RFPP 24041 Recycling Facility Equipment Repai.pdf

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THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: February 27, 2024

TO: Debris Management Vendor

SUBJECT: RFP #24041 Emergency On-Call Debris Management Services

You are invited to submit a proposal for work that shall consist of coordinating and mobilizing an appropriate number of cleanup crews, as determined by the scope of the debris, for the Solid Waste Department.

Inquiries regarding proposals should be made to Samantha Murray, Community Business Procurement Coordinator, 706-510-5671, or accbids@accgov.com. Technical questions may be directed to Suki Janssen, Director of Solid Waste at 706-360-7868, or email: suki.janssen@aacgov.com.

A pre-proposal conference to respond to all inquiries with regards to this project will be held at 10:00 AM ET, Wednesday, March 6, 2024 in the Solid Waste Conference Room, located at 725 Hancock Industrial Way in Athens, Georgia. Potential offerors are strongly encouraged to attend.

The estimated range of this project is $300,000.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens- Clarke County.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing, One (1) paper copy(s) without pricing, and One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule must be submitted. Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #24041 Emergency On-Call Debris Management Services” and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, Thursday, March 28, 2024

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

mailto:accbids@athensclarkecounty.com mailto:suki.janssen@aacgov.com

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The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. DEFINITIONS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed envelope)

VI OPTIONAL FORMS

A: BID LIST APPLICATION – should be submitted prior to the bid submission. If you have never registered to do business with ACCGOV

VII DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than three "reference projects" which represent the

Page | 5 design teams approach to design solutions for projects of similar scale and complexity, and the information on these projects must indicate the contributions of proposed key personnel in the design and development of the "referenced projects" cited in the submittal.

6. Other Relevant Information: Include any other relevant information concerning the project in this section.

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SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number, and TITLE (RFP #24041 Emergency On-Call Debris Management Services).

If you have an ACCGov Vendor Number please include it on the sealed envelope or container. If you do not know your vendor number, please email: vendor@accgov.com. If you do not have a vendor number but you are awarded this RFP, you will be invited to submit your vendor registration per the following instructions:

https://www.accgov.com/DocumentCenter/View/88465.

Please Note: The ACCGov Vendor Number is not required to submit a proposal, and new vendor registrations will not be processed for bidding/proposal purposes only.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing One (1) paper copies of the signed proposal WITHOUT price One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule

(Must be submitted separately in a sealed envelope)

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

mailto:vendor@accgov.com https://www.accgov.com/DocumentCenter/View/88465

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

EMERGENCY ON-CALL DEBRIS MANAGEMENT SERVICES

SOLID WASTE DEPARTMENT

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide work that shall consist of coordinating and mobilizing an appropriate number of cleanup crews, as determined by the scope of the debris for the Solid Waste Department, Athens, Georgia for a one-year period, with the option to extend the contract for four additional one-year terms if agreed upon by all parties.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available Tuesday, February 27, 2024

Pre-Proposal Conference .................................. 10:00 A.M. ET, Wednesday, March 6, 2024 Deadline for submission of questions ............... Monday, March 11, 2024

Deadline for receipt of proposal ....................... 4:00 P.M. ET, Thursday, March 28, 2024 Proposals Valid Until ....................................... June 1, 2024

C. CONTACT PERSON

The contact person for this RFP is Samantha Murray, Community Business Procurement Coordinator, at 706-510-5671, or accbids@accgov.com. Technical questions may be directed to Suki Janssen, Director of Solid Waste at 706-360-7868, or email: suki.janssen@aacgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

mailto:suki.janssen@aacgov.com

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Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and fax number, and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx)or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of sixty (60) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx

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K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. SITE VISIT:

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the site constitute grounds for a claim after contract award.

N. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens- Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

O. MULTIPLE AWARDS

In addition to other factors, and notwithstanding the paragraph titled “Award of Contract”, proposals will be evaluated on the basis of advantages and disadvantages to the Unified Government of Athens-Clarke County that might result from making more than one award (multiple awards). Individual awards will be for the items or combination of items or groupings of items that result in the lowest aggregate cost to the Unified Government, including any assumed administrative costs.

P. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

R. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract

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S. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

T. NON-DISCRIMINATION ORDINANCE

Contractor agrees to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia.”

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for coordinating and mobilizing an appropriate number of cleanup crews, dependent upon the scope of the debris, as per the scope of services outlined below.

A. INTRODUCTION AND PURPOSE

Under this contract, work shall consist of coordinating and mobilizing an appropriate number of cleanup crews, as determined by the scope of the debris on a per job basis. Work shall also include the clearing and removing of any and all “eligible” debris as most currently defined (at the time written notice to proceed is issued to the Contractor) by the Public Assistance grant program guidelines, Federal Emergency Management Agency (FEMA) Publications, and all applicable state and federal Disaster Specific Guidance (DSG) documents, FEMA fact sheets and policies. Eligibility 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 the Scope of Services. Work will include 1) examining debris to determine whether or not debris is eligible; 2) documenting the debris by road name, photo, amount in CY, and latitude/longitude, 3) loading the debris; 4) hauling debris to an ACCGov approved DMS(s) or ACCGov approved Final Disposal Site(s); 5) reducing disaster-related debris; 6) hauling reduced debris to an ACCGov approved Final Disposal Site; and 7) disposing of reduced debris at an ACCGov approved Final Disposal Site. Debris not defined as eligible by current FEMA Publications or state or federal DSGs or policies will not be loaded, hauled, or dumped under this contract. It shall be the Contractor’s responsibility to load, transport, reduce, and properly dispose of any and all disaster-generated debris that is the result of the event under which the Contractor was issued notice to proceed, unless otherwise directed by the appointed County Debris Manager during the event, in writing.

ACCGov personnel will complete the initial debris clearance for access from public streets and highways, including the moving of debris to unblock a street or highway. ACCGov intends to perform debris clearance for access within its own forces or under existing contracts between ACCGov and local firms. However, in a significant disaster, these resources may be insufficient to perform the clearance activities in a timely manner and the Contractor may be directed to perform them.

After activation of the contract and after a preliminary damage assessment, ACCGov and the Contractor, together, will establish a schedule of events depending on the severity of the disaster surrounding Athens-Clarke County. This schedule of events shall include the dates for the:

• Last pass of the removal of public and/or private vegetative debris

• Last pass of the removal of construction and demolition debris

These Last pass dates shall be very important to both ACCGov and the Contractor because of the liquidated damages that may be implemented if the Contractor does not meet these dates.

EMERGENCY ROAD CLEARANCE

In normal circumstances, ACCGov will perform emergency road clearance within 70 working hours. However, ACCGov may request aid for this. If requested for emergency clearance, this contract work shall consist of all labor, equipment, fuel and associated costs necessary to clear and remove debris from Athens-Clarke County roadways, to make them passable immediately following a declared disaster. All roadways designated by the County Debris Manager shall be clear and passable within 70 working hours of the issuance of Purcase Orders from ACCGov to conduct emergency roadway clearance work. ACCGov may choose to extend the Contractor’s 70-hour limit through a written request. This may include roadways in municipalities within Athens-Clarke County or other governmental agencies under the legal responsibility of ACCGov. Clearance of these roadways will be performed as identified by the County Debris Manager. The Contractor shall assist ACCGov 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

Page | 12 zones/areas worked. Services performed under this Contract element will be compensated using current FEMA guides at the time of the disaster emergency. Immediately following a disaster, it may be necessary to perform emergency clearance of primary transportation routes as directed by ACCGov. Payment under this item will be on an hourly basis for manpower and equipment as listed in Part II of the Price Proposal. This hourly work will only be conducted for the first 70 hours unless otherwise agreed in writing.

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FULL DEBRIS REMOVAL CONTRACT ACTIVATION

Upon activation of this contract the Contractor will begin work as directed by Athens-Clarke County following the bid award.

This will include work to handle all functions of debris management and removal.

This includes maintenance and management of any DMS which includes installation of any required culverts with adequate turning radius for vehicles used by Contractor to haul debris and the development and creation and maintenance of any needed access roads from an asphalt street to the dump area and any necessary improvements to dump site to prevent vehicles from becoming stuck in mud and unable to use dump site during wet conditions. This includes hauling and placing gravel for the site. Contractor shall provide for any environmental requirements to include, but not limited to, wind-born debris control fencing, silt fencing or water retention berms. The Contractor shall construct a roofed inspection tower sufficient for a minimum of three (3) inspectors (scissor lifts may be used as towers, if approved by ACCGov). The gravel cost and other necessary site preparation costs will be invoiced to ACCGov. Payment under this pay item shall be based on a per cubic yard quantity.

The Contractor shall be responsible to assemble, direct and a workforce that can complete all debris management tasks.

The Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks.

Safety of the Contractor’s personnel and equipment is the responsibility of the Contractor including the posting of traffic control signage. Additionally, the Contractor shall pay for all materials, personnel, taxes and fees necessary to perform under the terms of the contract.

The Contractor shall ensure that wherever non-English speaking crews are utilized, at least one crew supervisor must be fluent in English.

The Contractor shall be responsible for correcting any notices of violations issued as a result of the Contractor’s or any subcontractor’s actions or operations during the performance of the contract. Corrections for any such violations shall be at no additional cost to ACCGov and/or the authorized agencies.

The Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of federal, state or local governments or agencies, or of any public utilities or other private Contractor.

Contractor must be able to mobilize management staff and field crews.

One of FEMA requirements is for ACCGov to have monitoring service observe and document the procedures of hired “hauler” contractors who are responsible for recovery efforts of damaged disaster debris from public and private property, public areas and public right-of –ways. The monitoring service will ensure that ACCGov hired disaster debris removal contractors only recover disaster damaged debris that is eligible for reimbursement by FEMA and that is covered under the individual contractor’s contract. The selected “hauler” contractor will coordinate work with ACCGov’s hired monitoring service contractor to ensure that the monitoring service is aware of their daily work schedules. The monitoring service will complete load tickets that document the following for each group of items collected by the “hauler” contractors:

• Using load tickers, keep a detailed list of items recovered;

• Document location of where the items were recovered;

• Estimate the weight of the original items collected

• Track the name of the company and employee who collected the collected the items;

• Document whether or not the items recovered by the hauler contractor were eligible under the hauler’s contract;

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• Document whether or not the items recovered are eligible under FEMA reimbursement guidelines;

• Document if the recovered items are hazardous and require special handling;

• Document if hazardous items are staged separately for other non-similar disaster debris;

• Document if the hauler followed the proper procedures to dispose of the hazardous disaster debris;

• Document the methods used by the hauler contractor to reduce the volume of the disaster debris prior to disposal into the landfill;

• Document the disposal method for all disaster debris collected by the hauler contractor; and

• Reconciled the disaster debris load tickers to the haulers invoices for accuracy prior to ACCGov paying the haulers invoices.

The Contractor shall be responsible for filling to grade with like material all surface damage, such as rutting and pavement damage caused by the Contractor’s equipment during debris removal. The Contractor shall repair all damage to existing grade, road shoulders, sidewalks, drainage structures, trees, shrubs, grassed areas, above ground utilities etc. caused by the contractor’s equipment or personnel. The Contractor shall preserve and protect all existing structures, utilities, vegetation and etc. on or adjacent to work area.

The Contractor(s) shall be responsible for reporting to the EOC and cleaning up all petroleum, oil, lubricant “poll” spills caused by the Contractor(s)’s operations at no additional cost. Immediate containment actions shall be taken as necessary to minimize effect of any spill or leak. Cleanup shall be in accordance with applicable Federal, State and local laws and regulations.

The Contractor shall repair or replace with like material all damaged mailboxes as soon as possible after which the damage occurred. The Contractor shall contact the person(s) making the claim regarding damages within 24 hours after receiving the claim.

The Contractor shall provide ACCGov with a weekly report listing all damage claims and outlining the status of all damage repairs.

Contractor should have experience working on construction sites and be familiar with safety regulations.

They should have the ability to estimate debris quantities, tree diameters, differentiate between debris types, properly fill out load tickets, and follow all site safety procedures. Specific services may include:

• Coordinating daily briefings, work progress, staffing, and other key items with the ACCGov EOC.

• Work with and coordinate work with ACCGov hired monitoring services contractors.

• Scheduling work for all team members and contractors and subcontractors on a daily basis.

• Alert ACCGov and the debris contractor(s) of safety concerns during the debris removal process by conducting both routine and random safety inspections of operations.

• Developing daily operational reports to keep ACCGov informed of work progress.

• Complete Hazardous Stump Worksheet and other pertinent report preparation required for reimbursement

• FEMA and any other applicable agency for disaster recovery efforts by ACCGov staff and designated debris removal contractors.

• Providing a Final Report within 30 days of completion of the recovery operations.

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DAMAGED AREA ESTABLISHED

A. On task activation/contract for clean-up following a bid process; the awarded Contractor will be provided with a detailed county map to correlate to his or her proposed clean-up areas as he or she identified while preparing their bid. Any and all debris on the right of way, caused by the storm identified, must be moved per FEMA guidelines.

B. ACCGov will establish the priority of and shall approve the geographic work areas and types of debris in advance, which the Contractor will be allowed to work. Daily and/or weekly scheduled meetings will be held to determine approved work areas. If multiple contracts are awarded, each Contractor will be assigned a geographic area or type of debris. ACCGov may choose to reassign areas at any time for any reason. The Contractor shall remove all debris and leave the site from which the debris was removed in a clean and neat condition with the understanding that there will be small quantities of leaves, twigs, etc.

remaining behind.

a. Determination of when a site is in a clean and neat condition will be at the reasonable judgment of ACCGov or its agent. Contractor will not be allowed to “cherry pick” debris.

C. The designated area for debris removal (the county right-of-way) is bounded by the county limits of

ACC and includes public property and right-of-way (ROW), county parks and county debris staging areas within the county. The County Debris Manager, in conjunction with the EMA Director, may also authorize the Contractor to perform debris removal on non-county roadways or other areas, as directed in writing by the County Debris Manager or through the EMA Director in writing. If tasked with debris removal on Federal Highway Administration (FHWA) Emergency Relief (ER) Program eligible roadways, the Contractor will be required to provide crews separate from those providing county ROW debris removal services. The crews allocated to provide debris removal from FHWA-ER eligible roadways will only collect debris from FHWA-ER eligible roadways. Further, the Contractor shall abide by all eligibility requirements and guidance set forth by FHWA for debris removal on FHWA-ER Program eligible roadways.

D. The County Debris Manager will authorize and approve which services the Contractor shall provide from the scope of services and which zones/areas must be prioritized.

E. All debris identified by the County Debris Manager shall be removed. The number of complete passes the Contractor shall conduct through the county is at the discretion of the County Debris Manager.

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 ACCGov or its authorized 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 County Debris Manager in writing. All teams will have an ACCGov representative monitoring, this may be paid or volunteer personnel.

F. Loose leaves and small debris 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 in any dimension shall be left at the point of collection.

G. Contractor shall deliver all disaster related debris to an ACCGovapproved Temporary Debris Storage and Reduction Site (TDSR) or to an ACCGovapproved Final Disposal Site that has been approved to receive disaster-generated debris and each provider must adhere to all local, state and federal regulations.

H. All Final Disposal Sites must be approved, in writing, by the County Debris Manager. These will be determined on each award of debris removal following the bid process. The Contractor will be

Page | 16 responsible for the handling, reduction and final haul-out and disposal of all reduced and unreduced debris. DMS operations and remediation must comply with all local, state and federal safety and environmental standards. The Contractor reduction, handling, disposal and remediation methods must be approved, in writing, by the County Debris Manager.

I. Payment for disposal costs such as tipping fees incurred by the Contractor at an ACCGovapproved Final

Disposal Site that meet local, state and federal regulations for disposal will be reimbursed by ACCGovas a pass through cost. Prior to reimbursement by ACCGov, the Contractor must furnish an invoice in hard copy and electronic format matching scale/weigh tickets numbers with load ticket or haul-out ticket numbers and other applicable information. The Contractor will also be required to provide proof of Service Provider payment to the ACCGov approved Final Disposal Site. Athens-Clarke County does have a landfill but we do not have an inert landfill. Below is the landfill information:

a. Athens –Clarke County Landfill is located at 5700 Lexington Road, Winterville, 30603. They accept municipal solid waste. They do not accept hazardous waste. They are open Monday – Friday from 7:30 a.m. – 4:30 p.m. and Saturdays from 7:30 a.m. – 3:00 p.m.

b. The closest and suggested construction and demolition landfill is the Oglethorpe County Landfill. It is located at 882 Athens Road, Crawford, GA 30630. They are open Monday – Friday 8:00 a.m. – 4:45 p.m. and Saturdays 8:00 a.m. – 11:45 p.m.

c. The closest inert landfill is the Shealy Family Inert Landfill. It is located at 1550 Robert Hardeman Road, Winterville 30683.

J. The awarded Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of local, state and federal governments or agencies, or of any public utilities.

K. ACCGov reserves the right to inspect all sites, verify quantities and review operations at any time.

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DEBRIS MANAGEMENT SITES IDENTIFIED

The Contractor is responsible for providing a sufficient number of TDSR sites to support the event in which the contract is activated. The proposed TDSR sites must be approved by ACCGov. Depending on the event ACCGovmay provide the Service Provider with TDSR locations within the county.

If there is any cost associated with acquiring, preparing, leasing, renting, operating, remediating land used as DMS in the county is a cost borne by the Contractor and compensated based on the Contractor’s bid for site management and reduction of debris. The Contractor will prepare and maintain the TDSR/DMS facility or facilities to accept and process all eligible storm debris. Preparation and maintenance of facilities shall include the following:

• Maintaining the DMS approach and interior road(s) for all weather conditions for the entire period of debris hauling, including provision of crushed concrete for any roads that require stabilization for ingress and egress.

• Ensuring only Service Provider vehicles and others specifically authorized by ACCGov will be allowed to use the DMS.

• Providing DMS utilities which include but are not limited to water, lighting, and portable toilets.

• Providing traffic control which includes but is not limited to traffic cones and staff with traffic flags.

• Providing DMS dust control and erosion control which includes but is not limited to an operational water truck, silt fencing, and other best management practices.

• Providing DMS fire protection which includes but is not limited to an operational water truck (sufficient and equipped for fire protection), fire breaks, and a site foreman.

• Providing 24-hour site security for each DMS.

• Restoring the site to its original condition prior to site use. Site remediation includes returning original site grade, sod, and other physical features. Site remediation also includes returning the site to its original condition as verified through soil and groundwater samples. Site remediation does not include restoring fencing, concession stands, lighting, and other permanent structures that may have to be demolished at ACCGov’s direction.

• The Service Provider(s) shall provide as many towers as designated by ACCGov at each dumpsite for the use of ACCGov authorized representatives during their inspection of dumping operations. If ingress and egress of a DMS is of significant distance that ACCGov or its authorized representative are unable to verify the entering and exiting trucks, then the Contractor(s) may be required to provide a second tower. The inspection platform of the tower shall be constructed at a minimum height of 10 feet from surrounding grade to finish floor level, have a minimum 8 feet by 8 feet of usable floor area, be covered by a roof with 2 feet 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 4 feet on all 4 sides. The expense incurred by the Contracor for the construction of towers is an overhead expense contemplated as part of the Contractor’s compensation under the terms and conditions of scope of services.

• Care shall be taken to place tower(s) at a sufficient distance away from any reduction/dumping operations. If necessary, dumping operations may be temporarily suspended by the County Debris Manager due to unsuitable conditions at the tower.

• The Contractor(s) shall provide as many portable toilets as designated by ACCGov at each dumpsite for the use of ACCGov authorized representatives during their inspection of dumping operations. The toilet shall be provided prior to start of any dumping operations and kept in a sanitary condition by the Contractor(s) throughout the duration of dumping operations. The expense incurred by the Contractor(s) for the operation of portable toilets is an overhead expense contemplated as part of the Contractor’s compensation under the terms and conditions of scope of services.

ACCGov may also establish designated homeowner drop-off sites as approved by the Commissioners and in coordination with the awarded Contractor. The Contractor will be responsible for removing all debris from those sites daily.

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The Contractor’s Operations Manager will assign a Foreman to the (each) storage site, who will be responsible for the management of all operations of the site, including traffic control, dumping operations, segregation of debris, grinding, fire protection, and safety. The DMS Foreman will be responsible for monitoring and documenting equipment and labor time and providing the daily operational report to the Contractor’s Operation Manager, who will in turn provide this information to ACCGov. These daily reports must meet the requirements of FEMA, FHWA, or other federal agency, and other reimbursement and regulatory governmental agencies.

The Contractor will be responsible for returning all utilized DMS to their original condition prior to site use.

DMS remediation will include, but is not limited to, returning the original site grade, fill dirt, base material, sod, and other physical features. DMS site remediation will also include returning all utilized sites to their original condition as verified through soil and groundwater samples. DMS remediation will abide by all state and federal environmental regulatory requirements and is subject to final approval by ACCGov and the Georgia Environmental Protection Division (GAEPD). All debris, mulch, etc. is to be removed adequately; fill dirt and/or other base material (if required) must meet standards for intended use; new sod or seeding must meet standards for intended use.

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TYPES OF DEBRIS & METHODS OF REDUCTION IDENTIFIED

ROW VEGETATIVE DEBRIS

As identified by and directed by the county representative or Monitor, the Contractor shall accomplish the pickup, loading, and hauling of all vegetative debris collected from public property and ROW. The Contractor shall haul vegetative debris to a Debris Management Site(s) (DMS) within the community as designated by ACCGov. This includes fallen tree and limb debris that is located on public property and ROW as well as hazardous limbs and trees removed by the Contractor and placed on public property or ROW. Payment under this pay item shall be based on a per cubic yard quantity.

Under this contract, this work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to pick up and transport disaster-related vegetative debris existing on the county ROW to an ACCGov approved DMS or an ACCGovapproved Final Disposal Site in accordance with all federal, state and local rules and regulations.

• For the purposes of this contract, vegetative debris that is piled in immediate close proximity to the street, and is accessible from the street with loading equipment (i.e., not behind a fence or other physical obstacle) will be removed.

• Removal of vegetative debris existing in the county will be performed as identified by the County Debris Manager.

• Once the debris removal vehicle has been issued a load ticket from ACCGov’s authorized representative, the debris removal vehicle will proceed immediately to an ACCGov approved DMS or an ACCGov-approved Final Disposal Site. The debris removal vehicle will not collect additional debris once a load ticket has been issued.

• All debris will be removed from each location before proceeding to the next location unless directed otherwise by ACCGov or its authorized representative.

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

• The Contractor must provide traffic control as conditions require or as directed by the County Debris Manager.

REDUCTION OF VEGETATIVE DEBRIS BY GRINDING

The Contractor shall reduce vegetative debris by grinding unless otherwise advised by Athens-Clarke County.

This may include vegetative debris delivered to the DMS by the Contractor, by ACCGov, or by others. Payment under this pay item shall be based on a per cubic yard quantity.

Under this contract, work shall consist of all labor, equipment, fuel, traffic control costs and other associated costs necessary to manage and operate DMS(s) for the acceptance, management, segregation, staging and reduction through grinding of disaster related debris. Grinding must be approved by the County Debris Manager prior to commencement of reduction activities. The DMS(s) layout and ingress and egress plan must be approved by the County Debris Manager.

• The management of DMS(s) includes assistance in obtaining necessary local, state and federal permits or approval and operating in accordance with all rules and regulations of local, state and federal regulatory agencies which may include, but are not limited, to the U.S. Environmental Protection Agency (EPA) and GAEPD. The Contractor shall also be responsible for any and all costs associated with third-party groundwater and soil testing.

• The Contractor is responsible for operating the DMS(s) in accordance with Occupational Safety and Health Administration (OSHA), EPA and GAEPD guidelines.

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• Debris at DMS(s) will be clearly segregated and managed independently by debris type (C&D, vegetative debris, Household Hazardous Waste (HHW) etc.), program (ROW collection, private property debris removal, etc.) and applicant(s).

• All un-reduced storm debris must be staged separately from reduced debris at the DMS(s).

• The Contractor is responsible for all associated costs necessary to provide DMS(s) utilities such as, but not limited to, water, lighting and portable toilets.

• The Contractor is responsible for all associated costs necessary to provide DMS(s) traffic control such as, but not limited to, traffic cones and staff with traffic flags.

• The Contractor is responsible for all associated costs necessary to provide DMS(s) dust control and erosion control such as, but not limited to, an operational water truck, silt fencing and other best management practices (BMPs).

• The Contractor is responsible for all associated costs necessary to provide DMS(s) fire protection such as, but not limited to, an operational water truck (sufficient and equipped for fire protection), fire breaks and a site foreman.

• The Contractor is responsible for all associated costs necessary to provide qualified personnel, as well as lined containers or containment areas, for the segregation of visible HHW/contaminants that may be mixed with disaster debris. The Contractor is also responsible for all associated costs necessary for HHW/contaminant disposal at a permitted Hazardous Waste Treatment, Storage and Disposal Facility (TSDF), as requested by ACCGov. The cost associated with qualified personnel and lined containers/containment areas for HHW/contaminant segregation, as well as HHW/contaminant disposal from DMS locations, is a cost reflected in this scope of services item 13.

• Depending on the volume of HHW per DMS location, ACCGov may choose to collect and dispose of HHW segregated from disaster debris at DMS locations.

• The Contractor is responsible for providing 24-hour DMS(s) security.

• The Contractor will only permit Contractor vehicles and others specifically authorized by ACCGovor its authorized representative on site(s).

• The Contractor shall provide a tower(s) from which ACCGovor its authorized representative can make volumetric load calls. The tower(s) provided by the Contractor will at a minimum meet the specifications provided in the Technical Specifications of this RFP (Debris Site Tower Specifications).

• Upon completion…