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HomeMy WebLinkAbout2008 09 08 Consent 200 Mutual Use and Benefit Agreement with Ashbritt EnvironmentalCOMMISSION AGENDA ITEM 200 September 8, 2008 Meeting CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR MGR ~`,/~( /DEPT ~~~~~ Authorization REQUEST: Public Works Department Requesting the City Commission authorize executing a Mutual Use and Benefit Agreement with Ashbritt Environmental for storm debris removal by piggybacking offtheir current contract with the City of Casselberry PURPOSE: The purpose of this Board item is to request authorization to piggyback off of Casselberry's agreement with Ashbritt Environmental of Pompano Beach for storm debris removal services. CONSIDERATIONS: This agenda item is necessary to have a storm debris removal contractor in place should the need arise. Ashbritt Environmental has excellent references and is also a debris contractor for Oviedo and Winter Park. The pricing is comparable and in some cases less than was used with Grubbs in the 2004 hurricanes. The terms, conditions and rates for the City of Winter Springs will be exactly the same as Casselberry's. There is no cost to enter in this agreement. Ashbritt provides annual planning and training sessions for City staff for no charge. Currently, staff has a draft version of the Debris Management Plan (DMP) prepared by Beck Disaster Recovery that will be ready for Commission consideration in October. In order to get FEMA approval of the DMP, the City has to have contracts in place for debris removal and monitoring. This agreement with Ashbritt will meet the first part of those requirements. September 8, 2008 Consent Agenda Item 200 Page 2 FUNDING: No funding is required at this time. The contract value is limited to $500,000 unless approved by the City. Depending of the scope of a storm event requiring these services, the funding source will likely be the Storm Reserve Fund. RECOMMENDATION: It is recommended that authorization be given for executing a Mutual Use and Benefit Agreement with Ashbritt Environmental for storm debris removal by piggybacking off their current contract with the City of Casselberry subject to review and modification by the City Attorney. IMPLEMENTATION SCHEDULE: The contract and scope of services will be in place until terminated by either party. ATTACHMENTS: 1. Mutual Use and Benefit Agreement 2. Casselberry Contract COMMISSION ACTION: MUTUAL BENEFIT AND USE AGREEMENT WHEREAS, it is foreseen that it may be in the public interest to provide for the expedient removal of storm debris within the corporate limits of Winter Springs, FL resulting from a future storm or manmade event; and WHEREAS, the Public Health and Safety of all the citizens will be at serious risk; and WHEREAS, the immediate economic recovery of Winter Springs, FL and its citizens is a major concern and the primary priority for recovery; and WHEREAS, Winter Springs, FL has an interest with Casselberry, FL with respect to the debris services that may be necessary to affect a recovery from an anticipated storm event; and WHEREAS, the Casselberry, FL has selected through competitive process a firm proficient in providing debris services; and WHEREAS, Winter Springs, FL has reviewed the solicitation, proposal, and evaluation related to the selection of the firm by the Casselberry, FL and endorses with the process and selection; and WHEREAS, Winter Springs, FL has reviewed the contract for debris services between the Casselberry, FL and AshBritt Environmental and has found the Scope of Services, prices, terms and conditions as set out in this Contract to be reasonable, acceptable and of benefit to their citizens; and THEREFORE, Having reached concurrence and acceptance of the procurement process and the contract stipulations Winter Springs, FL agrees to enter and does hereby enter into a contract with AshBritt, and AshBritt agrees to enter and does hereby enter into a contract with Winter Springs, FL for debris services as set forth in that contract for debris services between the Casselberry, FL and AshBritt, Inc. AshBritt has agreed to treat Winter Springs, FL as Casselberry, FL in the above contract including all of its terms and conditions. Winter Springs, FL has agreed to reimburse AshBritt for services to Winter Springs, FL rendered by AshBritt as if it were Casselberry, FL under the terms of the above contract. Having full authority the parties do hereby complete this agreement by signing below: Mayor John F. Bush Date City of Winter Springs Contractor- John W. Noble Date Ashbritt, Inc. Andrea Lorenzo-Luaces -Attest Date City Clerk DECLARED DISASTER AGREEMENT n 1. THIS AGREEMENT, made as of the ~_ day of _ '~~~, , 2005, by and between the City of Casselberry, Florida, hereinafter ailed the Owner and _~SH~-}~; hereinafter called the Contractor, WITNESSETH, that the Owner and the Contractor, for the considerations stated herein, agree as follows: 2. SCOPE OF WORK The Contractor shall provide and famish all of the necessary labor, supervision, material, tools, expendable and permanent equipment, and all utility and transportation services required to perform and complete in a workmanlike manner, all of the work described as: "DEBRIS REMOVAL" for the City of Casselberry, Florida. See "Exhibit A" Scope of Work & "Exhibit B" Proposal. All work shall be performed in strict accordance with the Drawings & Specifications prepared by the City of Casselberry Engineering Division, hereinafter called the Engineer, and in strict compliance with the Contractor's Proposal as accepted, including any amendments agreed upon at the time of execution of this Agreement, and with the other Contract Documents herein mentioned which are a part of this Agreement. 3. THE CONTRACT PRICE The Owner shall pay to the Contractor, and the Contractor shall accept, in full payment for the performance of this Agreement, subject to any additions or deductions provided for hereby, based upon unit prices provided in the proposal attached hereto, in current funds, the Total Aggregate Amount shall not exceed the sum of: FIVE HUNDRED THOUSAND DOLLARS AND no/100 ($500,000.001 as unit price contract (without prior City of Casselberry authorfiation). Contract price will be adjusted based on the magnitude of the specific disaster. Payments are to be made to the Contractor in accordance with and subject to the provisions embodied in the other documents, which are a part of this Agreement. 4. CONTRACT T1ME Work under this Agreement shall be commenced within seventy-two (72) hours after issuance of written Notice to Proceed. C/ty of Casse/berry versior, aioo DECLARED DISASTER 5. AUTHORITY AND RESPONSIBILITY OF THE OWNER All Work shall be done under the general supervision of the Owner. The Owner shall decide any and all questions which may arise as to the quality and acceptability of materials furnished, work performed, rate of progress of work, interpretation of Specifications, and all questions as to the acceptable fulfillment of the Agreement on the part of the Contractor. These provisions shall not release the Contractor from any Contractor responsibility contained herein. 6. CONTRACT DOCUMENTS The Agreement comprises the Contract Document listed herein. In the event that any provision of one Contract Document conflicts with the provisions of another Contract Document, the provision in that Contract Document first listed below shall govern, except as otherwise specifically stated: a. Agreement (this instrument); b. Scope of Work (Exhibit A); c. Proposal (Exhibit B). 7. IN WITNESS WHEREOF The Parties hereto have caused this instrument to be executed in three (3) original counterparts the day and year first above written. (SEA Att st: (SEAL) Attest:~~~~Gr.~` ~ '~~~~~ Thelma McPherson City Clerk Contra tor: RITT, INC. Title: V~ c.a~ ~~a ~n..r"~"' Owner: i elberry By: Bo Goff Mayor/Co issioner END OF SECTION C/ty of Casselberry Version 900 EXHIBIT 'A' SCOPE OF WORK FOR UNIT PRICE CONTRACT FOR DEBRIS REDUCTION & SITE MANAGEMENT RELATED TO A DECLARED DISASTER AT, IN, OR NEAR THE CITY OF CASSELBERRY 1. GENERAL. 1.1 The purpose of this contract is to provide site management and reduction of debris generated in the City of Casselbeny, Seminole County, Florida which has been declared a disaster area by the President. 1.2 The Contractor shall manage and operate the debris reduction site indicated on the attached map, located or to be determined prior to commencement of the work effort. 1.3 Contractor shall provide all management, supervision, labor, machines, tools and equipment necessary to accept, process, reduce, incinerate and dispose of disaster related debris. The debris to be processed consists primarily of burnable debris, with variable amounts ofnon-burnable included. Segregation of debris into various categories will be required. l.4 Reduction of burnable debris shall be through air curtain incineration or through chipping/grinding. Reduction by this means, however, 1) must be at the same rate as indicated for incineration, and 2) disposal of the chips/mulch would be the responsibility of the Contractor, and 3) shall be done at no increased cost to the City. 2. SERVICES. 2.1 Contractor will establish lined temporary storage areas for ash, household hazardous waste, fuels and other materials that can contaminate soils, runoff or groundwater. Contractor shall set up plastic liners under stationary equipment such as generators and mobile lighting plants unless otherwise directed by the City of Casselberry's Designated Representative (CITY). 2.2 Contractor shall be responsible for establishing site layout. 2.3 Contractor will be responsible for traffic control, dust control, erosion control, fire protection, on-site roadway maintenance, and safety measures. The Contractor shall comply with local, tribal, State and Federal safety and health requirements. 2.4 Contractor shall manage the site to accept debris collected under other contracts. Contractor shall direct traffic entering and leaving the site, and shall direct dumping operations at the site. Scope of Work - Redretton & Site Minagcment Mriy 2005 Page i of 14 2.5 Contractor shall be responsible for sorting and stockpiling of debris at the site. Debris shall be segregated into 1) burnable debris, 2) non-burnable debris, 3) household hazardous waste, and 4) ash residue. Further segregation of non-burnable debris, such as recyclable material or durable goods may be necessary. Debris classifications are defined in Section 3.0. 2.6 Contractor shall be responsible for disposable ofnon-burnable debris and ash residue. Non-burnable debris and ash shall be hauled to the Seminole County Central Transfer Station for disposal. Tipping fees wilt be per ton and will be the responsibility of the contractor for payment. Removal of household hazardous waste from the reduction site, including loading of household hazardous waste at the site, will be performed under a separate contract. 2.7 Upon completion of the debris reduction process, the Contractor will clear the site of all debris (excluding household hazardous waste) and restore the site to the satisfaction of the CITY. 2.8 The Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of Federal, State, tribal and local City or agencies, or of any public utility. 3. DEBRIS CLASSiFICAT[ON. 3.1 Eligible Debris. Debris that is within the scope of this contract falls under three possible classification Burnable, Non-Burnable and Household Hazardous Waste. 3.2 Burnable Debris. Burnable debris includes all biodegradable matter except that included in the following definitions of other categories of debris. It includes, but is not limited to, damaged and disturbed trees; bushes and shrubs; broken, partially broken and severed tree limbs; untreated structural timber; untreated wood products and brush. 3.3 Non-Burnable Debris. Non-burnable debris includes, but is not limited to, treated timber; plastic; glass; rubber products; metal products; sheet rock; cloth items; non-wood building materials and carpeting. Some non-burnable debris is recyclable. Recyclable debris includes metal products (i.e. Mobile Trailer parts, Household appliances (White Metal), and similar items), or uncontaminated soil. 3.4 Household Hazardous Waste (HHW). Household hazardous wastes, such as petroleum products, paint products, etc., and known or suspected hazardous materials, such as asbestos, lead-based paint, or electrical transformers shall be removed by others. Coordination for hazardous debris removal is the responsibility of the City. I{nown or suspected HHW that mistakenly enter the waste stream shall be placed in an appropriate storage area for removal by others. 3.5 Stumps. Tree stumps with base cut measurements less than Z feet in diameter will be disposed of with the same methods used for other burnable debris. Tree stumps larger Scope of Work - Reductbn & Siee Management May 2005 Page 2 of li than 2 feet in diameter will be disposed of by either splitting and burning, or chipping/grinding. The method will be at the discretion of the Contractor. 3.6 Ash. Ash is the residue produced by incineration of the burnable debris. When handling ash, it will be required to "wet down" the ash to prevent dust problems. 3.7 Chips/Muleh. Chips and mulch are the end product of chipping or grinding wood products. Proper disposal of chips and mulch is to find environmentally friendly (non- landfill disposal) use for the material. 4. PERFORMANCE SCHEDULE. 4.l Immediately following Bid Opening, the apparent low bidder will meet with the CITY to discuss matters of judgment, safety, quality control, coordination, payment, record keeping, and reporting. 4.2 Srhedule. The Contractor shall begin preparation for mobilization immediately after Notice to Proceed and be fully operational within 120 hours after Notice to Proceed. 4.3 Production. The Contractor is required to process a minimum of 150 to 180 CY per hour, cubic yards of debris per calendar day. The minimum required reduction/disposal rate shall be achieved no later than the second calendar day after receipt of Notice to Proceed. This minimum production rate is increased to t SO to 210 CY per hour in the event that the City exercises the option for additional reduction capacity. 4.4 Completion. All work, including site restoration prior to close-out, shall be completed within ten (10) calendar days after receiving notice from the CITY that the last load of debris has been delivered, unless the City initiates additions or deletions to the contract by both parties pursuant to applicable State and Federal law. S. EQUIPMENT. 5.1 The contractor shall provide all equipment necessary to prepare the site, stockpile the debris, feed the air curtain incinerator(s), remove ash from the incinerator(s), load and haul for disposal all non-burnable debris and ash residue, and any other equipment which may be necessary for the performance of this contract. The Contractor shall comply with local, tribal, State and Federal safety and health requirements. 5.2 All equipment must be in compliance with all applicable Federal, State, tribal and local rules and regulations. All equipment and operator qualifications will meet the requirements of local, tribal, State and federal safety and health requirements. The contractor using the applicable inspection forms will inspect equipment prior to its use. The completed forms will be provided to the City. 5.3 Prior to commencing debris reduction and disposal operations, the Contractor shall present to the Contracting Officer or his representative, the CITY, for approval, a detailed Scope o(Work -Reduction & Site Management May 2005 Page 3 of f 4 description of all equipment to be used for debris handling, sorting, processing, incinerating, loading and hauling, stating brand name, model and horsepower, }including all air curtain incinerators). 5.4 Equipment which is designated for use under this contract shall not be used for any other work during the work hours of this contract. The Contractor shall not solicit work from private citizens or others to be performed in the designated work area during the period of this contract. Under no circumstances will the Contractor mix debris hauled or processed for others with debris hauled or processes under this contract. 5.5 Reduction of burnable debris may be either air curtain pit burning or portable air curtain incinerators. Section 6.0 specifies requirements for air curtain pit burning. Section 7.0 specifies requirements for portable air curtain incinerators. 5.6 Reduction of burnable wood debris may also be accomplished by chipping and grinding, provided the processing rate given is Section 4.3 can be maintained. Section 8.0 specifies requirements for chipping and grinding procedures. 6. AIR-CURTAIN PIT BURNING. 6.1 The air curtain pit burning method incorporates an earthen pit, constructed by building above grade, and a blower. The blower and pit make up an engineered system that must be precisely configured to properly fitnetion. The blower must have adequate air velocity to provide a "curtain effect" to hold smoke in and to feed air to the fire below. The pit configuration must have a precise width, depth and length to compliment the blower. The composition and operation of the air curtain pit incinerator(s) shall conform generally to the drawings in Figures 1, 2 and 3 of this scope of work. 6.2 Minimum required air velocity measured at the nozzle is 8,800 ft/mia (100 mph). Minimum airflow rate measured at the nozzle is 900 cubic feet per min per linear foot of pit length. (As an example, a 20-ft long pit would require a blower with a nozzle velocity of 8,800 ftJmin and nozzle output rate of 18,000 cfin. This example is intended for explanation pufposes only, and does not imply a recommended pit length for actual operations). 6.3 The pit should be a maximum of 8 feet wide, and should be from 12 to 20 feet deep. The actual pit dimensions should be such that the system functions properly. 6.4 Pits must be constructed out of highly compactable material that will hold its shape and support the weight of the loading equipment. There shall be an impervious layer of clay or limestone on the bottom of the pit to provide a barrier for ground water protection. This layer shall be a minimum of I foot thick and be repaired as necessary after each ash removal operation. 6.S There is to be a minimum distance of 100 feet between the burn area and the nearest debris piles. There is to be a minimum distance of 1,000 feet between the bum area and Snipe of Rork - Rtduetion & Site ~t~nagement May 2005 Pige 4 of IJ the nearest building. Contractors are responsible for assuring that the public and workers are kept a safe distance from the burn site. 6.6 The burn will be extinguished at least 2 hours before removal of the ash mound. Wetting of the ash will be necessary to reduce dust while removing ash. b.7 The burn pits must be made of limestone or other highly compactable material and be capable of supporting the wheel weight of the loading equipment. There should be an impervious layer of clay or limestone on the bottom of the pit to attempt to seal the ash from the aquifer. This impervious layer should be at least one (1) foot thick and should be repaired or replaced if scraped by bulldozers, excavators or other equipment. 6.8 The ends of the pits must be sealed with dirt ash or other material to a height of four (4) feet. 6.9 A 12 inch dirt seal must be placed on the lip of the burn pit area to seal the blower nozzle. The nozzle should be 3 to 6 inches from the edge of the pit. 6. f 0 There should be one (1) foot high warning stops running the length of the pits to alert equipment operators when they are close to the pit. The warning stops should be constructed of fireproof material. 6.11 No hazardous or contained-ignitable material is to be dumped into the pit. 6.12 The air flow should hit the wall of the pit at about 2 feet below the edge of the pit and the debris should not break the path of the air flow, except during dumping. 6.13 The length of the pit should be no longer than the length of the blower system and the pit should be loaded uniformly along the length. 6.14 The contractor is responsible for ensuring that the public is protected from the burn operation. Signs, fences and other measures can be used depending on site conditions. 6.15 Emissions must meet State and Federal standards for burning operations. 6.16 The Contractor shall be responsible for dust control while handling ash materials. 7. PORTABLE A1R CURTAIN INCINERATORS. 7.1 Portable incinerators use the same principals as air curtain pit systems. The primary difference being portable incinerators utilize apre-manufactured pit in lieu of an on-site constructed earth or limestone pit. The pits are engineered to precise dimensions to compliment the blower systems. The composition and operation of the air curtain pit incinerator(s) shall conform generally to the drawings in Figures 1 and 2 of this Scope of Work. Scope of Wark - Redaction & Site Management May 2005 Page 5 of 14 7.2 Minimum required air velocity measured at the nozzle is 8,800 ft/min (100 mph). Minimum airflow rate measured at the nozzle is 900 cubic feet per min (cfm) per linear foot of pit length. (As an example, a 20 foot long pit would require a blower with a nozzle velocity of 8,800 ftJmin and nozzle output rate of 18,000 cfm. This example is intended for explanation purposes only, and does not imply a recommended pit length for actual operations.) 7.3 There is to be a minimum distance of 100 feet between the portable incinerator and the nearest debris piles. There is to be a minimum distance of 1,000 feet between the portable incinerator and the nearest building. Contractors must assure that the public and workers are kept a safe distance from the incinerator. 7.4 The bum will be extinguished at least 2 hours before removal of the ash. 7.5 There should be a one (1) foot height warning stops running the length of the pits to alert equipment operators when they are close to the pit. The warning stops should be constructed of fireproof material. 7.b No hazardous or contained-ignitable material is be dumped into the pit. 7.7 The contractor is responsible for ensuring that the public is protected from the burn operation. Signs, fences and other measures can be used depending on the site conditions. 7.8 Emissions must meet State and Federal standards for burning operations. 7.9 The Contractor shall be responsible for dust control while handling ash materials. 8. CHIPPING AND GRINDING. 8.1 If the contractor chooses to use chipping/grinding as a method of debris reduction, it is the Contractor's responsibility to acceptably dispose of the chips or mulch, at no additional cost to the City. Because the volume reduction achieved by chipping/grinding is not as great as the volume reduction achieved by incineration, disposal of the chips or mulch in a landfill is not an acceptable means of disposal. For disposal, the chips or mulch must be put to some benefit or use. The Contractor may provide or sell the chips or mulch to be recycled for use in agricultural mulch, fuel or wood products. 8.2 The average chip size produced will be dependent on the needs of the end user, but typically should not exceed 4 inches in length and '/~ inch in diameter. 8.3 Contamination: Contaminates are all materials other than wood products. Contaminates must be held to 10% or less for the chips or mulch to be acceptable. Plastics should be etiminated completely. To help eliminate contaminates, root rake loaders should be used to feed or crowd material to the chipperlgrinder. Bucket loaders tend to scoop up earth, which is a contaminate. The use of hand laborers must be utilized Scopt of Work -Reduction & Site Mr+nragetnent M,y 2005 Prge 6 of 14 to pull out contaminates prior to feeding the chipper/grinders. The more contaminates, the more numerous the laborers. Shaker screens are required when processing stumps with root balls or when large amounts of soil are present in the vegetative debris. 8.4 Storage: Chips/mulch should be stored in piles no higher than 15 feet and meet all State and local laws. 9. REPORTING. 9.1 The Contractor shall submit a report to the CITY no later than 10:00am each day. Each report shall contain, at a minimum, the following information: (a) Contractor's Name. (b) Contract Number. (c) Daily and cumulative totals of debris processed, to include method(s) of processing and disposal locations(s). (d) Daily estimate of Household Hazardous Waste (HHW) debris segregated and cumulative amount of HHW placed in the designated holding azea. (e) Any problems encountered or anticipated. 10. SITE CONSIDERAT1ON5. 10.1 Site Plan. The Contractor will provide a site operations plan for review and approval by the CITY prior to beginning work. At a minimum, the plan will address the following: (a) Access to the site. (b) Site management, to include point-of-contact, organizational chart, etc. (c) Traffic control procedures and,'or Maintenance of Traffic (d) Site security. (e) Site safety. (f) Site layout/segregation plan. (g) Hazazdous waste materials plan. (h) Environmental mitigation plan, including considerations for smoke, dust, noise, traffic, buffer zones, stormwater runoff archeology, historic preservation, wetlands, endangered species as appropriate. 10.2 Site Prepazation. The Contractor shall be responsible for preparing the site(s) to accept the debris. This preparation shall include clearing, erosion control, grading, construction and maintenance of haul roads and entrances. The Contractor shall provide utility clearances and sanitation facilities, if needed. The Contractor shall protect existing structures at the sites and repair any damage caused by his operations at no additional cost to the City. 10.3 Site Security. The Contractor shall be responsible for installing site security measures and maintaining security for his operations at the site. Seope of Work - Reduetba & Site Management May 2005 Page 7 of I d 10.4 Fire Protection. The Contractor shall manage the site to minimize the risk of fire. 10.5 Ash Containment Area. The Contractor shall be responsible for the storage, removal and containment of ash from all burning operations. The containment area will be "wetted down" periodically under this contract to prevent particles from becoming airborne. 10.6 Inspection Tower. The Contractor shall construct an inspection tower. The tower shall be constructed using pressure treated wood. The floor elevation of the tower shall be 10 foot above the existing ground elevation. The floor area shall be 8' x 8', constructed of 2" x 8" joists, 16" O.C. with '/" plywood supported by four (4) 6" x 6" posts. The perimeter of the floor areas shall be protected by a four (~) foot high wall constructed of 2" x 4" studs and '/~' plywood. The floor area shall be covered with a corrugated tin roof. The roof shall provide a minimum of 6'-6" of headroom below the support beams. Wooden steps shall provide access with a handrail. 10.7 Traffic Control. The Contractor shall be responsible for control of pedestrian and vehicular traffic in work area. Contractor shall provide all flag persons, signs, equipment and other devices necessary to meet Federal, State, tribal and local requirements. The traffic control personnel and equipment shall be in addition to the personnel and equipment required in other parts of this contract. 10.8 Site Closure. The Contractor shalt be responsible for the closure of the debris site within ten (10) calendar days of receiving the last load of disaster-related debris. This closure shall include removal of site equipment, debris and all remnants from the processing operation (such as temporary toilets, observation towers, security fence, etc.) and grading the site and restoring the site to pre-work conditions. The site will be restored in accordance with al] State, tribal and local requirements. The Contractor is responsible for the proper disposal of non-burnable debris, ash and wood chips. Disposal of the HHW debris is not the responsibility of the Contractor under this contract. The Contactor shall receive approval from the CITY as to the final acceptance of the site closure. Final payment will be released to the Contractor upon acceptance by the Contracting Officer. 11. HOUSEHOLD HAZARDOUS WASTE (HHW) ISSUES. l 1.1 The Contractor will be required to site. This containment area will consist liner. The HHW containment area must cover. construct a containment area at the reduction of a earthen berm with anon-permeable soil be covered at all times with anon-permeable 11.2 Any material found that is classified as HHW shall be reported immediately to the designated CITY. This material shall be segregated from the remaining debris using a Scope of Work- Reduction & Site Management May 2005 Pxge 8 of 14 method that will allow the remaining non-HHW debris to be processed. All HHW debris will be moved and placed in the designated HHW containment azea. 11.3 Disposal of the HHW debris will be by separate contract. 12. CONTRACTOR HHW SPILLS. 12.1 The Contractor shall be responsible for reporting to the CITY and cleaning up all HHW spills caused by the Contractor's operations at no additional cost to the City. 12.2 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, tribal and local laws and regulations. 12.3 Spills other than on the site shall be reported to the National Response Center and the Contracting Officer immediately following discovery. A written follow-up shall be submitted to the CITY not later than seven (7) days aRer the initial report. The written report shall be in narrative form and as a minimum shall include the following: (a) Description of the material spilled (including identify, quantity, manifest number, etc.) (b) Determination as to whether or not the amount spoiled is EPA/State reportable and when and to whom it was reported. (c) Exact time and location of spill, including description of the azea involved. (d) Receiving stream or waters. (e) Cause of incident and equipment and personnel involved. (f) Injuries or property damage. (g) Duration of discharge. (h) Containment procedures initiated. (i) Summary of all communications the Contractor has had with press, agencies or City officials other than CITY. (j) Description of cleanup procedures employed or to be employed at the site, including disposal location of spill residue. 13.OTAER CONSIDERATIONS. 13.1 The Contractor shall supervise and direct the work, using qualified labor and property equipment for all tasks. Safety of the Contractor's personnel and equipments the responsibility of the contractor. Additionally, the Contactor shall pay for all materials, personnel, taxes and fees necessary to perform under the terms of this contract. 13.2 The Contractor must be duly licensed in accordance with the State's statutory and regulatory requirements to perform the work. The Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for determining what permits are necessary to perform under the contract. Copies of all permits shall be submitted to the CITY. Scope of Rork -Reduction & Site M1Lnagement May 2005 Page 9 of 14 13.3 The Contractor shall be responsible for correcting any notices of violations issued as a result of the Contractors or any subcontractors' actions or operations during the performance of this contract. Corrections for such violations shall be at no additional cost to the City. 14. MEASUREMENTS. 14.1 Measurement of debris processed are based upon Cubic Yard (CY) measurements of debris delivered to the site. 14.2 Measurement of non-burnable debris and ash is based upon Ton measurements measured at the landfill or final disposal site. 14.3 All efforts required in mobilization, site set-up, site closeout and demobilization shall be considered as a total Jab. 15. PAYMENT. 15.1 Payment for all debris sorted, segregated, processed, reduced and disposed by burning will be made at the unit price per cubic yard. 15.2 Payment for managing and operating the debris sites; furnishing plant, material, labor, tools and equipment necessary to process/reduce/dispose ofdebris; and provide for tragic control, dust control, erosion control, inspection tower, lighting, ash containment, fire protection, permits, environmental monitoring and safety measures; are all incorporated in the bidder's unit price for burning. 15.3 Payment for loading and hauling non-burnable debris to the final disposal site will be by the ton. 15.4 The Contractor will be entitled to invoice for mobilization after all equipment is delivered and operational at the work site. Demobilization cost will be due after all equipment is removed from the work site. Payment for mobilization and demobilization will be per job. 15.5 Payment for site preparation and site closure will be per job. Scope of Work- Reduction 6c Site Management May 2005 Page 10 of 14 Flow Diagram for a Burning Operation -.~- m J Ak Curtak+ Burw Debris Loader with Root Rake r -- ~'~ Ash Removal with Bucket t_oader Uned Ash Storage Area Figure 1 Scopc of Work- Rectuctbo & Site Ms^~geme^t M^y 2005 Page 11 of 14 Overview of an Air Curtain Operation T_ C N NOZZLE AIR CURTAI .~~ IMPERVIOUS LAYER A porsr Soros, atlAa •kdno moron •r dioal yowa coil donna a fu rkt•b d Isrs .Soren ew sir wrnis by loseia/ ev gios fb s yknrm ud •ossM. TkM Ai/A rleeday sk trer•L scene Gs by of IA• pll r-bh • ftR Au bem sYrted, TAs u wrhw traps smoke end amsll partlsln end redrwisba tA•m to aksen combos dos ew1 rsdnes smoke. T-s nary lu-t rolsssa of evt ecwbvsla •emMsatlas ad proslde for k4A pit IaupaaMtas bMssn U00 dawreu P ud I]00 d•p•n p. TAa plr proHda s a•H •ombulb• oluoobv ~-b- Adps prowl bal bn. Figure 2 <---- PIT WALL, EITHER DIRT OR PRE-MANUFACTURED Srnpe of Work - Reduction do Site Minsgement Mty 2005 Pagc 12 of 14 Air Curtain Pit Burner T c m w Blower Nozzel 1' Wheel Stop ` Air Curtain -~~ `~~' ~~~- `'`/ E- ~ i11®_~ ~IOWOr ~'•~ s ~ L 8' 8' 8' /J Max Width Existing Ground Figure 3 Scope o(Work - Reduetba & Site Management May 2005 Page 13 0[ 14 EXHIBIT'B' BIDDING SCHEDULE w A ~~ ITEM Q1'y DESCRIPTION UNIT OF UNIT AMOUNT ISSUE PRICE 001. 1 Mobilization and Demobilization Job 0 002. Reduction of Burnable Debris through CY ~ . 9 0 the Air Curtain Incineration. 003. Disposal of Non-burnable Debris and Ton 33.00 Ash 004. 1 Site Pr aration and Site Closure. Job os t + 7 0 $ 005. Reduction of Burnable Debris by CY 2. 2 0 Chi in and Grindin 006. Reduction of Stumps greater than 24: in Stump 7 5. 0 0 diameter but less than 36" in diameter. 007. Reduction of Stumps 36" in diameter, Stump 3 5.0 0 but less than 48" in diameter or eater. 008. Reduction of Stumps 48" in diameter or Stump 75.00 eater. 009. 1 Demobilization Job 0 sro~ or w~ - u=a~ ~ s1k ~., rsr Zoos 1'~e 14 of 14 EXHIBIT 'A' SCOPE OF WORK FOR UNIT PRICE CONTRACT FOR DEBRIS REMOVAL RELATED TO A DECLARED DISASTER AT, IN, OR NEAR THE CITY OF CASSELBERRY 1. GENERAL. The purpose of this contract is to provide debris clearing and removal response assistance to the City of Casselberry, Seminole County, Florida which has been declared a disaster area by the President. 2. SERVICES. 2.1. The Contractor shall provide for debris removal from the area(s) outlined on the attached maps, described as: the City of Casselberry. 2.?. The debris shall be taken to the Debris Reduction site(s) indicated on the attached map, located or to be determined prior to commencement of the work effort. 2.3. The total amount of debris to be removed under this contract is estimated to be zero to 40,000 cubic yards. 2.4. The work shall consist of clearing and removing any and all "eligible" debris (see section 4.0 for a definition of eligible debris) primarily from the public right-of way (ROW) of streets and roads, as directed by the City of Casselberry's Designate Representative (CITY). Work will include: 1) examining debris to determine whether or not debris is eligible, burnable or non-burnable, 2) loading the debris, 3) hauling the debris to an approved dumpsite or landfill, and 4) dumping the debris at the dumpsite or landfill. Ineligible debris will not be loaded, hauled, or dumped under this contract. Burnable debris will be loaded separately from non-burnable debris. Mixed loading of burnable and non-burnable will be kept to a minimum. The CITY will determine the appropriate dumpsite for mixed loads. 2.5. Debris removal shall include all eligible debris found on the ROW within the area designated by the CITY. The CITY may specify any eligible debris within the ROW which should not be removed, or which should be removed at a later time. The contractor shall make as many passes through the designated area as required by the CITY. The contractor shall not move from one designated work area to another designated work azea without prior approval from the CITY. 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. Scope of Work - Debrl~ Removal Wray loos p.tetai>> 2.6. The Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of Federal, State, tribal and local Cities or agencies, or of any public utilities. 2.7. The City reserves the right to inspect the site, verify quantities, and review operations at any time. 2.8. All work shall be accomplished in a safe manner in accordance with U.S. Army Corps of Engineers EM 385-1-1, Safety and Health Requirements. 3. LOAD TICKETS. 3.1. "Load tickets" will be used for recording volumes of debris removal. (See enclosure) 3.2. Each ticket will contain the following information: 1) Ticket Number 2) Contract Number 3) Date 4) Contractor Name 5) Site Departure Time 6) Dump Arrival Time 7) Debris Classification 8) Debris Quantity 3.3. Load tickets will be issued by a CITY prior to departure from the loading site. The CITY will keep one copy of the ticket, and give three copies to the vehicle operator. Upon arrival at the dumpsite, the vehicle operator will give the three copies to the CITY at the dumpsite, the CITY will validate, retain one copy and give two copies to the driver for the Contractor's records (one copy for the sub-contractor and one copy for the prime contactor). 4. DEBRIS CLASSIFICATION. 4.1. Eligible Debris. Debris that is within the scope of this contract falls under three possible classifications: Burnable, Non-Burnable and Recyclable. Debris that is classified as Household Hazardous Waste (HHW) is not to be transported by this contract. 4.2. Burnable Debris. Burnable debris includes all biodegradable matter except that included in the following definitions of other categories of debris. 1t includes, but is not limited to, damaged and disturbed trees; bushed and shrubs; broken, partially broken and severed tree limbs; untreated structural timber; untreated wood product; and brush. 4.3. Non-Burnable Debris. Non-burnable debris includes, but is not limited to, treated timber; plastic; glass; rubber products; metal products; sheet rock; cloth items; non wood Srnpe of Work - D~ria Retoaval Moy 2005 Page 2 of 11 building materials; metal products (i.e. Mobile Trailer parts, Household appliances (White Metal), and similar items), or uncontaminated soil; roofing materials; and carpeting. 4.4. Household Hazardous Waste (HHW). Household hazardous waste, such as petroleum products, paint products, etc., and known or suspected hazardous materials, such as asbestos, lead based paint, or electrical transformers shall be removed by others. .~_ ~oorduatton for,~~azazx~o ' ebi~s ~eitioXal is #~ie respoust~tlity of t}~e ~iy. ... ~ ~. 4.5. Stumps. Tree stumps located within the ROW with one-half or more of the root ball exposed will be removed. Tree stumps with the base cut diameter measurements less than or equal to 24 inches (measured 24 inches up from where the tree originally exited the ground) will be considered to be burnable debris and removed of with the same methods used for other burnable debris. Tree stumps larger than 24 inches in diameter will be removed of as burnable and paid for in accordance to the MEASURMENT and PAYMENT paragraphs in this contract. Prior to removal, all stumps grater than 24 inches in diameter shall be photographed and their location identified with the photograph. 5. DEBRIS REDUCTION SITE(S). 5.1. The Contractor shall use only debris reduction site(s) designated in Section 2.2, unless otherwise approved by the CITY. The contractor shall haul non-burnable debris to the site designated for non-burnable debris and burnable debris to the reduction site designated. 5.2. The reduction site operator shall direct all dumping operations. The Contractor shall cooperate with the site operator to facilitate effective dumping operations. 5.3. The City makes no representations regarding the turn-around time at the dumpsites. 6. PERFORMANCE SCHDULE. 6.1. The Contractor shall commence performance within 72 hours of issuance of the Notice to Proceed. 6.2. The Contractor shall, with the City's direction, provide a work plan showing where operations will begin and which streets/roads will be cleared on a 2, 7, 14 day projection. The plan will be updated every 2 days. 6.3. Maximum allowable time for completion will be determined on an event basis, unless the City initiates additions or deletions to the contract by written change orders. Subsequent changes in completion time will be equitably negotiated by both parties pursuant to applicable State and Federal law. Scope of Work -Debris Remov~i May 2005 Page 3 of I I 7. EQUIPMENT. 7.1. All trucks and other equipment must be in compliance with all applicable Federal, State, tribal and local rules and regulations. Any truck used to haul debris must be capable of rapidly dumping its load without the assistance of other equipment; be equipped with a tailgate that will effectively contain the debris during transport and permit the truck to be filled to capacity; and measured and marked for its load capacity. Sideboard or other extensions to the bed are allowable provided they meet all applicable rules and regulations, cover the front and both sides, and are constructed in a manner to withstand severe operating conditions. The sideboards are to be constructed of 2" by 6" boazds or greater and not to exceed more than two feet above the metal bedsides. The contracting Officer's representative must approve all requests for extensions. Equipment will be inspected prior to its use by the Contractor using applicable U.S. Army Corps of Engineers forms. The forms will be provided to the City after completion. 7.2. Trucks and other heavy equipment designated for use under this contract shall be equipped with two signs; one attached to each side. The City will furnish these signs to the Contractor. The signs remain the property of the City and will be returned to the City at the conclusion of the contract. 7.3. Prior to commencing debris removal operations, the Contractor shall present to the City's representative all trucks or trailers that will be used for hauling debris, for the purpose of determining hauling capacity. The hauling capacity will be based on the interior dimensions of the truck's metal dump bed. Hauling capacity, in cubic yards, will be recorded and marked on each truck or trailer with permanent markings. Each truck or trailer will also be numbered for identification with a permanent marking. 7.4. Trucks or equipment which are designated for use under this contract shall not be used for any other work during the working hours of this contract. The Contractor shall not solicit work from private citizens or others to be performed in the designated work area during the period of this contract. Under no circumstances will the Contractor mix debris hauled for others with debris hauled under this contract. 7.5. Equipment used under this contract shall be rubber tired and sized properly to fit loading conditions. Excessive size equipment (6 CY and up) and non-rubber tired equipment must be approved by the CITY. 8. REPORTING. 8.1. The Contractor shall submit a report to the CITY during each day of the term of the contract. Each report shall contain, at a minimum, the following information: l) Contractor's Name 2) Contract Number 3) Crew 4) Location of work Scope of \Vork - Debrlt Removal May 2005 Psge 4 of I 1 5) Day of Report 6) Daily and cumulative totals of debris removed, by category 8.2. Discrepancies between the daily report and the corresponding load tickets will be reconciled no later than the following day. 9. OTftER CONSIDERATIONS. 9.1. The Contractor shall supervise and direct the work, using skillful labor and proper equipment for all tasks. Safety of the Contractor's personnel and equipment is the responsibility of the Contractor. Additionally, the Contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of this contract. 9.2. The Contractor must be duly licensed in accordance with the state's statutory requirements to perform the work. The Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for determining what permits aze necessary to perform under the contract. Copies of all permits shall be subnvtted to the CITY. 9.3. The Contractor shall be responsible for taking corrective action in response to any notices of violations issued as a result of the Contractors or any subcontractors' actions or operations during the performance of this contract. Corrections for any such violations shall be at no additional cost to the City. 9.4. The Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area. The Contractor shall provide all flag persons, signs, equipment, and other devices necessary to meet Federal, State, tribal and local requirements. The traffic control personnel and equipment shall be in additional to the personnel and equipment required in other parts of this contract. At a minimum, one flag person should be posted at each approach to the work area. Work shall be accomplished in a safe manner in accordance with U.S. Army Corps of Engineers EM 385-1-1, Safety and Health Requirements. 10. MEASUREMENT. 10.1. Measurement for burnable debris removed will be by the cubic yard as predetermined through truck bed measurement. Trucks with less than full capacities will be adjusted down by visual inspection by the CITY. Measurement will be documented by load tickets. 10.2. Measurement for non-burnable debris removed will be by the cubic yard as predetermined though truck bed measurement. Trucks with less than full capacities will be adjusted down by visual inspection by the CITY. Load tickets will document measurement. Seope of Work - Debrla Removal May 2005 Page S of i l 10.3. Measurement for payment of stumps removed with 25 to 36 inch diameters base cuts (measured 24 inches up from where the tree originally exited the ground) shall be per stump. 10.4. Measurement for payment of stumps removed with 37 to 48 inch diameter base cuts (measured 24 inches up from where the tree originally exited the ground) shall be per stump. 10.5. Measurement for payment of stumps removed with 49 inch and larger diameter base cuts (measured 24 inches up from where the tree originally exited the ground) shall be per stump. 11.0 PAYMENT. 11.1. Payment for the removal of burnable debris (including stumps 24 inches and smaller) to include all costs associated with loading, hauling and dumping will be paid for under the contract bid item for Burnable Debris. 11.2. Payment for the removal of non-burnable debris to include all cost associated with loading, hauling and dumping will be paid for under the contract bid item for Non- Burnable Debris. 11.3. Payment for the removal of stumps, 25 inches and larger, to include all cost associated with loading, hauling and dumping will be paid for under the contract bid item for the appropriate size category for Stumps. 11.4. Payment for mobilization and demobilization will be paid for under the contract bid item for Mobilization and Demobilization. 11.5. Payment for work completed maybe invoiced on a bi-weekly basis. Invoices will be based on verified quantities from the daily operational reports and valid load tickets. 11.6. The Contractor will be entitled to invoice for 60% of the mobilization and demobilization line item after all equipment is delivered to the designated work site. The remaining 40% will be due after all equipment is removed from the work site, all vehicle signs have been returned to the City, and receipt of a proper invoice. 1 1.7. All payments made under this contract will be in accordance with PAYMENTS clauses located in other sections of this contract. 12. OTHER CONTRACTS. 12. l .Other contracts may have been issued. 12.2. The City reserves the right to issue other contracts or direct other contractors to work within the area included in this contract. Scope otWork - Drbrls Removr! M1iay 2005 Page 6 of 11 13. ENCLOSURES/ATTACHMENTS. 13.1. Bidding Schedule 13.2. Daily Report 13.3. Load Ticket Scope of Work - D~rl~ Removal May 2005 Page 7 of l 1 EXHIBIT 'B' BIDDING SCHEDULE Disaster Debris Management Item No. Cate o Units Unit Price 1 Mobilization & Demobilization Lum Sum 0 1 A Debris haulin to 6 nu. one wa Cubic Yard 9 2 5 1B Debris haulin 7-15 mi. one wa Cubic Yazd 10.50 1C Debris haulin 16-30 mi. one wa Cubic Yard 1 1 7 5 1 D Debris haulin 31-45 mi. one wa Cubic Yard 13.0 0 lE Debris haulin 46-60 mi. one wa Cubic Yard 2 Temporary debris separation & reduction site mana ement Cubic Yard 3A Debris dis osal to 15 mi. one wa Cubic Yazd 3B Debris dis osal 16-30 mi. one wa Cubic Yard 3C Debris dis sal 31-45 mi. one wa Cubic Yard 5.25 3D Debris dis sal 46-60 mi. one wa Cubic Yard 6.7 5 3E Debris dis sal 61-75 nv. one wa Cubic Yard 7. 2 5 3F Debris dis osa176-100 mi, one wa Cubic Yard 8.0 0 3G Debris dis sal 101-115 mi. one wa Cubic Yazd 8.5 0 3H Debris dis sal 116-130 mi. one wa Cubic Yard 9.00 4A Hazardous slum removal <6" diameter Each 4B 'Hazardous stem removal 6"<12" diameter Each 0 4C Hazardous scum removal 12"Q4" diameter Each 0 4D Hazardous slum removal 24"<48" diameter Each 5 7 5.0 0 4E Hazazdous slum remova148" & u Each 9 5 0.0 0 5 Sand screenin Cubic Yard g 0 6 Recover & destro dead fish, animals Pound Equipment with Operator 7A 30 ton or lar er crane Hour 17 0.0 0 7B Stum 'der Hour 8 5.0 0 7C 50' bucket truck Hour 7D Self-loadin knuckleboom Haur 14 0.0 0 7E Track-hoe (John Deere 690) Hour 12 5.0 0 7 F Wheel-loader (JD 644) Hour 13 5.0 0 7G D-6 dozer Hour 1 2 5.0 0 7H 4WD loader JD 544) Hour 1 2 5.0 0 7I Tractor w/lowbo ui .trans ort) Hour 9 0.0 0 7J Service truck Hour 90.00 7K Bobcat loader Hour 7L Drum and/or disc chi r wto o rator) Hour 1 2 5 0 7M Tractor w/boz blade w/o o erator) Hour 4 5.0 0 7N 5-14 CY Dum Truck Hour 4 0.0 0 70 15-24 CY Dum Truck Hour 0 0 0 sro~ ~r w~ - v~,a. ru~.d ~r mos ~~e~rt~ [l r M h M r 7P 25-34 CY Dum Truck Hour 5 5.0 0 7 35-44 CY Dum Truck Hour 6 0.0 0 7R 45-54 CY Dum Truck Haur ~ 0 7S 55-64 CY Dum Truck Hour 7T 65-74 CY Dum Truck Haur 7U 75+ CY Dum Truck Hour 7V Tub 'der Diamond Z) Hour 4 9 0.0 0 7W Water truck (2,000 aI.) Hour 7 0 0 7X Rubber fire backhoe Haur 9 5.0 0 7Y Motor ader Hour 12 0.0 0 7Z Air curtain burner Hour 7AA Tree Climber with ear Hour 7 5.0 0 7BB Tree O erator with Chainsaw Hour 5 0.0 0 7CC Tree Crane with O erator Hour 1 2 0.0 0 Personnel SA Climber w/ ear Hour 7 5.0 0 8B Pro'ect mana er w/truck Hour 7 5 0 0 8C Su rintendent w/truck Hour 6 5.0 0 8D Foreman wltruck Hour 8E Safe Su rintendent Hour 8F O rator w/chainsaw Hour 8G Surve ersonnel w/vehicle Hour 8H Traffic control ersonnel Hour 3 0.0 0 8I Ins ector w/vehicle Hour 4 5.0 0 8] Laborers Hour 3 0 0 0 $K Vice President/Fro'ect Director/Princi al Hour n c 8L Sr ro'ect mana er Hour 8M Pro'ect mana er Hour 6 5.0 0 8N Field Coordinator Hour 80 Field ins ctor/debris monitor Hour 4 5.0 0 SP Pro'ect administrator Hour 6 0.0 0 $ Clerical assistant Hour srnPe d work . r~~ Removal May SOS Page 9 or 11 CONTRACTOR: DATE OF REPORT: CONTRACTOR NO.: ,. ~' ,. i~ ~ ~ am ait~: ' s':~ ~:X'. Totals ~fdlt~i ;'~~c~t~ ;K t 2 3 4 5 6 7 8 Daily Totals CONTRACTOR: Daily Totals DATE OF REPORT: Scope of Work -Debris Removal May 2005 Page 10 of l l Sample Debris Load Ticket LOAD TICKET' TICKET NUMBER: 00001 CONTRACT Nt,TMBER: PRIME CONTRACTOR'S NAME: DATE: DEBRIS UANTITY Truck No: Capacity ~Cl~: Load Size: Cubic Yards or Tons Truck Driver: DEBRIS CLASSIFICATION Burnable Non-Burnable Mixed Other LOCATION Zone(Section Dum site Time Contractor Monitor Loadin Dum in Scope of Work -Debris Removal May 2005 Pale l l of 11 Ash,~ritt Contact Sheet In preparation for the 2007 hurricane season we would like to update our mutual contact information. Enclosed is the AshBritt contact list for 2007. We would appreciate an updated list from you to ensure that we have the most current and appropriate contacts available. Communication is critical to our rapid response to any need you may have. Please be advised that Don Madio who may have been on your previous contact list is no longer associated with AshBritt. Thank you for your cooperation. AshBritt, Inc. 480 South Andrews Avenue, Suite 103 Pompano Beach, Florida 33069 RECEIVED t ~ 6 20(~ PUBLiC WOi~,KS G~=~'T Phone: (954) 545-3535 Toll Free: (800) 244-5094 Fax: (954) 545-3585 Email: info@ashbritt.com + Web: www.ashbritt.com l ' ~ ~' Contractual Contacts: Operations Contacts: Primary: Terry Jackson Chief 11~larketing Officer (954) 818-5449 cell (24 hrs) terry@ashbritt.tom Primary: John W. Noble Chief Operating Officer (954) 683-0247 cell (24 hrs) jnoble@ashbritt.tom Secondary: Randi E. Milner Marketing Coordinator (954) 914-8978 cell (24 hrs) rmilner@ashbritt.tom Secondary: Dow gnight VP, Operations (954) 818- 4416 cell (24 hrs) dow@ashbritt. com `C t-~~< ~ ~~ t ~ .`.~ m ~ .~~ ~>~ rV.a ~ + \~^ of ~~ ~' 2 titi'Y}.:;~, ~h ~~ ~ t~ ~ S ~~ VC ~ ~•v~~