Contractor to provide the service described. Specifically, no additional fees shall be allowed for any additional services performed for any reasons whatsoever except those directly attributable to the City’s errors or omissions. A provision to this effect shall be included in any negotiated contract.

B. GENERALLY INCLUDED SERVICES.

1. Services for contract shall include Emergency Debris Road Clearance (Push), Debris

Removal (including tree, limb and stump removal in accordance with FEMA Guidelines), DMS Management and Transportation of Debris to disposal site. All work shall follow the Occupational Safety and Health Administration (OSHA) and Environmental

Protective Agency(s) requirements to maintain a safe working environment. City has the right to increase or decrease the Contractor’s assignment and/or areas of operation within the scope of this Agreement.

2. The Contractor(s) shall also be responsible for providing various ancillary services to

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

assist in other areas of emergency response and recovery. Following is a list of ancillary services to be provided:

a. Emergency Power Generators

b. Temporary Satellite Communications

c. Temporary Sanitary Facilities

d. Reefer and Refrigerator Container with ice delivery

e. Potable Water Truck and Drinking Water

f. Mobile Fleet Repair Facilities, Technicians and Mechanics

g. Temporary Signage and Traffic Control

h. Canteen, Tents, and furnishings, inclusive of Operation and Staffing

i. Emergency Temporary Dry-in of Facilities

j. Temporary Security

k. Temporary Lighting

l. Emergency Cleaning of Stormwater Catch Basins and Wastewater

Appurtenances

m. Temporary Fueling Facilities, inclusive of storage and dispensing

n. Rental of Various Types of Equipment (i.e. loaders, dump trucks, etcetera) with operators

o. Temporary Fencing

3. The Tier I Contractor may be required to conduct one (1)-day (up to 8-hours) annual planning and training activities with City throughout the term of the agreement. This planning and training shall include, at a minimum, preliminary DMS review, review and update debris collection zone maps, review and update of primary road clearance routes, local subcontractor coordination, and items such as hazardous waste handling, beach and

FEMA guidelines. The cost for this planning and training shall be included in the unit cost for each activity and be at no additional cost to the City.

4. The proposal shall outline the ability to provide expert guidance with the current FEMA guidelines and regulations as they relate to disaster generated debris. All work will be in conformity with the guidelines and policies specified above.

C. CITY’S CURRENT DEBRIS MANAGEMENT SITE (DMS)

The current location for the City’s Debris Management Site (DMS) for the resulting Agreement is located at:

Casselberry Golf Club – Debris Staging Area

Across 132 Park Avenue

Casselberry, Florida 32707

Lat. 28:39:55.7245 / Long 81:19:6.7004

Waste planned for Management: Yard Trash

WACS ID: 102918

However, the City reserves the right to amend the DMS as deemed necessary.

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

D. DEFINITIONS.

1. Air Curtain Incinerator – An air curtain incinerator operates by forcefully projecting a curtain of air across an open, integrated combustion chamber (fire box) or open pit or trench (trench burner) in which combustion occurs. Air curtain incinerator include both firebox and trench burner units

2. Agreement – a legal instrument by which a non-Federal entity purchases property or services needed to carry out the project or program under a Federal award. The term as used in this part does not include a legal instrument, even if the non-Federal entity considers it a contract, when the substance of the transaction meets the definition of a

Federal award or sub-award (see 2 C.F.R § 200.92 Sub-award).

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

4. Chipping or Mulching – The process of reducing wood material, such as lumber and vegetative debris, by mechanical means into small pieces to be used as mulch or fuel.

5. City Approved Final Disposal Site – a final disposal location approved in writing by the

City.

6. City Debris Manager – the City will designate a City Debris Manager who will lead the debris removal process and provide general oversight for all phases of debris removal operations within the City.

7. Cleanup Crew – A group of individuals and/or an individual employed by the disaster debris collection Contractor to collect disaster debris.

8. Clean Vegetative Debris – Clean, woody debris and other organic materials that can be chipped and mulched. Clean vegetative debris is free of treated lumber, plastic, household hazardous waste, construction and demolition debris, etc.

9. Construction and Demolition (C&D) Debris – PAPPG defines eligible construction and demolition (C&D) debris as components of buildings and structures such as:

lumber/wood, gypsum wallboard, glass, metal, roofing material, tile, carpeting and floor coverings, window coverings, pipe, concrete, asphalt, equipment, furnishings and fixtures that are a result of a disaster event. Current eligibility criteria include:

a. Debris must be located within a designated 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.

10. Contractor – 1) Contractor means an entity that receives a contract as defined in 2 C.F.R.

§200.22 Contract. 2.) The individual(s) or firm(s) to whom the award is made and who executes the Contract Documents. The Contractor is the same as the Bidder.

11. Debris – PAPPG defines debris as includes, but is not limited to, vegetative debris, construction and demolition debris, sand, mud, silt, gravel, rocks, boulders and vehicle and vessel wreckage.

12. Debris Clearance – Clearing roads by pushing debris to the roadside in order to accommodate emergency traffic.

13. Debris Management Site (DMS) – A site that is established when FEMA applicants are unable to take debris directly from the collection point to the final disposition location. A

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

location to temporarily store, reduce, segregate, and/or process debris before it is hauled to a final disposal site. May also be referred to as a Temporary Debris Storage and

Reduction Site (TDSR Site) or Temporary Debris Staging and Processing Facility

(TDSPF).

14. Debris Monitoring – Actions taken by the City, either by City staff or contractual services, in order to document eligible quantities and reasonable expenses during debris activities to ensure that the work complies with the contract scope-of-work and/or is eligible for Federal or State grant reimbursement.

15. Debris Eligible – Defined in PAPPG as:

a. Must be associated with an eligible facility, including debris on the Property of the eligible facility;

b. Removal of debris from improved public property and public rights-of-way

(ROWs), including Federal-aid roads;

c. Residential debris, if City authorizes residents to place incident-related debris on public ROWS for a limited period of time, with the following exclusions:

i. Debris place on public ROWs from commercial properties;

ii. Debris placed on the public ROWS resulting from removal of materials related to the construction, repair, or renovation of either residential or commercial structures.

d. Eligible means qualifying for and meeting the most current stipulated requirements (at the time written Notice to Proceed is issued and executed by the

City to the Vendor) of the Public Assistance grant program, publication 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 Federal

Emergency Management Agency during the course of a debris removal project.

16. Debris Not Eligible – Defined in PAPPG as:

a. Debris removal from the following is not eligible:

i. Federally maintained navigable channels and waterways;

ii. Flood control works under the authority of the Natural Resources

Conservation Service (NRCS);

iii. Agricultural land; and

iv. Natural unimproved land, such as heavily wooded areas and unused areas.

b. Removing debris to restore the pre-disaster capacity of engineered facilities may be eligible as Permanent Work.

17. Debris Removal (Category) – PAPPG defines debris removal activities, such as clearance, removal, and disposal are eligible as Category A if the removal is in the public interest based on whether the work:

a. Eliminates immediate threats to lives, public health, and safety;

b. Eliminates immediate threats of significant damage to improved public or private property;

c. Ensures economic recover of the affected community to the benefit of the community at large; or

d. Mitigates risk to life and property by removing substantially damaged structures and associated structures and appurtenances as needed to convert property

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

acquired using HMGP funds to uses compatible with open space, recreation, or wetlands management practices. Such removal must be completed within 2 years of the declaration date unless extended by the FEMA Assistant Administrator of the Recovery Directorate.

18. Debris Removal Contractor - Conducts debris removal operations per the terms of the resulting Agreement. Term includes primary Contractor(s), subcontractors and individual crews.

19. Demobilization – Following the completion of services provided under the resulting contract, the Vendor will remove all equipment, supplies and other associated materials involved in the services provided to the City. The Vendor will leave all sites utilized clean and restored to the original state as approved by the City and verified through soil and groundwater samples.

20. Designated Area – Generally bounded by the City line and includes public property and rights-of-way within the City that was directly affected by a debris-generating event.

21. Disaster Case Management – The Disaster Case Management Program (DCMP) is a federally funded program administrated by the Department of Homeland Security’s

Federal Emergency Management Agency (FEMA). In the event of a presidentially declared disaster, the Governor of the impacted State may request the implementation of the DCMP if the declaration includes Individual Assistance.

22. Electronic Waste (E-Waste) – PAPPG defines E-Waste as electronics that contain hazardous materials, such as computer monitors, televisions, cell phones, and batteries.

These products may contain minerals and chemicals that require specific disposal methods.

23. Eligible – Eligible means qualifying for and meeting the most current stipulated requirements (at the time written Notice to Proceed is issued and executed by the City to the Contractor) of the Public Assistance grant program, FEMA Public Assistance

Program and Policy Guide, 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

Federal Emergency Management Agency during the course of a debris removal project.

24. Emergency Debris Road Clearance - The initial debris clearance activity by purchasing debris to the roadside as necessary to eliminate life and safety threats and accommodate emergency traffic.

25. FEMA – Federal Emergency Management Agency

26. FEMA Public Assistance Program and Policy Guide, Publication #FP 104-009-2, January

2016 (PAPPG) – This publication is specifically dedicated to the rules, regulations and policies associated with the debris removal process. Familiarity with this publication and any revisions, can aid a local government to limit the amount of non-reimbursable expenses. The PAPPG provides the framework for the debris removal process authorized by the Stafford Act including:

a. Eliminating immediate threats to lives, public health and safety.

b. Eliminating immediate threats of significant damage to improved public or private property.

c. Ensuring the economic recovery of the affected community to the benefit of the community-at-large.

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

27. Garbage – Waste that is regularly collected through the City’s normal waste collection methods. Includes all putrescible or non-putrescible wastes such as but not limited to, plastics, paper, cardboard, kitchen and table food waste, and animal, vegetative, food or any organic waste that is a result or residential or commercial activities.

28. Grinding – Reduction of disaster-related vegetative debris through mechanical means into small pieces to be used as mulch or fuel. Grinding may also be referred to as chipping or mulching.

29. Hand Loading - Debris that is loaded entirely by hand/manual labor without the assistance of loading equipment.

30. Hazardous Broken Limbs/Branches – A hazardous limb or branch “hanger” that poses an immediate threat to the public. The current eligibility requirements for hazardous broken limbs or braches according to PAPPG, the limb or branch must satisfy all of the following requirements:

a. The limb must two inches (2”) or greater in diameter (measured at the point of 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.

31. 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 stumps according to PAPPG are:

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

b. The stump is two fee (2’) or larger in diameter measured two feet (2’) above the ground; and

c. Extraction is required as part of the removal. diameter when measured twenty-four (24) inches from the ground.

32. Hazardous Tree - A tree is considered hazardous and defined as an eligible according to

PAPPG when 1) incident-damaged tree; 2) tree has a diameter of six inches (6”) or greater measured four and one half feet (4 ½’) above ground level; and the tree:

a. Has a split trunk;

b. Has a broken canopy; or

c. Is leaning at an angle great than thirty degrees (30°).

33. Hazardous Waste - PAPPG defines hazardous waste as a waste that appears on one of the four hazardous waste lists in Title 40 of the Code of Federal Regulations (CFR) Part 261 or exhibits at least one of the following four characteristics:

a. Ignitability

b. Corrosivity

c. Reactivity

d. Toxicity

e. Hazardous waste is regulated under the Resource Conservation and Recovery Act

(RCRA) and contains properties that make it potentially harmful to human health or the environment.

34. Household Hazardous Waste (HHW) – PAPPG defines HHW as a hazardous product or material used and disposed of by residential consumers, rather than commercial or industrial consumers. HHW includes some paints, stains, varnishes, solvents, pesticides, and other products or materials containing volatile chemicals that catch fire, react, or

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

explode under certain circumstances, or that are corrosive or toxic. HHW mixed with other debris types will contaminate the entire load, which necessitates special disposal methods. The overall cost of debris disposal can escalate quickly if HHW collection and disposal is not planned and executed with care.

a. HHW must be located within a designated 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.

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

d. 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. The disposal of all hazardous waste must be in accordance with all rules and regulations of local, state and federal regulatory agencies.

35. Mixed Debris - Mixture of various types of debris including, but not limited to, construction and demolition debris, vegetative, white goods, metals, household generated waste, household hazardous waste, abandoned vehicles, tires, etc. that has been mixed with construction and demolition debris or other materials at the load site prior to removal. The Contractor is required to sort mixed debris at the Load Sites if minor amounts of undesirables are present, as determined by City.

36. 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 are in compliance with all applicable Federal, State and local regulations. May also be referred to as a “Field Inspector”.

37. Putrescent Debris – any debris that will decompose or rot, such as animal carcasses or other fleshy organic matter.

38. Recycling – The recovery or use of wastes as a raw material for making products of the same or different nature as the original product.

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

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

41. Rights-of-Way (ROW) – The portions of land over which facilities such as public roads, highways, railroads or power lines are built. It includes land on both sides of the facility up to the private property line.

42. Scale/Weigh Station – A scale used to weigh trucks as they enter and leave a landfill. The difference in weight 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.

43. Soil, Mud, and Sand – PAPPG defines as Floods, landslides, winds, and storm surges often deposit soil, mud, and sand on improved public property and public rights-of-way.

Facilities commonly affected by this type of debris include streets, sidewalks, storm and sanitary sewers, water treatment facilities, drainage canals and basins, parks, and public swimming pools.

44. Temporary Debris Staging and Reduction Site – Temporary Debris Staging and

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

Reduction (TDSR) sites are locations designated by the City for the temporary storage and reduction of disaster related debris.

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

46. 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.

47. Vegetative Debris – As outlined in PAPPG, eligible Vegetative Debris includes whole trees, stumps, trunks, branches and other leafy material. Vegetative debris will largely consist of mounds of tree limbs and branches piled along the public ROW by residents and volunteers. Current eligibility criteria include:

a. White goods must be located within a designated 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.

2.02 SCOPE OF SERVICES - GENERAL.

1. The City is requesting proposals from qualified and experienced Contractors to assist the

City with debris removal and recovery operations after a wind driven disaster or other emergency/disaster events. Duties shall include project management, coordination of recovery activities necessary to meet FEMA eligible requirements for maximum reimbursement. Contractor shall coordinate with FEMA, City’s Monitoring firm and

City Staff. Contractor shall provide equipment and personnel in sufficient quantity to rapidly remove and dispose all storm related debris, data management, provide daily quantity and progress reports to City Staff, community relations or any other tasks as directed by the City Manager or his designee.

2. The Contractor shall perform all services in a professional and workmanlike manner and in compliance with all applicable rules, regulations, policies, and guidelines of FEMA, FHWA, NCRS, FDOT and any other applicable federal, state and local agencies laws, ordinances, rules, regulations and permits. Only the highest quality of workmanship will be acceptable. Services, equipment and/or workmanship not conforming to the intent of the awarded Agreement or meeting the approval of the City may be rejected.

Replacements and/or rework, as required, will be accomplished at no additional cost to the City.

3. Contractor shall comply with all of the requirements of 2 C.F.R. §200.321 in the execution of this Agreement, and shall require and enforce similar compliance with all sub-contractors for contracts awarded by non-Federal Entities under Federal Awards which are incorporated herein by reference as if enumerated herein in their entirety.

4. Under the resulting Agreement, work shall consist of coordinating and mobilizing an appropriate number of cleanup crews, as determined by the City Representative. Work shall also include the clearing and removing of any and all “eligible” debris as most currently defined (at the time Notice to Proceed is issued and executed by the City for the

Contractor) by the Public Assistance grant program guidelines, Federal Emergency

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

Management Agency (FEMA) Public Assistance Program Policy Guide (PAPPG), all applicable state and federal Disaster Case Management documents, FEMA fact sheets and policies and as directed by the City. Eligible also includes meeting any changes in definition, rules or requirements regarding debris removal reimbursement as stipulated by

FEMA during the course of a debris removal project. The aforementioned definition of

“eligible” applies to all uses throughout Scope of Services.

5. Work will include: 1) examining debris to determine whether or not debris is eligible; 2) loading the debris; 3) hauling debris to City approved DMS(s) or City approved Final

Disposal Site(s); 4) reducing disaster related debris; 5) hauling reduced debris to a City approved Final Disposal Site; and 6) disposing of reduced debris at a City approved Final

Disposal Site. Debris not defined as eligible by FEMA PAPPG, state or federal policies will not be loaded, hauled or dumped under this contract unless written instructions are given to the Contractor by the City. It shall be the Contractor’s responsibility to load, transport, reduce and properly dispose of any and all disaster generated debris which is the result of the event under which the Contractor was issued Notice to Proceed, unless otherwise directed by the City in writing.

6. Work shall consist of coordinating and mobilizing an appropriate number of cleanup crews, as determined by the City. Work shall also include the clearing and removing of any and all “eligible” debris as defined in the Notice to Proceed. All work shall be performed in accordance with FEMA Public Assistance Program and Policy Guide, Publication #FP 104-009-2, January 2016 or current version.

7. Eligible includes meeting the current and any changes in definition, rules or requirements regarding debris removal reimbursement as stipulated by FEMA during the course of a debris removal project. The aforementioned definition of “eligible” applies to all uses throughout Scope of Services items.

8. Debris not defined as eligible by FEMA, state or federal policies will not be loaded, hauled or dumped under a Pre-Event Agreement unless written instructions are given to the Contractor by the City. It shall be the Contractor’s responsibility to load, transport, reduce and properly dispose of, any and all disaster generated debris, which is the result of the event under which the Contractor was issued Notice to Proceed, unless otherwise directed by the City in writing.

9. The Contractor must be capable of assembling, directing and having the capacity to manage a major workforce, with multiple subcontractors, that can be fully operational in debris management operations and to cover the expenses of a major recovery prior to being paid by the City. Established management teams must be in place. The

Contractor(s) shall have the resources to provide the equipment and personnel necessary to cover a major disaster.

10. Contractor shall bear all of its own operating costs and is responsible for all permits, license fees, and maintenance of its own and subcontractor’s trucks, and equipment to keep such property in condition and manner adequate to accomplish contracted services.

All services shall be provided in an appropriate approved area where stormwater laden pollutants will remain on site and not be transported to a state water body or stream leading to one.

11. The Contractor must provide expertise, technical guidance and consultation before, during and after the disaster event. The Contractor shall provide administrative support

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

for contracted operations, on-site management staff to work with City staff, and field supervisors, operators, drivers, laborers along with appropriate vehicles, equipment, housing, hand tools and all other incidentals to ensure a successful recovery operation.

12. No guarantee is expressed or implied as the volume of services, if any, that shall be procured under this Request for Proposal by the City of Casselberry.

13. Documentation Management and Support activities include, but are not limited to:

a. Assisting the City in preparation of FEMA and State reports for reimbursement, including training of City employees and review of documentation prior to submittal;

b. Working closely with County and State Emergency Management, FEMA, and other agencies to ensure that debris collection, debris disposition and all supporting data meet each agency’s requirements for reimbursement eligibility;

c. Providing towers, lift equipment for site monitors, load tickets, field inspection reports and other data sufficient to provide substantiation for FEMA and State reimbursement.

14. Additional support may include providing technical expertise, guidance and participation in the following areas:

a. Damage assessment to include plan development, procedure development, staff training and staff augmentation;

b. Comprehensive mitigation program to include mitigation plan, staff training, cost benefit analysis, project management, environmental review and staff augmentation;

c. Develop debris plan to include staff training;

d. Provide technical support and assistance in developing and dispersing public information.

15. MOBILIZATION:

a. Initial communication. The Contractor is responsible to contact the City’s representative ninety-six (96) hours, forty-eight (48) hours AND twenty-four (24) hours prior to an emergency event anticipated to effect the City.

b. The Contractor shall make every attempt to communicate via telephone with the

City’s appointed representative immediately after the event to receive an initial assessment of damage. The Contractor shall then report to the City’s Emergency

Operations Center. In the event the Contractor is unable to reach the City’s representative they shall report immediately to the designated City Emergency

Operations Center.

c. Initial on-site response shall be deemed as having a Contractor’s representative physically present at the Casselberry Emergency Operations Center within twelve

(12) hours after notification of need. Performance shall be deemed as the commencement of work as defined by Task Order within twelve (12) hours of issuance of Notice to Proceed. Should the recovery work not be fully underway within seventy-two (72) hours of the event, the liquidated damages clause (Refer to Agreement) shall be imposed.

d. Compensation for Standby Equipment related to Ancillary Recovery Services –

Excluding Debris Management Services – Following are procedures should the need for immediate equipment no longer exist based on minimal storm damage or

Phone: 407-262-7700, extension 1137 or 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2017-0194

REQUEST FOR PROPOSALS (RFP)

Due Date:

June 13, 2017

TITLE: DISASTER DEBRIS REMOVAL/MANAGEMENT SERVICES AND

ANCILLARY PREPARATION/RECOVERY SERVICES

the storm by-passes the City:

i. The City will release the equipment to the Contractor for deployment outside of the City of Casselberry. This process shall be in writing with the City’s Representative signature authorizing the release of the equipment.

ii. In the event the equipment cannot be redirected, the City shall compensate the Contractor based on a daily rate schedule or pro-rated fee based on the

Agreement’s rate schedule.

e. Contractor will not be compensated by the City nor must the Contractor invoice the City for stand-by…