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2018 07 09 Consent 306 Disaster Debris Removal
COMMISSION AGENDA ITEM 306 REQUEST: Informational Consent X Public Hearings Regular July 09, 2018 SB LR Regular Meeting City Manager Department The Public Works Department requesting authorization to enter into a contract with D&J Enterprises Inc. (Primary Provider) and A Budget Tree Service Inc. (Alternate Provider) for Hurricane/Disaster Debris Removal, Reduction, and Disposal Services (RFP 4007 -18 -SB). SYNOPSIS: The purpose of this Commission item is to request authorization to enter into a contract with D&J Enterprises Inc. (Primary Provider) and A Budget Tree Service Inc. (Alternate Provider) to manage the removal and disposal of all eligible debris on City Rights -of -Way and public properties immediately after a hurricane or other disaster, in accordance with Federal Emergency Management Agency (FEMA) regulations and the City's Disaster Debris Management Plan. CONSIDERATIONS: Request for Proposal (RFP) 4007 -18 -SB was advertised on the City's website. A total of nine bid submittals were received by the due date of May 30, 2018. The objective of the RFP and subsequent contracting activity is to secure the services of experienced Contractor (s) capable of efficiently removing large volumes of disaster -generated debris in a timely and cost-effective manner and lawfully disposing of all debris. The Contractor(s) shall perform all work in accordance with FEMA guidelines in order to maximize recovery of reimbursable expenses. A Selection Committee comprised of City staff evaluated each bidder's submission based upon the criteria stated in the RFP: Price (50%); Experience and Qualifications (30%); and General Operations Plan (20%). Following the evaluation process, City staff selected a Consent 306 PAGE 1 OF 3 -July 09, 2018 Primary (D&J Enterprises Inc.) and Alternate (A Budget Tree Service Inc.) provider due to their proven experience, efficient operations as demonstrated in response to Hurricane Irma, reliability to promptly report and execute the work, low risk, and competitive pricing. Each Contractor will be requested to enter into negotiations with the City to produce a Debris Removal and Disposal contract on a contingency basis for the purpose of having Contractor(s) immediately available and committed to assisting the City in the aftermath of a major disaster. The City reserves the right to terminate negotiations in the event it deems the progress toward a contract to be insufficient. Each contract shall be for a term of five (5) years. The selected Contractor(s) will standby for much of the duration of the five (5) years and only be called to active duty when a debris generating event occurs. This call to active duty may be repeated several times within the five (5) year contract period depending on the number of separate debris events that occur. Depending on the nature of the storm and circumstances, the City may activate more than one (1) Contractor. Once activated, the Contractor(s) will need to provide the City a Performance and Payment Bond for $500,000, which will need to be in effect for the duration of the active duty period. FISCAL IMPACT: The contract to be awarded for Hurricane/Disaster Debris Removal, Reduction, and Disposal services will be on a contingency basis and activated only during an emergency. As such, no compensation will accrue to the Contractor(s) until the contract is activated either in anticipation of a natural disaster or immediately after such disaster. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at six (6) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends the City Commission enter into a contract with D&J Enterprises Inc. (Primary Provider) and A Budget Tree Service Inc. (Alternate Provider) for Hurricane/Disaster Debris Removal, Reduction, and Disposal services, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. Consent 306 PAGE 2 OF 3 -July 09, 2018 ATTACHMENTS: 1) Request for Proposal 4007 -18 -SB (30 pages) 2) Price Bid Summary (1 page) Consent 306 PAGE 3 OF 3 -July 09, 2018 H x * G) Incorparated 1959 fyc©� WE REQUEST FOR PROPOSAL FOR HURRICANE / DISASTER DEBRIS REMOVAL, REDUCTION AND DISPOSAL RFP NO. 007 -18 -SB MAY 19 2018 City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 pg. 1 Table of Contents PART I GENERAL INFORMATION 1. Purpose...................................................................................................................................1 2. Selection Process and Evaluation...........................................................................................1 3. Procurement Schedule............................................................................................................1 4. Proposal Submission and Withdrawal....................................................................................1 5. Communication Protocol........................................................................................................2 6. Addenda..................................................................................................................................2 7. Rights of the CITY.................................................................................................................2 8. Proposal Preparation Costs.....................................................................................................3 9. Interpretations.........................................................................................................................3 10. Non -Collusion Affidavit....................................................................................................... 3 11. Public Entity Crimes.............................................................................................................3 12. Public Records Act / Information Disclosure to Third Parties.............................................3 13. Posting of Recommendation for Award...............................................................................4 14. Insurance................................................................................................................................4 15. Cone of Silence.....................................................................................................................4 16. Agreements with other Governmental Entities..................................................................... 4 17. Scrutinized Companies..........................................................................................................5 18. Third Parry Beneficiary Disclaimer...................................................................................... 5 PART II STATEMENT OF WORK 1. Project Description and Requirements................................................................................... 5 2. Introduction............................................................................................................................6 3. Scope of Work/Overview.......................................................................................................8 4. Miscellaneous Requirements................................................................................................ 15 5. Performance of Contractor................................................................................................... 16 PART III PROPOSAL SUBMISSION REQUIREMENTS 1. Proposal Submission Requirements and Format.................................................................. 17 PART IV PROPOSAL EVALUATION AND AWARD 1. General................................................................................................................................. 19 2. Evaluation Criteria................................................................................................................20 3. Evaluation Method............................................................................................................... 20 4. Award................................................................................................................................... 21 PART V PROPOSAL FORMS 1. Proposal Form I - Transmittal Letter.................................................................................. 22 3. Proposal Form 2 - Price Proposal......................................................................................... 24 4. Proposal Form 3 - Non -Collusion Affidavit........................................................................26 5. Proposal Form 4 - Drug -Free Workplace.............................................................................27 PART VI ATTACHMENTS A. Debris Zones and Potential Temporary Debris Sites Map C. Location of Publicly Owned Debris Management Sites pg. 2 PART I - GENERAL INFORMATION 1. Purpose The purpose of this Request for Proposal (RFP) is to solicit formal written Proposals from experienced individuals, corporations, partnerships and other legal entities (PROPOSER) to perform Hurricane/Disaster Debris Removal, Reduction, and Disposal Services for the City of Winter Springs (CITY). 2. Selection Process and Evaluation The selection process will be conducted by the Selection Committee in accordance with, but not limited to, the methods and criteria described in Part IV— Proposal Evaluation and Award. 3. Procurement Schedule A summary schedule of the maj or activities associated with the CITY'S procurement process for this Solicitation is presented in Table 1 - Procurement Schedule. The CITY, at its sole discretion, may modify the schedule as it deems appropriate. The CITY will notify of any changes in association with submittal dates by written Addenda in accordance with Part I, Section 6 - Addenda. Table 1 - Procurement Schedule NO. ACTIVITY DATE 1 Issue RFP May 1, 2018 2 Last Date for City to Receive Questions on RFP May 11, 2018 3 Last Date for City to Issue Addendum in Response to Questions May 18, 2018 4 Proposal Submission Due Date May 30, 2018 5 Selection Committee Meeting (tentative date) June 8, 2018 4. Proposal Submission and Withdrawal The CITY must receive all Proposals no later than 2:00 P.M., Eastern Time, on the date established in Part I, Section 4 — Procurement Schedule, at the following address: Shawn Boyle, Director of Finance City of Winter Springs 1126 East State Road 434 Winter Springs, Florida 32708 The CITY cautions those submitting Proposals to assure actual delivery of mailed or hand delivered Proposals directly to the CITY'S Utility Billing Department office at 1126 East State Road 434 in Winter Springs, Florida prior to the deadline set for receiving Proposals. If the Proposal is hand delivered, deposit it with the Utility Billing Manager in City Hall. Telephone confirmation of timely receipt of the Proposals may be made by calling (407) 327-1800 before the deadline. All Proposals received after the established deadline will be rejected and returned unopened. PROPOSER may withdraw their Proposals by notifying the CITY'S Finance Director in writing at any time prior to the time set for the Proposals receipt deadline. PROPOSERS may withdraw their Proposals in person or through an authorized representative. PROPOSERS and authorized representatives must disclose their identity and provide a signed receipt for the Proposals. Proposals, once opened, become the property of the CITY and will not be returned to the PROPOSERS. pg. 3 5. Communication Protocol All questions and communications concerning this procurement process must be directed to Shawn Boyle, Director of Finance. All requests for clarifications or additional information must be submitted in writing via electronic mail to sboyle@winterspringsfl.org. All questions shall be submitted no later than the date specified in Table I — Procurement Schedule. The CITY will record its responses to questions, if any and address them in the form of a written Addendum. 6. Addenda Should revisions to the RFP become necessary, the CITY will issue written Addenda. All Addenda must be acknowledged. This Acknowledgement must be included in Proposal Form 1 — Transmittal Letter. Addenda may be downloaded from the CITY'S website at http://www.winterspringsfl.org/EN/web/govibids purchasing PROPOSERS' submittals may be rejected as non-responsive if PROPOSERS have failed to submit Proposal without Addenda Acknowledgement. All PROPOSERS should contact the CITY no more than five (5) calendar days before the due date for receiving Proposals to ascertain whether any Addenda have been issued. Failure of the PROPOSER to make this inquiry could result in its Proposal being non-responsive in the event addenda were issued and not acknowledged by the PROPOSER in their submittal. No Addenda will be issued later than five (5) calendar days prior to the due date for receipt of Proposals except an Addendum withdrawing the RFP or one that includes postponement of the date for receipt of Proposals. 7. Rights of the CITY This RFP constitutes an invitation for submission of Proposals to the CITY. This RFP does not obligate the CITY to procure or contract for any of the scopes of services set forth in this RFP. The CITY reserves and holds at its sole discretion, various rights and options under Florida law, including without limitation, the following: • To prepare and issue addenda to the RFP that may expand, restrict, or cancel any portion or all work described in the RFP without obligation to commence a new procurement process or issue a modified or amended RFP. • To receive questions from potential PROPOSERS and to provide such answers in writing as it deems appropriate. • To waive any informalities, technicalities or irregularities in the Proposals submitted. • To reject any and all Proposal submissions. • To change the date for receipt of Proposals or any deadlines and dates specified in the RFP. • To change the procurement and/or selection process prior to receipt of Proposals. RFP No. 007 -18 -SB May 2018 • To conduct investigations with respect to the information provided by each PROPOSER and to request additional information (either in writing or in presentations and interviews) to support such PROPOSER'S responses and submittals. • To visit facilities referenced in the PROPOSER' S submittal at any time or times during the procurement process. • To seek clarification of Proposals from the PROPOSERS either in writing or in presentations and interviews. • To cancel the RFP: with or without the substitution of another RFP. pg. 4 8. Proposal Preparation Costs The CITY accepts no liability for costs and expenses incurred by the PROPOSER in preparation and submission of Proposals and responses to clarifications from the CITY, potential site visits and interviews, negotiations, future RFP or any other work performed in connection with the Proposal. Each PROPOSER that enters into the procurement process shall prepare the required materials and submittals at its own expense and with the express understanding that they cannot make any claims whatsoever for reimbursement from the CITY for the costs and expenses associated with the process. PROPOSER should prepare their submittal providing a straightforward and concise description of the PROPOSER' S ability to meet the requirements of the RFP. Unnecessarily elaborate brochures, art work, expensive paper, bindings, visual and other presentation materials, beyond that sufficient to present a complete and effective response to this RFP is not desired. 9. Interpretations The CITY will not be bound by or responsible for any explanation or interpretation of the RFP documents other than those given in written addenda. In no event shall PROPOSERS rely on any oral statement by the CITY, its staff, agents, advisors, or consultants. Any PROPOSER that submits in its Proposal to the CITY any information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, may be disqualified from consideration. 10. Non -Collusion Affidavit The PROPOSER is required to submit Proposal Form 3 — Non -Collusion Affidavit stipulating Agreement to the following: "PROPOSER certifies that its Proposal is made without previous understanding, Agreement, or connection with any person, firm, or corporation making a Proposal for the same item(s) and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action". 11. Public Entity Crimes Pursuant to Section 287.133(2)(a), as amended: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. 12. Public Records Act/Information Disclosure to Third Parties Sealed bids, proposals, SOQs, or replies received by the CITY pursuant to a competitive solicitation are exempt from s. 119.07(1) and s.24(a), Art I of the State Constitution until such time as the CITY provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, SOQs, or final replies, whichever is earlier. As such, the CITY shall not in any way be liable or responsible for the disclosure or result of disclosure of any submissions or portions thereof submitted in response to the RFP. The law provides for certain exclusions to disclosure. If the PROPOSER believes that some information contained in their Proposals is exempt from disclosure, the PROPOSER is instructed to label such information as confidential, specify the pertinent section of the public record law that justifies nondisclosure, and request in writing the CITY keep such information confidential and free from disclosure. The CITY reserves the right to make any final determination of the applicability of the public records law. hl addition, all Proposals received by the Proposal submission date will become the property of the CITY and will not be returned. pg. 5 Oral presentations, meetings where PROPOSER(S) is answering questions, negotiations, and CITY meetings to discuss negotiation strategy are exempt from public access. 13. Posting of Recommendation for Award Recommendation for Award will be posted on the date of the Selection Committee meeting for a period of five (5) calendar days. It is the PROPOSERS' sole responsibility to ascertain the time and date of posting of the Recommendation for Award. This may be accomplished by telephone, e-mail, or other means deemed timely by the PROPOSER. 14.Insurance The awarded PROPOSER(S) shall maintain insurance coverage reflecting the minimum amounts and conditions. hl the event the PROPOSER(S) is a governmental entity or a self-insured organization, different insurance requirements may apply. RFP No. 007 -18 -SB. Misrepresentation of any material fact, whether intentional or not, regarding the PROPOSER(S) insurance coverage, policies or capabilities may be grounds for rejection of the proposal(s) and rescission of any ensuing agreement(s). 15. Cone of Silence PROPOSERS are advised that a Cone of Silence that prohibits any communication, except for written correspondence, regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between PROPOSERS or any person representing the PROPOSERS and any member of the CITY Governing Board, their staff, any CITY employee authorized to act on behalf of the CITY to award the contract under this response, or any member of the selection committee authorized to evaluate the response. The Cone of Silence shall be in effect as of the deadline to submit response even if response is withdrawn or is otherwise eliminated from consideration consistent with the procedures as outlined in this RFP. The Cone of Silence shall remain in effect until the Governing Board, or CITY staff if authorized to act on behalf of the Board, awards or approves the contract, rejects all responses or otherwise takes action which ends the solicitation process. The provisions of this article shall not apply to oral communications at any public proceeding, including pre -proposal conference, oral presentations before selection committees, and contract negotiations during any public meetings, presentations made to the Board and protest hearings. Further, the Cone of Silence shall not apply to contract negotiations between CITY employees and the intended awardee(s), any dispute resolution process following the filing of a protest between the person filing the protest and any CITY employee, or any written correspondence at any time with any CITY employee, Board member or Advisory board member, or selection committee member, unless specifically prohibited by the applicable competitive solicitation process. The Governing Board by means of action taken at any properly noticed Governing Board meeting may invoke the cone of silence earlier than the time specified in this section for any procurement. 16. Agreements with other Governmental Entities All PROPOSERS submitting a response to this RFP agree that such response also constitutes a response to all State Agencies and Political Subdivisions of the State of Florida under the same terms and conditions, for the same prices and for the same effective period as specified in this RFP; should the successful PROPOSER deem it in the best interest of their business to do so. The Agreement(s) resulting from this RFP in no way restricts or interferes with any State Agency or Political Subdivision of the State of Florida from re -solicitation for any or all items specified in this RFP. 17. Scrutinized Companies As provided in F.S. 287.135, by entering into any Agreement with the CITY, or performing any work in furtherance hereof, CONTRACTOR hereby certifies that CONTRACTOR and pg. 6 CONTRACTOR'S affiliates, suppliers, subcontractors and consultants who will perform hereunder, have not been placed on the Scrutinized Companies With Activities in Sudan List or Scrutinized Companies With Activities in The Iran Petroleum Energy Sector List created pursuant to F.S. 215.473. If the CITY determines, using credible information available to the public, that a false certification has been submitted by CONTRACTOR, this CONTRACTOR may be terminated and a civil penalty equal to the greater of $2 million or twice the amount of this Agreement shall be imposed, pursuant to F.A. 287.135. 18. Third Party Beneficiary Disclaimer It is not the intention of these RFP documents to create third party beneficiary status in any person or entity that is not a direct party to the contract awarded as a result of being the successful Proposer, and no language in these RFP documents or the contract awarded pursuant to this RFP should be construed or interpreted as creating a third party beneficiary. PART II STATEMENT OF WORK 1. Project Description and Requirements The CITY seeks experienced firms to remove and lawfully dispose of disaster -generated debris (other than hazardous materials and household putrescible garbage) from public property and public right- of-ways in Incorporated Winter Springs, Florida, immediately after a hurricane or other disaster. The objective of the RFP and subsequent contracting activity is to secure the services of an experienced CONTRACTOR who is capable of efficiently removing large volumes of disaster -generated debris from a large area in a timely and cost-effective manner and lawfully disposing of all debris. CONTRACTOR must be capable of assembling, directing, and managing a work force that can complete the debris management operations in 120 days or less. The duration of effort/completion dates of all tasks will be determined jointly by the CITY and CONTRACTOR. This determination will be set in writing in appropriate Task Order(s). pg. 7 The CONTRACTOR shall perform all work in accordance with FEMA guidelines in order to maximize recovery of reimbursable expenses. This task shall include the provision of audit quality documentation as required by and acceptable to FEMA for all work accomplished. The CONTRACTOR may be required, at the CITY'S discretion, to be under the direction of an agent of the CITY. While intended to cover debris management needs in any major disaster scenario, the primary focus is on the threat of hurricane damage to Incorporated Winter Springs, Florida. The planning standards used for this project are based on the anticipated impacts of a named storm event or major flood impacting Incorporated Winter Springs, Florida. The CITY intends to enter into contingency Agreement to provide emergency debris removal and disposal services as required by the CITY. 2. Introduction The CITY'S disaster recovery planning includes considerations for removing and processing the volumes and types of debris expected to be generated by a major disaster such as a hurricane and the procedures for disposing of that debris. The planning approach is formulated in part on the concept of strategic pre -positioning of plans and resources necessary for timely, coordinated recovery operations, including removal of debris from public property and right-of-ways throughout Incorporated Winter Springs using a combination of municipal and CONTRACTOR forces. If activation is required the CITY intends to activate contracts on an as -needed basis as solely determined by the CITY. The CITY intends to activate the CONTRACTOR as best meets the needs of the CITY. The CITY reserves the sole right to assign/reassign any or all CONTRACTORS at any time as may be deemed appropriate depending upon the circumstance (s), the event, or any other condition which may warrant such action. The CONTRACTOR must have the experience and capability to manage a major workforce with multiple subcontractors and to cover the expenses associated with a major recovery operation prior to the initial CITY payment and between subsequent payments, as well as the capacity to provide the necessary bonds and insurance. The CONTRACTOR must also have an established management team, an established network of resources to provide the necessary equipment and personnel, comprehensive debris removal and volume reduction operations plans, and demonstrable experience in major disaster recovery projects. The Agreement to be awarded under this RFP will be a contingency Agreement that will be activated only in the face of an emergency. As such, no compensation will accrue to the CONTRACTOR unless and until the Agreement is activated either in anticipation of a natural disaster or immediately after such disaster. CONTRACTOR who receives a contingency Agreement for the work, may be required to participate in certain CITY directed disaster recovery training and/or exercises, 1 to 2 days each year, at no cost to the CITY. The CITY does not guarantee a CONTRACTOR will be activated if awarded a standby agreement. 2.1 Planning Standard for Debris Removal and Disposal The CITY'S goal is to complete the debris removal and disposal process in 120 days. This assumes that the entire area of the City will be accessible within that period. Due to the low elevation and potential for flooding, some areas might not be accessible for several weeks after a major natural disaster. The CONTRACTOR must be aware that it might not be possible to initiate operations in all pg. 8 parts of the City simultaneously immediately after a storm. 2.2 Debris Management Planning for debris management operations is a function of the Department of Public Works as a supporting agency to the City. The CITY'S Director of Public Works will direct the debris removal and disposal operations. In addition to using CITY forces and equipment, the CITY intends to execute one (but reserves the right to execute more than one) debris removal and disposal Agreements on a contingency basis for the purpose of having CONTRACTOR(S) immediately available and committed to assisting the CITY in the aftermath of a maj or disaster. Each CONTRACTOR holding a debris removal and disposal Agreement will serve as a General CONTRACTOR for the purpose of debris removal and disposal operations, and will be able to use his/her own and subcontractor resources to meet the obligations of the Agreement. It is anticipated that the CONTRACTOR will use both local and non -local subcontractors. Notwithstanding, the CONTRACTOR will make every effort to use Small Business Enterprises (SBE), to the maximum extent practicable. When a major disaster occurs or is imminent, the CITY intends to contact CONTRACTORS holding Debris Removal and Disposal Agreements to advise them of the CITY'S intent to activate the Agreement(s). Debris removal will generally be limited to debris in, upon, or brought to City residential private and public streets and roads, right-of-ways, municipal properties and facilities, and other public sites (this includes debris from customers assessed for residential solid waste and recycling collection services by the CITY). The CONTRACTOR will be responsible for determining the method and manner of debris removal and lawful disposal operations, consistent with the CITY'S Debris Management Plan. Disposal of debris will be at CITY approved Temporary Debris Sites or landfill sites. The CONTRACTOR will be responsible for the lawful disposal of all debris and debris -reduction by-products generated at all Temporary Debris Sites. When a major disaster occurs or is imminent, the CITY will initially send out an Alert to the selected CONTRACTOR(S). This Alert will serve to activate the lines of communication between the CONTRACTOR representatives and the CITY. Subsequently, the CITY will issue the first Task Order which will authorize the CONTRACTOR to send an Operations Manager to the CITY within 24 hours of receiving such Task Order to begin planning for the operations and mobilizing the personnel and equipment as necessary to perform the stipulated work. This first Task Order will also direct the CONTRACTOR to execute the required Performance and Payment Bond. The CONTRACTOR should anticipate receiving this first Task Order 24 to 72 hours before projected landfall of a hurricane. Depending on the nature of the storm and circumstances the CITY may activate more than one (1) CONTRACTOR. Specific task orders will be issued to select CONTRACTORS based on the best interest of City. The CITY reserves the right to assign work or task orders to various CONTRACTORS based on pricing submitted. The CITY does not guarantee a cradle to grave pricing arrangement but reserves the right to pick and choose CONTRACTORS based on ranking. The general concept of debris removal operations includes multiple, scheduled passes of each site, location, or right-of-way. This will allow residents to return to their properties and bring debris to the private and public right-of-way as recovery progresses. The CITY will prescribe the specific schedule to be used after ascertaining the scope and nature of the disaster's impacts. The CITY will make every effort to identify strategically located Temporary Debris Sites throughout the City prior to a natural disaster. Depending upon the severity of the natural disaster, additional Temporary Debris Sites will be identified as needed. pg. 9 The CONTRACTOR will operate the Temporary Debris Sites and only CONTRACTOR vehicles and others specifically authorized by the CITY will be allowed to use the sites. Only one (1) level of subcontractor will be allowed to operate the sites. There will be no multi -tiered subcontractors (sub of a sub) allowed to operate temporary debris sites. The CONTRACTOR is responsible for all activity at temporary debris sites operated by their subcontractor and must have an employee on site at all times to oversee daily operations. The locations of publicly owned sites currently under consideration are shown on Attachment C. Additional sites (privately owned mostly) may become available as plans develop. The CITY may also establish designated homeowner drop-off sites. The CONTRACTOR will be responsible for removing all eligible debris from those sites daily at the direction of the Emergency Management Coordinator or designee. 3. Scope of Work/Overview This section is divided into three (3) subsections: 3.1 Debris Removal and Disposal Operations from residential public and private streets, roads and right-of-ways and delivered to a Temporary Debris Site. 3.2 Temporary Debris Site Operations which includes daily operations as well as reclamation of the site to its pre -storm condition or as directed by the CITY Director of Public Works. 3.3. Processing, Loading and Hauling Material from Temporary Debris Site to final destination Specific work authorizations by the CITY will be through written Work Orders. Work Orders will define the job to be accomplished, location of job, time -frame for completion, rates to be used, etc. Any job with requirements or rates not covered by this Proposal will be negotiated. The CITY reserves the right to extend operations on a weekly basis. Work Orders will be executed bilaterally. Performance will be by the metrics established in the Work Order(s). After 1/3 and again after 2/3 of the stipulated number of days of work in the Work Order have elapsed, the CONTARCTOR(s) shall provide written progress report to the CITY for review and acceptance. The CITY shall have the right to correct for CONTRACTOR'S default or underperformance by any means it deems in its best interest. The CONTRACTOR shall commence mobilization immediately upon receipt of the mobilization Work Order meeting the following progress patterns: 48 hours- collection activity within assigned Collection Service Area. Within seven (7) calendar days CONTRACTOR shall have 100% of all necessary equipment operating within all Collection Service Areas. This represents a minimum response schedule and does not restrict an earlier response. Subsequently, the CITY may issue additional Work Orders to define more precisely the work to be accomplished or to authorize additional work. The CONTRACTOR shall perform in accordance with each Work Order in all designated Collection Service Areas established by the CITY. Each Work Order will be uniquely and sequentially numbered. The CONTRACTOR is authorized to collect debris during daylight hours, seven (7) days per week. Any deviations from this schedule will require CITY approval. The CONTRACTOR must be duly licensed to perform the work in accordance with the State of Florida statutory requirements. 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 Agreement. Copies of all permits shall be submitted to the CITY Director of Public Works prior to issuance of the first Work Order. The quantity of work required to complete the Agreement resulted from this RFP is estimated. The actual effort required may be more or less than the estimated amount shown in pg. 10 the Proposal Form 2 — Price Proposal. Payment will be made at the unit rates proposed. The output will be verified by the CITY Emergency Management Coordinator in the daily operational report. Should hourly rates be used to pay for certain equipment then preventative maintenance, not in excess of fifteen (15) minutes in a normal workday, will be paid at the regular hourly rate. Preventative maintenance or down time resulting from equipment failure, routine maintenance and fueling that exceeds fifteen (15) minutes will be considered unacceptable work and non-payment of that time will be rounded off to the half hour of all hours where delays occur. Preventative maintenance is defined as the usual field maintenance to keep equipment in operating condition without the use of extensive shop equipment. Fueling of equipment will be considered as part of preventative maintenance. 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 this Agreement. Corrections for any such violations shall be at no additional cost to the CITY. 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. The CONTRACTOR shall provide contact information for all key personnel to the CITY that shall include name, phone number, cellular phone number and email address. The CONTRACTOR and its agents shall respond in a timely manner to all CITY inquiries at all times. 3.1 Debris Removal and Disposal Operations 3.1.1 General The purpose of this section is to define the requirements for debris removal and disposal operations after any catastrophic disaster within Incorporated Winter Springs. The CITY may designate zones for collection and disposal of debris. CONTRACTORS will be tasked with a service area(s) for this specific work. For work performed on a Time and Materials basis, all hourly equipment rates shall include the cost of the maintenance, fuel, repairs, overhead, profit, insurance, and all other costs associated with the equipment including labor and operator. 3.1.2 Services The CONTRACTOR shall provide equipment, qualified operators and laborers for debris removal operations. The CONTRACTOR shall provide all labor and materials necessary to fully operate and maintain (including fuel, oil, grease, and repairs) all equipment under this Agreement. All rates are to include the cost of protective clothing (to include hardhats and steel -toed boots), fringe benefits, hand tools, supervision, transportation, lodging and all other costs. The work shall consist of clearing and removing disaster generated debris as directed by the CITY Public Works Director. CONTRACTOR shall provide collection equipment the day following a natural disaster or as directed by the CITY and shall provide equipment sufficient to collect a minimum of 500 cubic yards of debris per day within five (5) calendar days of collection commencement (Past CITY natural disaster cleanup records show that seven (7) days' following disaster, 1,000-1,500 cubic yards of debris was collected per day). Failure to provide sufficient equipment necessary to collect required pg. 11 amount may result in the CITY entering into a separate agreement with another contractor for collection services. 3.1.2.1 Collection of Storm Generated Residential Vegetation and Construction and Demolition Debris It is the CITY'S goal to ensure that Vegetation and Construction/Demolition debris remain separate task orders for the collection of Vegetation and Construction loads. Mixing of loads by the CONTRACTOR at the road right of way will not be tolerated. Work may include: 1. First pass to clear debris from emergency evacuation routes, access roads to critical facilities and all primary roadways. 2. Clearing debris from residential private and public road right of ways. 3. Loading the debris. 4. Hauling the debris to an approved Temporary Debris Site or an authorized landfill. 5. Dumping the debris at the Temporary Debris Site or at an authorized landfill. Debris delivered to a Temporary Debris Site or authorized landfill will be paid based on the per cubic yard price according to the Proposal Form 2 — Price Proposal. 3.1.2.2 Hourly Rate Clearing From 0-70 hours following a disaster CONTRACTOR, as designated by the CITY, shall provide the clearing services on an hourly rate that shall include the following: 1. Clear debris from emergency evacuation routes, access roads to critical facilities, and primary roadways. 2. Perform emergency removal of debris if needed for life-saving measures. 3. Conduct daily briefings with debris managers and other officials to update progress and discuss issues. 4. Develop a traffic control plan along potential haul routes and at debris management and disposal sites. The CONTRACTOR shall not move from one designated Collection Service Area to another area without prior approval from the CITY Public Works Director or designee. CONTRACTORS and/or subcontractors that move to a designated Collection Service Area without prior CITY approval may be terminated immediately. The CITY reserves the right to relocate CONTRACTOR to other Collection Service Areas based on need and ability to perform required work at an acceptable level. The CITY reserves the right to immediately terminate CONTRACTOR and any subcontractor who fails to provide service in accordance to guidelines set forth by FEMA and the CITY. The CITY or designee shall forward all claims of damage to the CONTRACTOR daily. CONTRACTOR shall provide all contact information, including name, phone number, cellular phone number, fax number and email address, for personnel responsible for resolving all claims of damage. CONTRACTOR must respond to all claims of damage within 24 hours and resolve within ten (10) calendar days. Mailboxes must be repaired or replaced within five (5) calendar days. CONTRACTOR is responsible for all damage caused by his crew and/or subcontractors in the performance of debris removal. pg. 12 In the event the CONTRACTOR fails to repair damages as a result of the Contractor's equipment failure or negligence within the time provided within this Agreement, the CITY or designee may arrange for the repairs and assess the CONTRACTOR for the cost of the repairs and any applicable administrative charges. Any disputes as to damage responsibility will be presented to the Emergency Management Coordinator or designee for review. The decision of the Emergency Management Coordinator or designee will be final. 3.1.3 Equipment All trucks and equipment must be in compliance with all applicable federal, state, and local rules and regulations. Trucks used to haul debris must be capable of rapidly dumping their load without the assistance of other equipment, be equipped with a tailgate that will effectively contain the debris during transport that will permit the trucks to be filled to capacity. Cyclone fence may be used as temporary tailgates if they comply with the following specifications: 1. Fencing must be permanently attached to one side of the truck bed. 2. After loading, the fencing must be tied to the other side of the truck bed at two places with heavy gauge wire. 3. Fencing must extend to the bottom of the bed. 4. After loading, bottom of fencing shall be tight against the bed of the truck and secured at a minimum of two locations. 5. Solid iron metal bars must be secured to both sides of the fencing. 6. There shall be no hand loaded equipment allowed. The CITY or designee shall complete certifications indicating the type of vehicle, make and model, license plate number, equipment number, and measured maximum volume, in cubic yards, of the load bed of each piece of equipment utilized to haul debris. The measured volume of each piece of equipment shall be calculated from actual internal physical measurement performed and certified by the CONTRACTOR. Maximum volumes may be rounded up to the nearest cubic yard. The reported measured maximum volume of any load bed shall be the same as shown on the placards affixed to each piece of equipment. The CITY reserves the right to re -measure trucks and trailers at any time to verify reported capacity. If a truck and/or trailer are re -measured and the yardage capacity is determined to be lower, the lower yardage volume will be retro to the initial load and total volume adjusted accordingly. All trucks and trailers utilized in hauling debris shall be equipped with a tailgate that will permit the vehicle to be loaded to capacity and effectively contain the debris on the vehicle while hauling. If installed, all sideboard extensions must remain in place throughout the operation, or the vehicle must be re -measured and remarked. All extensions to the bed are subject to acceptance or rejection by the CITY Inspector. Trucks or equipment designated for use under this Agreement shall not be used for any other work during working hours. The CONTRACTOR shall not solicit work from private citizens or others to be performed in the designated Collection Service Area during the period of this Agreement. Under no circumstance will the CONTRACTOR mix debris hauled for others with debris hauled under this Agreement. Failure to comply will result in no payment to CONTRACTOR and operator and vehicle will be declared ineligible to provide any additional emergency debris collection services. Any and all unapproved changes to placard will result in no payment to CONTRACTOR and operator and vehicle will be declared ineligible to perform any additional emergency debris collection services. pg. 13 3.1.4 Securing Debris The CONTRACTOR shall be responsible for properly and adequately securing debris on each piece of equipment utilized to haul debris. Prior to leaving the loading site, the CONTRACTOR shall ensure that each load is secure and trimmed so that no debris extends horizontally beyond the bed of the equipment in any direction. All loose debris shall be reasonably compacted during loading and secured during transport. Tarps or other coverings shall be provided by the CONTRACTOR to prevent materials from falling or being blown from the bed. Loads not properly tarped or otherwise covered will not be allowed to dispose at any CITY approved temporary debris site which may result in non-payment to CONTRACTOR. 3.1.5 Equipment Signage Prior to commencing operations, the CITY or designee shall affix to each piece of equipment, signs or markings indicating the Owner Operator's name and a unique equipment identification number. One sign shall be placed on each side of the equipment. For those trucks, trailers and other equipment intended to haul debris, the maximum volume, in cubic yards, of the load bed shall also be shown. Each operator shall keep CITY certification with them at all times. Placards must remain on both sides of equipment. 3.1.6 Other Considerations The CONTRACTOR shall assign and provide an Operations Manager (OM) to the CITY to serve as the principal liaison between the CITY Director of Public Works Coordinator or designee and the CONTRACTOR'S forces. The assigned OM must be knowledgeable of all facets of the CONTRACTOR'S operations and have CITY in writing to commit the CONTRACTOR. The OM shall be on call 24 hours per day, seven (7) days per week and shall have electronic linkage capability for transmitting and receiving relevant contractual information and make arrangements for onsite accommodations. This linkage shall provide immediate contact via cell phone, Fax machine, and have Internet capabilities. The OM will participate in daily meetings and disaster exercises, functioning as a source to provide essential element information. The OM will report to the CITY Director of Public Works Coordinator or designee. This position will not require constant presence; rather the OM will be required to be physically capable of responding to the CITY Emergency Management Coordinator within 30 minutes of notification. The CONTRACTOR shall be responsible for control of pedestrian and vehicular traffic in the work area. At a minimum, one flag person should be posted at each approach to the work area. 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. Additionally, the CONTRACTOR shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of this contract. Payment for debris hauled will be based on the quantity of debris hauled in cubic yards. Debris hauled to a Temporary Debris Site will require a validated load ticket. Drivers will be given an electronic or paper load tickets at the loading site by an CITY loading site monitor. The quantity of debris hauled will be estimated in cubic yards at the Temporary Debris Site by an CITY Temporary Debris Site monitor. The estimated quantity will be recorded on the electronic or paper load ticket. The CITY Temporary Debris Site monitor will retain one copy of the paper load ticket and the driver will retain the remaining copies of the load ticket. Debris being hauled to a permanent landfill will be paid based on cubic yards recorded on an approved electronic or paper load ticket. Payment will be made against the CONTRACTOR'S invoice once site monitor and CONTRACTOR load tickets and/or scale pg. 14 tickets match. Load tickets not properly completed and signed will not be paid. 3.2 Temporary Debris Site Operations 3.2.1 General The purpose of this section is to define the requirements for Temporary Debris Site Operations after any catastrophic disaster within Incorporated Winter Springs. The CONTRACTOR shall use only Temporary Debris Sites designated by the CITY Director of Public Works. The Temporary Debris Site foreman shall direct all dumping operations. Different types of debris shall be kept in separate piles at the Temporary Debris Site. CONTRACTOR shall be responsible for sorting and proper placement of all loads not dumped in appropriate location which results in mixing the once separated debris at no charge to the CITY. The CONTRACTOR shall begin grinding vegetative debris within fifteen (15) calendar days of temporary debris site opening date and removing mulch/wood chips within twenty (20) calendar days of site opening date. The CONTRACTOR shall begin removal of Construction and Demolition/mixed debris from Temporary Debris Site to an approved final destination within twenty (20) days of site opening date. 3.2.2.1 Site Setup/Preparation and Site Closeout/Restoration Site setup/preparation and site closeout/restoration shall be compensated on a time and materials basis in accordance with the hourly rates provided in the Proposal Form 3 — Price Proposal. Site set-up/ preparation/closeout/restoration includes: clearing, stripping, hauling, fill placement, constructing/deconstructing processing pads, limerock or crushed concrete access roads, sodding, and any other similar activity necessary to make the site usable for its intended purposes and to return the site to its original condition. Do not include any materials in calculating the hourly rates in the Proposal Form 3 - Price Proposal. 3.2.2.2 Temporary Debris Site Operations and Material Processing Temporary Debris Site operations and material processing shall be compensated in accordance with the unit prices provided in the Proposal Form 3 - Price Proposal. The CONTRACTOR shall provide equipment, operators, and laborers for Temporary Debris Site operations as specified by Task Order. Unit prices provided in the Proposal Form 3 - Price Proposal, shall include all labor and materials necessary to fully operate and maintain (including fuel, oil, grease, repairs, operator, mobilization, demobilization, overhead, profit, lodging and insurance) all equipment under this Agreement. Each Inspection Tower shall be equipped with portable toilets. Toilets shall be provided immediately upon completion of tower assembly. CONTRACTOR shall provide a water truck for the purpose of applying to site surface to minimize dust. The CITY shall provide a front -load garbage container and collection service of the container at each Temporary Debris Site. CONTRACTOR shall be responsible for cleaning up all trash and litter generated on the site from daily operations and depositing into the container for collection. The entrance roadway and surrounding area within 1/4 mile of the site's entrance shall be cleaned daily by the CONTRACTOR. All pre -storm identified sites shall be opened by the CONTRACTOR within three (3) calendar days after receiving approval from the CITY to pg. 15 operate the debris site. Failure to open sites with proper equipment and necessary personnel will result in liquidated damages of $5,000 per day. All rates shall include the cost of protective clothing (to include hardhats and steel -toed boots), fringe benefits, hand tools, supervision, transportation, lodging, and any other costs. The work shall consist of managing the operations of a Temporary Debris Site and performing debris reduction by air curtain incineration and/or grinding of storm generated debris as directed by the CITY Public Works Director. The CITY plans to use two types of Temporary Debris Sites. 1. Vegetative Temporary Debris Sites will be devoted to the reduction of clean woody debris by either burning or grinding. The CITY expects the material to be recycled and or beneficially re -used if processed by grinding. 2. Depending upon the size and type of devastation the CITY may require a separate Construction & Demolition (C&D) staging area and mixed debris staging area. The CITY requests that PROPOSER implements recycling and or reduction programs to minimize the quantity of construction debris material to be land filled. Material coming into the Vegetative or C&D Temporary Debris Sites will be measured and paid for by the cubic yard according to the Proposal Form 2 — Price Proposal. Material removed and transported from a C&D Temporary Debris Site will be measured and paid by the cubic yard according to the Proposal Form 2 — Price Proposal. Locations of all Temporary Debris Sites will be approved by the CITY. The CITY Public Works Director must approve site improvements before work begins and any costs, other than those in the Proposal Form 2 — Price Proposal, that might have been negotiated under a Task Order shall be documented for payment. Material processed at a Temporary Debris Site by grinding will be measured using cubic yards from incoming load tickets. Material entering a Debris Management Site will be deposited in manageable piles. 3.2.3 Reporting The CONTRACTOR shall submit a report to the CITY Publics Work Director or designee by close of business each day of the term of the Task Order. Each report shall contain, at a minimum, the following information: 1. Contractor's Name 2. Contract Number 3. Daily and cumulative hours for each piece of equipment, if appropriate 4. Daily and cumulative hours for personnel, by position, if appropriate 5. Volumes of debris handled Failure to provide audit quality information by 5:00 p.m. of the following day of operation will subject CONTRACTOR to non-payment in each instance at the sole discretion of the CITY. pg. 16 3.2.4 Other Considerations 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. Additionally, the CONTRACTOR shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of this contract. The CONTRACTOR shall be responsible for control of pedestrian and vehicular traffic in the work area. In the event a Temporary Debris Site must be closed due to CONTRACTOR equipment or operational failures, CONTRACTOR shall be liable for liquidated damages in the amount of $5,000.00 per day for every day the site has to remain closed. 3.3. Processing, Loading and Hauling Material CONTRACTOR shall provide all necessary labor, material and equipment to process, load and haul wood chips and construction and/or mixed debris from Temporary Debris Sites in Winter Springs to final destination for disposal as directed by the CITY. The CITY reserves the right to contract with other firms to process, load and haul wood chips and construction and/or mixed debris to a final destination as may best meet the needs of the CITY. All wood chips, construction and/or mixed debris shall be disposed of in accordance with all Local, State of Florida and Federal guidelines. CONTRACTOR will provide detailed listing to the CITY of the following: 1. Quantity (loads and cubic yards) 2. Owner information 3. Site where mulch and Construction/Demolition debris is disposed, to include address/GPS location. 4. Miscellaneous Requirements 4.1 Temporary Debris Site Foreman The Temporary Debris Site foreman must be an employee of the CONTRACTOR and is responsible for management of all operations of the site to include, traffic control, dumping operations, segregation of debris, burning, grinding, and safety. The Temporary Debris Site foreman will be responsible for monitoring and documenting equipment and labor time and providing the daily operational report to the CITY Public Works Director or designee. 4.2 Inspection Tower The CONTRACTOR shall construct an inspection tower at each Temporary Debris Site within three (3) calendar days of natural disaster. The tower shall be constructed using pressure treated wood, steel scaffold or scissor lift. The floor elevation of the tower shall be 10 -feet above the existing ground elevation. The floor area shall be a minimum 8' by 8', constructed of 2"x 8" joists, 16" O.C. with 3/4" plywood supported by a minimum of four 6" x 6" posts. A 4 -foot high wall constructed of 2" x 4" studs and ''/2" plywood shall protect the perimeter of the floor area. The floor area shall be covered with a roof. The roof shall provide a minimum of 6'-6" of headroom below the support beams. Steps with a handrail pg. 17 shall provide access to the tower. Inspection towers must provide a dry area for employees and meet all FEMA OSHA requirements. 4.3 Grinding Operation The CONTRACTOR shall have grinders on site and in operation within 15 days of natural disaster. Failure to provide grinder(s) on site in operation within 15 days shall result in liquidated damages of $1,000 per day. There shall be no period longer than 24 hours in which grinding activity may stop due to equipment or operational failure. Failure to provide back-up equipment within 48 hours shall result in a $2,000 fine per hour per approved hours of grinding operation per day until grinding activity resumes. 5. Performance of Contractor It is the intent of this Agreement to ensure that the CONTRACTOR provides a quality level of services. To this end, all complaints received by the Public Works Director or designee, and reported to the CONTRACTOR shall be promptly resolved pursuant to the provisions of this Agreement. The Public Works Director or designee may levy administrative charges for the following infractions: 1. Closure of Temporary Debris Site due to CONTRACTOR equipment or operational failures liquidated damages of $5,000 per day, for each day site must remain closed. Failure to provide back-up grinders within 48 hours of equipment breakdown liquidated damages of $100 per hour per approved grinding hours of operation per day. CONTRACTOR may also be subject to non-payment and liquidated damages of $200 for each of the following infractions: 1. Failure to provide audit quality information by 5:00 p.m. of the following day of operation. 2. Loads not properly tarped or otherwise covered. 3. Mixing debris hauled from other sources with debris hauled under this Agreement. 4. Mixing vegetation debris with C & D material. CONTRACTOR may be immediately terminated and not paid for the following: 1. Collection of any non -eligible, non -CITY approved stumps or debris. 2. Moving to another designated Collection Service Area without prior CITY approval. 3. Failure to provide service in accordance to guidelines set forth by FEMA and the CITY. 4. Soliciting work from private citizens or others to be performed in the designated Collection Service Area during the period of this Agreement. 5. Alteration of placards placed on certified trucks and/or trailers. Any disputes regarding Performance of Contractor will be presented to the Emergency Management pg. 18 Coordinator or designee for review. The Emergency Management Coordinator or designee shall complete review and make determination within three (3) calendar days. Decisions of the Emergency Management Coordinator or designee shall be final. PART III PROPOSAL SUBMISSION REQUIREMENTS 1. Proposal Submission Requirements and Format The CITY must receive all Proposals no later than 2:00 P.M., Eastern Time on the date established in Part I, Section 3 — Procurement Schedule and Section 4 — Proposal Submission and Withdrawal. PROPOSERS shall submit one (1) original, three (3) photocopied sets, and one (1) CD/DVD containing all documents in Adobe PDF electronic format. The complete original and disc shall be submitted in a separate sealed envelope identifying it as the original document. The Proposal shall be clearly labeled on the outside with the PROPOSER'S name, address, telephone number, and shall be identified as follows: RFP 007 -18 -SB - Hurricane/Disaster Debris Removal, Reduction and Disposal Services. Failure by the PROPOSER to provide the above information on the outside of the envelope may result in the rejection of the PROPOSER'S submittal. Original and photocopies shall be of 8'/2" by 11" and bound into spiral bound or three-ring binder. Proposal pages shall be numbered. The minimum font size for all text sections of the Proposal shall be eleven -point (11 pt). Marketing brochures or any other information not pertaining to this RFP shall not be included in the Proposal. 1.1 Content The PROPOSER shall provide the appropriate information in accordance with the content requirements set forth in the following subsections. To allow the Selection Committee to more effectively review the Proposals, PROPOSERS are to provide all requested information in the order and in the format requested below. 1.1.1 Title Page The Title Page shall include the RFP Title and Number. The page shall indicate clearly the name of the PROPOSER submitting the Proposal and the name, address, phone number, fax number and e-mail address of the PROPOSER'S designated contact person. The PROPOSER'S designated contact person is the individual who shall be the main point of contact for the CITY to communicate with regarding this procurement. 1.1.2 Table of Contents 1.1.3 General Information PROPOSER shall provide completed Proposal Forms 1 - 8 as follows: pg. 19 1. 1.3.1 Proposal Form 1 — Transmittal Letter PROPOSER shall submit a completed Proposal Form 1 — Transmittal Letter acknowledging, among other things, that the PROPOSER has completely reviewed, understands, and agrees to be bound by the requirements of this RFP. The Proposal Transmittal Letter shall be signed by a representative of the PROPOSER who is empowered to sign it and to commit the PROPOSER to the obligations contained in the Proposal. 1.1.3.2 Proposal Form 3 —Price Proposal PROPOSER shall submit a completed Proposal Form 2 — Price Proposal. The assumptions and formulas used in Part A of the Proposal Form 2 — Price Proposal, were devised solely for the purpose of determining Total Proposal Price. No minimum or maximum amount of work is being promised. Unit Prices in Part B are for information purposes only and will not be considered in price evaluation and ranking of the Proposals. However, the Prices in both Part A and Part B of the Proposal Form 2— Price Proposal will be incorporated as appropriate into the Agreement resulting from this RFP. The cost of the Bond shall be included in the unit rates of the Proposal Form 2 — Price Proposal. The CITY reserves the right to request: additional pricing, explanations for any out -of -balance pricing, explanations for any pricing it deems too low or too high, and to negotiate a best and final price with the highest ranked PROPOSER(s). 1.1.3.3 Proposal Form 3 — Non -Collusion Affidavit PROPOSER shall provide a completed Proposal Form 4 — Non -Collusive Affidavit as described in Part I, Section 11 — Non -Collusion Affidavit. 1.1.3.4 Proposal Form 4 — Drug Free Work Place PROPOSER shall provide a completed Proposal Form 5 — Drug Free Work Place. 1.1.4 Experience and Qualifications Narrative PROPOSER shall demonstrate the following: 1. Provide a comprehensive description of all mobilizations performed as a contractor for disaster debris services collecting and processing a minimum of 50,000 cubic yards of debris collected from public right of ways. PROPOSERS unable to identify one or more mobilizations meeting the 50,000 cubic yard threshold, per each mobilization, are requested to submit all relevant experience they have that documents the ability to perform the services (right of way collection and debris site management) as requested by this RFP. No limitation exists for the period of time a PROPOSER may go back to describe the experience as requested. For each mobilization the PROPOSER is requested to identify the following: • Name and type of storm event • Date and location • Narrative of disaster debris services of work performed during mobilization event • Total value of contract for services performed • Number of cubic yards of debris collected by PROPOSER from public right of ways during mobilization pg. 20 • Number of cubic yards of debris handled by PROPOSER at temporary debris reduction sites during mobilization Name, address and telephone number of customers point of contact for reference purposes. 1.1.5 General Operations Plan PROPOSER shall provide the following 1. At minimum a detailed Mulch Disposal Plan. The CITY is committed to recycling and or beneficial re -use of mulch. Additional consideration will be taken for Beneficial Re -Use Plan. PROPOSER is requested to provide a full description of how PROPOSER intends to dispose and or re -use 50,000 cubic yards of mulch. PROPOSER is requested to address how PROPOSER intends to comply with all federal, state and local guidelines pertaining to mulch disposal. PROPOSER is also requested to submit any agreement(s) he/she currently has for the disposal and or beneficial re -use of mulch. PROPOSER is requested to give a full description of their end use plan. 2. At minimum a detailed Temporary Debris Site Reduction Plan pertaining to Construction Debris (C & D) Recycling and or Reduction for estimated fifty thousand (50,000) cubic yards. The CITY requests that PROPOSER implements a recycling and or reduction program for C & D material to minimize amount of debris that will go to a landfill. PROPOSER is requested to address programs they will implement to facilitate recycling and or reduction of construction debris waste. 3. Resumes for the PROPOSER'S management team and all key personnel who will be assigned to the agreement to include, among other things: names, job titles, responsibilities, applicable debris management experience. pg. 21 PART IV PROPOSAL EVALUATION AND AWARD 1. General All Proposals submitted in response to this RFP will be evaluated by the CITY'S Selection Committee based on the information supplied per Part III — Proposal Submission Requirements and utilizing criteria specified in Part IV — Proposal Evaluation and Award. 2. Evaluation Criteria The review and analysis of the Proposals by the Selection Committee will be based on the following criteria: • Submission of a complete package including all forms; • Experience and Qualifications; • General Operations Plan; • Price Proposal; 3. Evaluation Method Selection Committee members will conduct a completeness review of the Proposals. Proposals must include all requirements specified in Part III — Proposal Submission Requirements. Minor informalities may be waived by the CITY. Those Proposals found to be complete, will then be ranked by individual members. Table 2 — Evaluation Criteria, Points and Scoring Methodology provides guidelines for the Selection Committee members for the ranking of Proposals. In each category where points are to be assigned, PROPOSERS may receive up to the maximum allowable number of points from an individual Selection Committee member. Total points of each Selection Committee member for each Proposal will be tallied and averaged. Proposal with highest total average score will be ranked first. Table 2 - Evaluation Criteria, Points and Scoring Methodology EVALUATION CRITERIA POINTS Experience and Qualifications 30% General Operations Plan 20% Price Proposal 50% TOTAL: 100% pg. 22 4. Award The CITY anticipates award to the PROPOSERS who submit the Proposals judged by the CITY to be the most advantageous. The CITY anticipates awarding Agreements to the highest ranked PROPOSER, but reserves the right to award more or fewer Agreements if it is in best interest of the CITY. The CITY reserves the right to enter into the Agreements negotiations with the highest ranked PROPOSER. If the CITY and any of these PROPOSER(S) cannot negotiate a successful Agreement, the CITY may terminate such negotiation(s) and begin negotiation(s) with the next highest ranked PROPOSER(S). No PROPOSER shall have any rights against the CITY arising from such negotiations. The pricing structure submitted in Proposal Form 3 — Price Proposal shall be firm. However, the CITY reserves the right to negotiate a "best and final" price with the highest ranked PROPOSER(S). Agreements awarded will be prioritized for activation based on the final ranking achieved during the selection process. The number of Agreements that are activated will be based on the magnitude and complexity of the CITY'S post disaster needs. It will be in the CITY'S sole discretion how many Agreements are activated. The Agreements will be for a term of five (5) years. The selected PROPOSERS will standby for much of the duration of the five (5) years and only be called to active duty when a debris generating event occurs. This call to active duty may be repeated several times within the five (5) year Agreement period depending on the number of separate debris events that occur. The PROPOSER understands that this RFP does not constitute an Agreement or a contract with the PROPOSER. An official Agreement or contract is not binding until Proposals are reviewed and accepted by appointed staff, approved by the appropriate level of CITY within the CITY, and executed by the parties. The CITY anticipates that the final Agreements/Terms of the agreement will be negotiated and signed after the selection committee has made the final decision. PART V The following Proposal Forms are included: Proposal Form 1 — Transmittal Letter Proposal Form 2 — Price Proposal Proposal Form 3 — Non -Collusion Affidavit Proposal Form 4 — Drug Free Work Place Proposal Form 5 — Schedule No. 1 pg. 23 PROPOSAL FORM 1 — TRANSMITTAL LETTER (To be typed on PROPOSER'S Letterhead) [Date] Shawn Boyle Director of Finance and Administrative Services City of Winter Springs 1126 East State Road 434 Winter Springs, FL 32708 Dear Mr. Boyle: (PROPOSER) hereby submits its Proposal in response to the Request for Proposal (RFP) for Hurricane/Disaster Debris Removal, Reduction and Disposal issued by the CITY of Winter Springs (CITY) in May 2018. As a duly authorized representative of the PROPOSER, I hereby certify, represent and warrant, on behalf of the PROPOSER team, as follows in connection with the Proposal: 1. The PROPOSER acknowledges receipt of the RFP and the following Addenda: No. Date 2. The submittal of the Proposal has been duly authorized by, and in all respects is binding upon, the PROPOSER. 3. All information and statements contained in the Proposal are current, correct and complete, and are made with full knowledge that the CITY will rely on such information and statements in qualifying PROPOSER. 4. The PROPOSER certifies under penalties of perjury that the RFP has been prepared and is submitted in good faith without collusion, fraud or any other action with any other person taken in restraint of free and open competition for the services contemplated by the RFP. As used in this Proposal Form, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals. 5. The PROPOSER is not currently suspended or debarred from doing business with any governmental entity. 6. The PROPOSER has reviewed all of the engagements and pending engagements of the PROPOSER, and no potential exists for any conflict of interest or unfair advantage. 7. No person or selling agency has been employed or retained to solicit the award of the Agreement under an arrangement for a commission, percentage, brokerage or contingency fee or on any other success fee basis, except bona fide employees of the PROPOSER. 8. The principal contact person who will serve as the interface between the CITY and the PROPOSER for all communications is: pg. 24 Name: Title: Mailing Address: Phone: E-mail: The PROPOSER has carefully examined all documents constituting the RFP and the addenda thereto and, being familiar with the work and the conditions affecting the work contemplated by the RFP and such addenda, offers to furnish all labor, materials, supplies, equipment, facilities and services which are necessary, proper or incidental to carry out such work as required by and in strict accordance with this RFP and the Proposal. Name of Proposer Print Name of Designated Signatory Signature Title State of County of On this day of , 20 , before me appeared personally known to me to be the person described in and who executed this and acknowledged that (she/he) signed the same freely and voluntarily for the uses and purposes therein described. In witness thereof, I have hereunto set my hand and affixed my official seal the day and year last written above. Signature Notary Public in and for the State of (Affix Seal here) (Name printed) Residing at My commission expires pg. 25 The quantities and distributions are estimated for the purpose of making an award. Locations of sites, debris quantities, destinations, material densities, etc. may differ substantially in an actual disaster. Assumptions: 100,000 cubic yards of debris consisting of 90,000 cubic yards of vegetation debris and 10,000 cubic yards of mixed debris. PART B — HOURLY RATES DEBRIS MANAGEMENT SITE SET-UP AND CLOSURE AND DEBRIS CLEARANCE FOR ACCESS - OPTIONAL USE BY CITY AND OTHER GOVERNMENTAL ENTITIES EQUIPMENT AND LABOR RATES EQUIPMENT TYPE HOURLY HOURLY TOTAL EQUIPMENT LABOR HOURLY RATE RATE RATE pg. 27 PROPOSAL FORM 3 — NON -COLLUSION AFFIDAVIT State of County of Being duly sworn deposes and says: That she/he is an officer of the parties making the foregoing Proposal, that such Proposal is genuine and not collusive or sham; that said PROPOSER has not colluded, conspired, connived or agreed, directly or indirectly with any PROPOSER or person, to put in a sham bid or to refrain from bidding and has not in any manner, directly, or indirectly, sought by agreement or collusion or communication or conference with any person, to fix the price or affiant or any other PROPOSER, or to fix any overhead, profit or cost element of said price, or that of any other PROPOSER, or to secure any advantage against the AUTHORITY, or any person interested in the proposed contract and that all statements in said Proposal are true. Name of Proposer Print Name of Designated Signatory Signature Title On this day of 1 20 before me appeared personally known to me to be the person described in and who executed this and acknowledged that (she/he) signed the same freely and voluntarily for the uses and purposes therein described. In witness thereof, I have hereunto set my hand and affixed my official seal the day and year last written above. Signature Notary Public in and for the State of (Affix Seal here) (Name printed) Residing at My commission expires pg. 28 PROPOSAL FORM 4 — DRUG FREE WORK PLACE FORM The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that does: (Name of Business) 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United State or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Print Name of Designated Signatory Signature Date pg. 29 City of Winter Springs, Florida RFP Bid Price Summary RFP #007 -18 -SB Hurricane/Disaster Debris Removal, Reduction, and Disposal Services Southern Disaster Recovery, LLC D &J Enterprises, Inc. Wood Resource Recovery, LLC Ceres Environmental Services, Inc. BDF Enterprises, LLC DRC Emergenry Services, LLC TFR Enterprises, Inc. Budge Tree Service, Inc. Custom Tree Care, Inc. LOCATION Springhill, Florida Auburn, Alabama Gainesville, Florida Sarasota, Florida Springville, Alabama West Palm Beach Florida Leander, T- Winter Springs, Florida Topeka, Iransas Anlvitt/SPg0IREMENT quznriry ear'/cv quanriN ear'/cv qua�rcity ear'/cv quaRtiN ear'/cv quaRtiN Per/cv qu-t, ear'/c quanriN ear'/c quanriN ear/cv quanriN ear'/c TOTAL 1.0 A. Colleai-(Vag tion) 1.0 B. C.11-1-(-V41-Debris) 2.0-p Slte 3.0 P- gof Debris 4.0 Final Desanae-(Vag tion) 90,000 9.50 855,000 10,0 0.00 100,0 00 1 00 90,0 3.75 337,5 22,5 4.50 326,2 100,000 10.20 1,020,000 00 00 100,0 10.20 1,020,0 100,0 0.75 75,0 150 100,0 2.15 27155'000000 100,0 13.85 1,385,0 100,000 8.75 875,000.00 00,000 8.75 875,0 1 00 00,000 3.25 325,0 00,000 11.00 1,100,0 90,000 8.95 805,500 10,000 9.45 94,5 00 - 90,000 2.85 256,5 22,500 13.41 301,7 9,000 8.49 76,410 1,000 10.50 10,5 00 - 10,000 3.95 39,5 3,000 20.19 60,5 1 8.75 -5 1 10.25 10. 25 - 1 3.95 3. 1 7.25 7. 10,000 8.00 80,000. 10,000 10.00 100,000. 00 - 10,000 3.00 30,000. 2,500 11.00 27,500. 00,000 14.00 1,400,0 1 00 00,000 12.00 1,200,0 - 00,000 3.75 375,0 00,000 6.25 625,0 90,000 6.95 625,500 10,000 7.45 ]4,500 - 90,000 3.25 292,500 22,500 7.75 174,375 TOTALBID PRICES Av g nre Per/a I -,d 116,2S0 1,734,950 9.87 10,000 11.46 114,600 3,829,600 A,47 10,000 3.20 32,000 3,207,000 6.99 10,000 6.65 66,500 1,5N,725 8.26 10,000 7.91 79,100 266,083 1 ..1 10,000 5.87 58,700.00 58,730 10,000 17.00 170,000.00 407,500 10,000 12.50 125,000 3,725,000 A,>4 10,000 4R5 48,500 1,215,375 gk4