Y26-171_-_Scope_of_Services.pdf

Invita�on for Bids #Y26-171-KK Title: Debris Removal from County Right of Ways or County Interest Areas

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SPECIFICATIONS

DESCRIPTION

Work under this contract consists of providing all labor, equipment, maintenance of traffic and incidentals (including mobiliza�on) necessary to remove and dispose of materials and debris from designated county right-of-way areas, homeless encampments, county owned lots or easement areas throughout Orange County, administered by the Roads and Drainage Division. Work under this contract also consists of debris pick up from private proper�es following a code viola�on no�ce and due process, administered by the Neighborhood Services Division.

GENERAL PROVISIONS

1. This contract will be under the supervision of the Manager of the Orange County Roads and

Drainage Division or designee, 4200 South John Young Parkway, Orlando, Florida, 32839-9205, and may be u�lized by other County divisions, including, but not limited to, Orange County Environmental Protec�on Division and Orange County Neighborhood Services.

2. The Contractor shall coordinate with the person designated by the contract u�lizing division (the County’s Representa�ve), who will perform inspec�ons for the County and verify that the work has been completed in accordance with specifica�ons, as scheduled, and to resolve problems that may arise.

3. The Contractor shall be responsible for and shall verify all quality control ac�ons for this contract to the County’s Representa�ve as directed.

4. The Maintenance of Traffic (M.O.T.) will conform to F.D.O.T.’s most current edi�ons of “Roadway and Traffic Design Standards” for Design, Construc�on, and Maintained Systems and the Federal Highway Administra�on (F.H.W.A.) “Manual on Uniform Traffic Control Devices (M.U.T.C.D.) for Streets and Highways.” These documents can be ordered from F.D.O.T, Maps and Publica�ons Department, 605 Suwannee Street, Tallahassee, Florida, 32399- 0450, Phone (904) 488-9220. A proposed traffic control plan will be submited to the County’s Representa�ve for approval, at least two working days prior to star�ng work. IF THE

CONTRACTOR DOES NOT COMPLY WITH F.H.W.A.’S M.U.T.C.D. (I.E. SIGNS, QUALIFIED

FLAGGERS AND/OR BARRICADES), THE COUNTY RESERVES THE RIGHT TO DIRECT THE

CONTRACTOR TO CEASE OPERATIONS UNTIL DEFICIENCIES ARE CORRECTED. IN ADDITION, NO

ROAD CLOSURES WILL BE ALLOWED EXCEPT IN THE CASE OF EMERGENCIES.

5. The Contractor shall provide minimum inconvenience to the public and traffic during performance of work on public roads and streets.

6. The Contractor shall comply with the most current edi�on of the F.D.O.T Accident Preven�on Procedures Manual pertaining to employee safety and applicable Occupa�onal Safety and Health Administra�on (O.S.H.A) and Orange County Standards. The Contractor will be responsible for obtaining copies of these publica�ons by contac�ng the F.D.O.T. Maps and

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Publica�ons Department in Tallahassee, O.S.H.A. Regional Office in Atlanta, GA, and Orange County Public Works in Orlando, respec�vely.

7. A mandatory Pre-Work Conference, a�er No�ce of Contract Award, will be conducted by the

County’s Representa�ve to ensure understanding and coopera�on of all par�es.

8. WORK REQUESTS – The purpose of this contract is to remove materials and debris from designated County loca�ons to bring areas up to acceptable standards. The County’s Representa�ve will request the Contractor to meet on site to define the services needed for each specific work request. A detailed quote including the proposed start and comple�on dates, and the Maintenance of Traffic (MOT) plan shall be submited by the Contractor to the County’s Representa�ve for review no later than two (2) business days a�er each project site mee�ng. The Contractor shall not begin work un�l authorized by the County's Representa�ve either by a delivery order or a verbal order (verbal orders will be followed by a delivery order within five (5) business days). The Delivery Order shall contain a start date and comple�on date for all work to be performed under this contract.

9. HOURS OF OPERATION - All work performed, unless authorized by the County’s

Representa�ve, will take place between the hours of 7:00 AM and 5:00 PM., Monday through Saturday. No work is to be performed on Sundays or Federal, State, and County holidays, unless authorized by the County’s Representa�ve. If the contractor desires to work on Sundays or official County holidays (New Year’s Day, Mar�n Luther King Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the day a�er Thanksgiving, Christmas Eve Day and Christmas Day) he/she must request it in wri�ng to obtain pre-approval from the Manager, Roads & Drainage Division.

10. SCHEDULE –The County will provide the Contractor specific loca�ons to be cleaned under the contract. The Contractor shall develop a schedule for all loca�ons where work is to be performed which shall be provided to the County. The schedule is not to be deviated from unless otherwise authorized by the County’s Representa�ve. The Contractor shall consult with the County’s Representa�ve prior to any variance. The Contractor shall immediately contact the County’s Representa�ve when circumstances beyond his/her control that could alter the schedule arise. The County’s Representa�ve will verify those circumstances and will determine if changes to the schedule are warranted. Based on the condi�ons, the County’s Representa�ve could authorize modifica�ons to the comple�on date if applicable.

11. LIQUIDATED DAMAGES – Delivery orders will be issued for all work to be performed, and the

Contractor shall provide services as requested and agreed upon. For any work released under this contract, liquidated damages in the amount of two hundred dollars ($200) per calendar day may be assessed if one or more of the following condi�ons occur:

• 11.1 The work is not completed by comple�on date as established in the delivery order or as authorized by the County’s Representa�ve - Liquidated damages will start the first calendar day a�er the date the work was scheduled to be completed and will

Page | 3 con�nue for each calendar day therea�er un�l all contracted areas are maintained and accepted as completed.

• 11.2 The Contractor does not correct any deficient area within two (2) calendar days a�er no�fica�on from the County, unless otherwise authorized by the County’s Representa�ve - These liquidated damages will start the third calendar day a�er no�fica�on and will con�nue for each calendar day therea�er un�l reported deficiencies are corrected per contract specifica�ons.

12. CONGESTED OR UNUSUAL CONDITIONS - Due to congested traffic or unusual condi�ons, the

Contractor may be required to remove his/her opera�on from the loca�on or County property at the discre�on of the County’s Representa�ve. If the Contractor is required to remove his/her opera�on due to congested traffic, inclement weather (heavy rain, lightning, hail, tropical storm, hurricane, etc.) or other unusual condi�ons before 12:00 P.M. (noon), the County will consider allowing an addi�onal one-half (1/2) day be added to the performance period, otherwise no adjustment will be made to the performance period. The Contractor shall make an immediate writen applica�on for this (during event) via email; the County’s Representa�ve will determine and authorize such award. The County will verify alleged condi�ons in the area prior to authoriza�on. Once approved, the County will modify the comple�on date and will no�fy the Contractor.

If the Contractor is required to suspend his/her opera�on because of inclement weather a�er 12:00 P.M (noon) for an excessive number of days the County will consider allowing addi�onal �me to the performance period. The Contractor shall document in wri�ng via email to the County’s Representa�ve any inclement weather a�er 12:00 PM (noon) affec�ng their maintenance opera�ons. The Contractor shall also include pictures and other per�nent documenta�on for review and considera�on. The County’s Representa�ve will determine and authorize such award based on Contractor’s writen no�fica�ons and suppor�ng documenta�on submited for this. The County will no�fy the Contractor of the final decision and will modify the comple�on date, accordingly.

13. DAILY REPORTS - The County’s Representa�ve will be en�tled to be advised, at his/her request, as to the status and details of work being completed by the Contractor in the format he/she requires. The Contractor shall always maintain coordina�on with the County’s Representa�ve. Either party may request and be granted a conference upon request in a �mely manner. The Contractor shall inform the County’s Representa�ve by email daily before 8:00 AM as to the loca�ons to be worked on, areas completed the previous day and percentage of work completed.

14. The Contractor shall supervise and direct the work efficiently with due care, skill, and atendance. The Contractor shall be responsible to ensure that the finished work complies accurately with the specifica�ons.

15. The Contractor shall provide competent, suitable, and qualified personnel to perform the work as required by the specifica�ons. The Contractor shall always maintain good discipline

Page | 4 and order at the work site. The Contractor will provide a list of all foremen and supervisors who will perform the work. This list will also contain twenty-four (24) hour emergency telephone numbers. All staff (including Supervisors) shall be required to perform all obliga�ons and func�ons on County property in a professional and business-like manner and must wear uniforms iden�fying the company name.

16. COMMUNICATION AND QUALITY CONTROL - The Contractor shall designate a competent

Contractor’s Representa�ve who will be responsible for the quality control of this contract and who will not be replaced without writen no�ce to the County’s Representa�ve at least twenty-four (24) hours before or a�er the incident. The Contractor’s Representa�ve shall be present at job sites and shall have the authority to act on behalf of the Contractor. The Contractor’s Representa�ve at each work site shall be fluent in the English language. All communica�ons (both verbal and writen) given to the Contractor’s Representa�ve shall be binding as if given to the Contractor. All verbal communica�ons shall be followed up in wri�ng within two (2) working days.

To effec�vely communicate with County staff while in the field, the Contractor’s Representa�ve shall have available communica�on devices with internet access (including email) (e.g. cellular phone, laptop computer, smart phone, etc.). This mandatory requirement will ensure proper communica�on and documenta�on of problems while performing opera�ons in contracted areas. All conversa�ons with County staff shall be documented via email, including but not limited to: weather/unusual condi�ons delays, contractual issues, instruc�ons given by County staff, etc.

17. The Contractor shall furnish necessary equipment to sa�sfactorily perform the work required under this contract. The Contractor shall ensure all equipment used in the performance of the contract is in good safe working order and properly maintained to protect the operator and the public. All equipment onsite (including pick-up trucks) shall be iden�fied with the company logo. All equipment used by the Contractor is subject to inspec�on by the County’s Representa�ve. Any equipment on site, which is deemed by the County’s Representa�ve to be inoperable, unsafe, or improper for desired use, must be removed from the premises by the Contractor at his/her expense the same day of the County’s determina�on.

The Contractor is required to use amber flashing lights, back-up alarms, etc. on all equipment and his/her employees must be provided with the required Personnel Protec�ve Equipment as required by O.S.H.A. and the County. Equipment authorized by the County to be le� on the right-of-way or County property a�er designated work hours will be placed outside the clear and recovery area and will be the sole responsibility of the Contractor. The County shall not be responsible for vandalism, the� or any other damage incurred to the Contractor’s equipment le� on site. If equipment is le� on the right-of-way, it will be marked with barricades with approved steady burning amber lights.

18. The Contractor shall be responsible for locates of u�li�es prior to star�ng opera�ons. Locate �ckets shall always be kept on site. The Contractor shall no�fy u�lity companies and residents of any damage to private property (fencing, driveways, irriga�on, u�li�es, etc.) and shall

Page | 5 repair damages immediately. The Contractor shall provide a warranty of repairs for a period of six (6) months a�er acceptance of the project and shall be required to correct any damages related to such repairs. No addi�onal compensa�on shall be provided to the Contractor for locates or repairs to damages as specified above.

The Contractor shall be responsible for and make good all damage resul�ng from their ac�vi�es, both within and beyond the limits of this contract, to buildings, telephone, power or other cables, water pipes, storm sewer facili�es, sanitary pipes, gas lines, traffic signaliza�on, or other u�li�es or structures which may be encountered. It shall be the Contractor’s responsibility to eliminate and prevent damages to u�li�es resul�ng from Contractor’s ac�vi�es.

19. Equipment used to load debris shall have rubber �res to minimize damage to exis�ng turf and pavement. All damages to fences, structures, curbs, pavement and areas outside the designated work zone to include plants, shrubbery, sidewalks, structures etc., shall be replaced by the Contractor at no cost to the County. All damages must be corrected prior to invoicing.

20. MULTIPLE CONCURRENT PROJECTS – The Contractor shall have adequate resources to work on mul�ple concurrent Orange County projects. Each Delivery Order shall be considered a project, and shall be handled simultaneously. The Contractor shall not stop opera�ons in one project to start another unless requested work has been completed as required.

All work will be ordered by the County’s Representa�ve in the form of Delivery Orders on an as needed basis. Should concurrent projects be issued, it is the responsibility of the Contractor to no�fy the County’s Representa�ve, in wri�ng within two to three (2 – 3) days of request, if he/she has maximized his/her resources and the volume of work is beyond their opera�onal capacity. Failure to advise the County’s Representa�ve of this situa�on and/or subsequent failing to meet work comple�on schedules may result in appropriate cura�ve ac�ons from the Procurement Division.

Note: For the purposes of this contract, Mul�ple Concurrent Projects shall be defined as two

(2) to five (5) projects being performed simultaneously, if required on an as-needed basis, and the Contractor complying with the above paragraph.

21. The use of sub-contractors does not relieve the Contractor from the contract requirements.

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TECHNICAL PROVISIONS

Work under this contract consists of providing all labor, equipment, maintenance of traffic and incidentals (including mobiliza�on) necessary to remove and dispose of materials and debris from designated county right-of-way areas, county owned lots or easement areas throughout Orange County.

1. QUANTITY AND FREQUENCY OF WORK – The work specified in this contract represents the type of services to be accomplished. The areas and limits of work are to be specified by the County’s Representa�ve. Any discrepancies or disagreements concerning quan��es and limits of work shall be immediately reported in wri�ng to the County representa�ve. Discrepancies or disagreements will be mutually resolved prior to beginning work in any area in ques�on.

The County will make the final determina�on on any unresolved maters.

2. EQUIPMENT - Contractor shall submit a comprehensive list of owned equipment and leased equipment to be used in the performance of these services within ten calendar (10) days of contract award no�fica�on. Along with the comprehensive list, the Contractor shall submit pictures of owned equipment and VIN numbers for all vehicles to show proof of ownership.

Contractor shall have, as a minimum, the following equipment:

• 1 – Equipment trailers capable of hauling heavy duty equipment

• 1 – 15 cubic yard dump truck

• 1 – front end loader

• 1 – chain saw

• 1 – chipper/mulcher capable of chipping or mulching skirted limbs

• 1 – Leaf blower

• 1 – Hand tools (rakes, shovels, etc.)

• 1 – fax capability

• 1 – digital camera

• 1 – personal computer and related so�ware capable of: producing invoices as Acrobat

(.pdf) electronic files, producing photographs as JPEG (.jpg) files, and producing diagrams with dimensions of areas mowed as .pdf files or .jpg files

This list of equipment does not equate with the minimum amount of equipment that will be required to meet the scope of services. The Contractor is advised to careful study the scope of services and lis�ng of equipment based on the scope, beyond the minimal list provided above. If the Contractor does not own the equipment, the Contractor shall provide proof of availability of the equipment in the form of pro-forma purchase invoice, rental or lease agreements for the specific equipment iden�fied.

3. CLEANING – Debris for removal shall consist of trash, rubble, junk and debris such as liter, decaying building material, household furniture or furnishings, appliances (except as noted below), �res, fallen trees and limbs, garbage paper or plas�c products, discarded, broken or non-usable metal, glass and wood products. This work may include removal of dilapidated

Page | 7 sheds, dilapidated trailers, and junk boats. Debris removal work shall be inclusive of loading, hauling and disposal at a properly licensed and cer�fied landfill or permited facility in accordance with all applicable laws, codes, ordinances and regula�ons.

Excep�ons: Cleaning services do not include removal of dead animals, hazardous waste, major appliances such as refrigerators, A/C units, live trees, standing dead trees, or tree eleva�ons.

All costs associated with debris removal services (labor, material, equipment, disposal, mobiliza�on, maintenance of traffic, and related incidentals) shall be included in the unit prices for services. Tipping fees for disposal at specified landfills shall not be calculated into the bid price as they shall be reimbursed at cost.

4. DISPOSAL – All materials removed from the sites shall be disposed of in accordance with all applicable laws, codes, ordinances and regula�ons. Waste �re removal is common and part of this contract therefore the Contractor must obtain the necessary registra�on and decals from Florida Department of Environmental Protec�on to transport the �res.

5. The County’s Representa�ve will determine the need for services and will request the

Contractor to meet on site to define the scope for each specific work request. The County’s Representa�ve will authorize the Contractor when to begin work under this contract either by a delivery order or a verbal order (verbal orders will be followed by a delivery order within five (5) business days). The delivery order shall contain the descrip�on of the work to be performed by the Contractor including unit prices and total cost (based on bid items), loca�on/address of property, performance period and any special instruc�ons regarding work to be performed. The Contractor shall not begin any work un�l authorized by the County’s Representa�ve.

6. Orange County reserves the right, upon verbal or writen no�ce to the Contractor, prior to the start of the work, to withdraw any delivery order.

7. Weight of the debris removed shall be described in pounds.

8. The Contractor shall be paid at Contractor’s actual cost for �pping fees or scale �ckets and toll receipts to substan�ate the costs.

9. Invoice Atachments – The Contractor shall submit documenta�on to support each invoice, including but not limited to:

a. Copies of scale-�cket receipts from a weigh sta�on or landfill scales, so the amount of material removed and the cost of dumping for each property can be verified.

Contractor must obtain a weight �cket indica�ng empty and loaded weights, before and a�er each dumping at the landfill. Weight �ckets must iden�fy the loca�on where

Page | 8 the cleaning was performed, as well as the date the contracted work was performed.

Landfill Tipping Fees shall be direct reimbursement for actual costs.

b. Copies of toll receipts from trips directly from the contracted job site to a landfill and return to the same job. Contractor shall retain and submit toll receipts pertaining to the trip from the job site, to the landfill and return to the same job site, to be compensated for highway tolls incurred during a cleanup. Expressway tolls shall be directly reimbursed for actual costs.

c. Digital photo documenta�on in JPEG (.jpg) or PDF file format of the work site before and a�er the work is completed, and of any trash, debris or material removed from each job site. Such photos of trash or debris must accurately illustrate the number of materials removed that is declared on the individual associated invoice.

10. Mileage - Any hauling of material to a landfill or approved disposal facility not exceeding fi�een (15) miles from the pick-up area (one way) shall be done at no cost to the County. A per mile rate will be paid for each mile above the 15-mile limit (to and from the designated landfill and the pick-up area). This per mile rate shall be invoiced in accordance with the unit prices reflected for this item on the Fee Schedule Form.

Example: Ini�al delivery trip from pick up site to designated dump site is twenty (20) miles.

The first fi�een (15) miles are free of charge to the County. The next five (5) miles shall be at the per mile unit price on the Fee Schedule Form.

Per mile rates, as specified above, shall apply to those materials disposed of at any landfill or permited facili�es, as authorized by the County’s Representa�ve.

11. PAYMENT ITEMS - Payment will be made under:

a. Item No. 1 – Removal of Tires, per each

b. Item No. 2 – Removal of trash & debris, as specified, per pound

c. Item No. 3 – Tipping fees, reimbursed at actual cost

d. Item No. 4 – Tolls, reimbursed at actual cost

e. Item No. 5 – Mileage, in excess of 15-miles, per mile

12. Invoicing - Upon comple�on of each Delivery Order, the Contractor shall request a site inspec�on with the County's Representa�ve to verify comple�on of work and that all damages (if any) are corrected. The Contractor shall submit an invoice to the County with the corresponding Delivery Order atached. The invoice shall include at a minimum: the delivery order number, contract number, itemized list of all charges using contract line items and unit prices as specified on the delivery order, and all required atachments described in Sec�on 9, Invoice Atachments, as suppor�ng documenta�on.

13. Final Inspec�on - Upon writen no�ce from the Contractor that the project is complete, the County's Representa�ve shall make a final inspec�on with the Contractor and shall no�fy the Contractor in wri�ng of any deficiencies in the project. In the event of unsa�sfactory work, Page | 9 the Contractor will repeat the work without addi�onal compensa�on, within three (3) calendar days unless otherwise authorized by the County's Representa�ve. If a second re-inspec�on is required, the County will assess an eighty dollar ($80.00) fee to the Contractor.

The eighty dollar ($80.00) fee will be assessed for every re-inspec�on a�er the first reinspec�on. The fee is assessed to offset the addi�onal County labor costs and vehicle usage required for unnecessary inspec�ons and the fee will be deducted from the final invoice for that delivery order.

14. Final Inspec�on for Payment - A�er the Contractor has corrected all deficiencies to the sa�sfac�on of the County's Representa�ve, he/she might make applica�on for final payment for the services. The Contractor shall be required to submit with the final invoice for each project effec�ve final release or waivers of lien from the Contractor and all sub-contractors which performed services for the Contractor pursuant to the contract documents. Invoices for services provided shall be submited within seven (7) days a�er acceptance of services.

Failure to comply with proper invoicing requirements may result in appropriate cura�ve ac�ons from the Procurement Division.

15. PERFORMANCE ISSUES - The County will hold the Contractor responsible for mee�ng all the Contractor’s contractual obliga�ons. If performance issues arise that cannot be resolved between the contractor and the County's representa�ve, the mater will be referred to the Procurement Division for appropriate ac�on.