HomeMy WebLinkAbout2023 09 11 Consent 302 - Award of RFP#06-23-01 BI, Disaster Debris Hauling ServicesCONSENT AGENDA ITEM 302
CITY COMMISSION AGENDA | SEPTEMBER 11, 2023 REGULAR MEETING
TITLE
Award of RFP#06-23-01 BI, Disaster Debris Hauling Services
SUMMARY
The Disaster Debris Management RFP#06-23-01 BI was competitively bid with the
followings rank ordered bids received:
1. Crowder Gulf
2. TFR Enterprises
3. D&J Enterprises
4. Aftermath Disaster Recovery
5. CTC Disaster Response
6. Looks Great Services
7. Phillips & Jordan Environmental
8. A Budget Tree Service
The purchasing Department with the help of a committee reviewed all documents.
The Committee ranked Crowder Gulf as the primary vendor and TFR Enterprises as the
alternative vendor for Disaster Debris Hauling Services for RFP#06-23-01 BI.
FUNDING SOURCE
Funding Debris Hauling Services would take place in a state of emergency and after
activation of the contract from the City Manager and Commission approval. The
funding source would be available from the emergency reserves fund.
RECOMMENDATION
Staff recommends City Commission approve the award of Disaster Debris Hauling
RFP#06-23-01 BI to Crowder Gulf and as our alternative award TRF Enterprises subject
to the City Manager negotiating and executing a final written contract with each
contractor. If a final contract can not be reached with either contractor, the City
Commission reserves the right to cease negotiations with the contractor and to award
to the next qualified bidder on the bid ranking.
Additionally, Staff requests the Commission to authorize the City Manager and City
Attorney to prepare and execute any and all contract documents consistent with this
agenda item.
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1 RFP 06-23-01 BI Disaster Debris Removal Services
REQUEST FOR PROPOSAL
FOR
HURRICANE / DISASTER DEBRIS REMOVAL
SERVICES (Includes Removal, Reduction and Disposal)
RFP NO. 06-23-01 BI
JUNE 16, 2023
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
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Table of Contents
PART I
GENERAL INFORMATION
1. Purpose ............................................................................................................................... 3
2. Selection Process and Evaluation .................................................................................... 3
3. Procurement Schedule ...................................................................................................... 3
4. Proposal Submission and Withdrawal ............................................................................. 3
5. Communication Protocol ................................................................................................... 4
6. Addenda ............................................................................................................................... 4
7. Rights of the CITY .............................................................................................................. 5
8. Proposal Preparation Costs ............................................................................................. 5
9. Interpretations .................................................................................................................... 5
10. Non-Collusion Affidavit ..................................................................................................... 5
11. Public Entity Crimes ........................................................................................................... 5
12. Public Records Act/ Information Disclosure to Third Parties ..................................... 6
13. Posting of Recommendation for Award ..................................................................... ...6
14. Insurance ............................................................................................................................. 6
15. Cone of Silence ................................................................................................................... 6
16. Agreements with other Governmental Entities ............................................................. 7
17. Scrutinized Companies ....................................................................................................... 7
18. Third Party Beneficiary Disclaimer ................................................................................... 7
PART II
STATEMENT OF WORK
1. Project Description and Requirements ............................................................................ 8
2. Introduction ......................................................................................................................... 8
3. Scope of Work/Overview.. .............................................................................................. …10
4. Miscellaneous Requirements ........................................................................................... 15
5. Performance of PROPOSER ............................................................................................... 16
PART III
PROPOSAL SUBMISSION REQUIREMENTS
1. Proposal Submission Requirements and Format ...........................................................17
PARTIV
PROPOSAL EVALUATION AND AWARD
1. General ................................................................................................................................ 20
2. Evaluation Criteria ..............................................................................................................20
3. Evaluation Method ............................................................................................................ 20
4. Award................................................................................................................................... 21
PARTV
MANDATORY PROPOSAL FORMS 22
1. Proposal Form 1 – PROPOSER Information and Acknowledgement Form ..................
2 Proposal Form 2 - Price Proposal ......................................................................................
3. Proposal Form 3 - References ..........................................................................................
4. Proposal Form 4 – Insurance Requirements ....................................................................
5. Proposal Form 5 – Scrutinized Company Certification ..................................................
6. Proposal Form 6 - Non-Collusion Affidavit ......................................................................
7. Proposal Form 7 – Drug Free Workplace .........................................................................
8. Proposal Form 8 – Non Segregated Facilities ..................................................................
9. Proposal Form 9– E-Verify Statement .................................................................
10. Proposal Form 10 - Conflict of Interest Statement ...............................................................
11. Proposal Form 11- SMWBE Utilization Plan ........................................................................
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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, hereinafter
Disaster Debris Removal 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 major 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 PROPOSERS
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 June 16, 2023
2 Last Date for City to Receive Questions on RFP June 28, 2023
3 Last Date for City to Issue Addendum in Response to
Questions
June 30, 2023
4 Proposal Submission Due Date July 14, 2023
5 Selection Committee Meeting (tentative date) July 21, 2023
6 CITY Commission Approval TBA
7 Notice of Award to Successful Proposer TBA
8 Notice to Proceed to Successful Proposer TBA
4.Proposal Submission and Withdrawal
Sealed Proposals will be received the City of Winter Springs Finance Department no later than 2:00 P.M., Eastern Time, on
the date established in Section 3, Table 1 - Procurement Schedule, at the following address: Winter Springs City Hall, 1126
East State Road 434, Winter Springs, Florida, 32708 Attn: Stuart MacLean, Procurement Manager
Said Proposals shall conform to the requirements outlined in the Request For Proposal. The CITY reserves the right to reject
any and all offers and to waive minor informalities. The CITY issues this Request for Proposal in order to select a Proposal
for further contract negotiations and selection by the CITY may not necessarily result in the formation of a contract.
PROPOSER shall submit their response to this RFP by:
Providing one (1) original, marked as such, three (3) copies, marked as such and one (1) electronic copy of your RFP
response to this office by the date and time indicated above. The outside of your package must be clearly labeled with the
RFP number, title, opening date and time, and the name and address of the PROPOSER. The CITY is not responsible for
submittals via postal or mail courier services, receipt by the post office or mail courier prior to the deadline does not
constitute meeting the CITY’S receipt deadline stated above.
Offers received after July 14, 2023 at 2:00pm, will be rejected
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Deadline for questions is June 28, 2023 and an addenda will be issued by noon June 30, 2023 if
questions are received and require clarification.
PROPOSER may withdraw their Proposals by notifying the CITY'S Procurement Manager, in writing,
at any time prior to the time set for the Proposals receipt deadline as set forth above.
PROPOSERS may withdraw their Proposals in person or through an authorized representative.
PROPOSERS and/or 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 PROPOSER.
PROPOSAL REQUEST AND RELATED ADDENDA DOCUMENTS CAN BE DOWNLOADED FREE OF
CHARGE FROM:
www.demandstar.com
or
https//www.winterspringsfl.org/rfps
5.Communication Protocol
All questions and communications concerning this procurement process must be directed to Stuart MacLean, Interim
Procurement Manager. All requests for clarifications or additional information must be submitted in writing via
electronic mail to smaclean@winterspringsfl.org.
All questions shall be submitted no later than the date specified in Table 1 - Procurement Schedule. The CITY will record its
responses to questions, if any, and address them in the form of a written Addenda which will be published on Demand Star.
6.Addenda
Should revisions to the RFP become necessary, the CITY will issue a written Addenda. All Addenda may be downloaded from the
Demand Star application noted above. PROPOSERS' Proposal may be rejected as non-responsive if PROPOSERS have failed to submit
Proposal without acknowledgement of receiving and reviewing any relevant Addenda issued. All PROPOSERS should review the
Demand Star application for any Addenda issued and if any questions, 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 downloaded by the PROPOSER in
the preparation of their submittal.
No Addenda will be issued later than five (5) calendar days prior to the due date for receipt of Proposals except an Addenda
withdrawing the RFP or one that includes postponement of the date for receipt of Proposals.
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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 Addendums 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.
• 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.
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 a 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 with their Proposal (See Mandatory Forms) a 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.
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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. In addition, all Proposals received by the Proposal submission date will become the
property of the CITY and will not be returned.
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 after CITY Commission approval is received, 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 (See Mandatory Forms). In the event the PROPOSER(S) is a governmental entity or a self-
insured organization, different insurance requirements may apply. 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.
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16. Agreements with other Governmental Entities
All PROPOSERS submitting a response to this RFP agree that such Proposal also constitutes a Proposal 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,
Proposer hereby certifies (See Mandatory Forms) that PROPOSER and its 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 PROPOSER this PROPOSER
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.
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PART II
STATEMENT OF WORK
Project Description and Requirements
The CITY seeks experienced firms to provide Disaster Debris Removal Services, including the reduction and lawful disposal 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 successful PROPOSER must service the CITY first and be on call to provide all support services necessary to ensure the safety and
well-being of all residents and visitors to 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.
They may also be called upon throughout the year to render services to assist the CITY with special needs and events other than full
scale disasters as may be determined by the CITY Manager. The CITY retains the right to obtain similar services from additional
qualifies contractors.
The successful PROPOSER(S) must be responsible for the efforts of all removal resources in the field in accordance with the Stafford
Act and Federal Emergency Management Administration (FEMA) policies and guidelines.
The successful PROPOSER must adhere to all requirements and regulations established by FEMA, The Federal Highway
Administration (FHWA), Florida Department of Transportation (FDOT), Natural Resources Conservation Services
(NRCS), U.S. Army Corps of Engineers (USACE) and any other governmental agency with jurisdiction over response and recovery
actions.
The services rendered as a result of this RFP must meet rules and procedures for Federal grants, as provided for in the
Uniform Rules in 2 C.F.R. Sections 200.317 – 200.326 in order to be eligible for reimbursement under the Public Assistance Program.
All awarded contractors must take affirmative steps to utilize small and minority businesses and women business enterprises and
labor surplus firms.
The objective of the RFP and subsequent contracting activity is to secure the services of an experienced PROPOSER who is capable of
efficiently managing the removal of large volumes of disaster-generated debris from a large area in a timely and cost-effective
manner and lawfully disposing of all debris. PROPOSER 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, or its agent, and CONTRACTOR. This determination will be set in writing in appropriate Task Order(s).
The PROPOSER 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 PROPOSER may be required, at the CITY'S discretion, to be under the direction of an agent of the CITY.
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 PROPOSER as best meets the needs of the CITY. The CITY reserves the sole right to
assign/reassign any or all PROPOSERS at any time as may be deemed appropriate depending upon the
circumstance(s), the event, or any other condition which may warrant such action.
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The PROPOSER 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 PROPOSER 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 PROPOSER unless and until the Agreement is activated either in anticipation of a natural disaster or immediately after
such disaster.
PROPOSER 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 PROPOSER will be activated if awarded a standby agreement.
Planning Standard for Debris Removal and Disposal
The CITY'S goal is to complete the debris removal and disposal process in no more than 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 PROPOSER must be aware that it might not be possible to initiate
operations in all parts of the CITY simultaneously immediately after a storm.
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, or its agent, will direct the debris removal and disposal operations. The successful PROPOSER will
appoint a Project Manager, fluent in English, who will be the CITY’S primary point of contact and will be responsible for all services
and personnel that are provided by the PROPOSER and to ensure that all procedures provide for reimbursement by FEMA and other
Federal and State agencies.
In addition to using CITY forces and equipment, the CITY intends to execute one (but reserves the right to execute more than one)
Disaster Debris Removal Agreement on a contingency basis for the purpose of having PROPOSER(S) immediately available and
committed to assisting the CITY in the aftermath of a major disaster. Each PROPOSER holding a Disaster Debris Removal Agreement
will serve as a General Contractor for the purpose of management of debris removal, reduction 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
PROPOSER will use both local and non-local subcontractors.
When a major disaster occurs or is imminent, the CITY, or its agent, intends to contact PROPOSERS holding Disaster Debris Removal
Service 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 PROPOSER will be responsible for determining the method and manner of debris removal, reduction 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 PROPOSER 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, or its agent, will initially send out an Alert to the selected PROPOSER(S). This
Alert will serve to activate the lines of communication between the PROPOSER representatives and the CITY, or its agent.
Subsequently, the CITY, or its agent, will issue the first Task Order which will authorize the PROPOSER 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 PROPOSER to execute the
required Performance and Payment Bond. The PROPOSER 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)
PROPOSER.
Specific task orders will be issued to select PROPOSERS based on the best interest of CITY. The CITY reserves the right to assign work
or task orders to various PROPOSERS based on pricing submitted. The CITY does not guarantee a cradle to grave pricing arrangement
but reserves the right to pick and choose PROPOSERS 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, or its agent, will prescribe the specific schedule to be
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used after ascertaining the scope and nature of the disaster's impacts. The CITY, or its agent, 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.
The PROPOSER will operate the Temporary Debris Sites and only PROPOSER vehicles and others specifically authorized by the CITY,
or its agent, 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 PROPOSER 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 will be disclosed to selected PROPOSER(S). Additional sites
(privately owned mostly) may become available as plans develop.
The CITY, or its agent, may also establish designated homeowner drop-off sites. The PROPOSER will be responsible for removing all
eligible debris from those sites daily at the direction of the Emergency Management Coordinator or designee.
Scope of Work/Overview
The PROPOSER has overall responsibility to monitor and manage all activities under its control and ensure that they are performed
in an efficient, safe and lawful manner and that all applicable requirements and regulations are complied with. This section is
divided into three (3) subsections:
1.1 Debris Removal and Disposal Operations
From residential public and private streets, roads and right-of-ways and delivered to a Temporary Debris Site.
1.2 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, or its agent.
2. Processing, Loading and Hauling Material from Temporary Debris Site to final destination.
Specific work authorizations by the CITY, or its agent, 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 PROPOSER(s) shall provide written progress report to the CITY, or its
agent, for review and acceptance. The CITY shall have the right to correct for PROPOSER’s default or underperformance by any
means it deems in its best interest.
The PROPOSER 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, or its agent, may issue additional Work Orders to define
more precisely the work to be accomplished or to authorize additional work. The PROPOSER 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 PROPOSER is authorized to collect debris during daylight hours, seven (7) days per week. Any deviations from this schedule will
require CITY, or its agent, approval. The PROPOSER must be duly licensed to perform the work in accordance with the State of
Florida statutory requirements. The PROPOSER shall obtain all permits necessary to complete the work.
The PROPOSER 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, or its agent, 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 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
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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 PROPOSER shall be responsible for correcting any notices of violations issued as a result of the PROPOSER’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 PROPOSER 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 PROPOSER shall provide contact information for all key personnel to the CITY that shall include name, phone number, cellular
phone number and email address. The PROPOSER and its agents shall respond in a timely manner to all CITY inquiries at all times.
4. Debris Removal and Disposal Operations
4.1 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. PROPOSERS 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.
4.2 Services
The PROPOSER shall provide equipment, qualified operators and laborers for debris removal operations. The PROPOSER 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.
PROPOSER 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 amount may
result in the CITY entering into a separate agreement with another contractor for collection services.
4.2.1 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 PROPOSER at the road right of way will not be tolerated.
Work may include:
• First pass to clear debris from emergency evacuation routes, access roads to critical facilities and all primary roadways.
• Clearing debris from residential private and public road right of ways.
• Loading the debris.
• Hauling the debris to an approved Temporary Debris Site or an authorized landfill.
• 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.
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4.2.1.1 Hourly Rate Clearing
From 0-70 hours following a disaster PROPOSER, as designated by the CITY, shall provide the clearing services on an hourly rate that
shall include the following:
Clear debris from emergency evacuation routes, access roads to critical facilities, and primary roadways.
Perform emergency removal of debris if needed for life-saving measures.
Conduct daily briefings with debris managers and other officials to update progress and discuss issues.
Develop a traffic control plan along potential haul routes and at debris management and disposal sites.
The PROPOSER shall not move from one designated Collection Service Area to another area without prior approval from the CITY
Public Works Director or designee. PROPOSERS and/or subcontractors that move to a designated Collection Service Area without
prior CITY approval may be terminated immediately. The CITY, or its agent, reserves the right to relocate PROPOSER 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 PROPOSER and any subcontractor who fails to provide service in accordance to guidelines set forth by FEMA
and the CITY, or its agent.
The CITY, or its agent, shall forward all claims of damage to the PROPOSER daily. PROPOSER 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. PROPOSER 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. PROPOSER is responsible for all damage caused by his crew
and/or subcontractors in the performance of debris removal.
In the event the PROPOSER fails to repair damages as a result of the PROPOSER's equipment failure or negligence within the time
provided within this Agreement, the CITY, or its agent, may arrange for the repairs and assess the PROPOSER 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.
4.3 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 its agent, 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 PROPOSER. 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
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working hours. The PROPOSER 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 PROPOSER mix debris hauled for others with
debris hauled under this Agreement. Failure to comply will result in no payment to PROPOSER 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 PROPOSER and operator and vehicle will be declared ineligible to perform any additional emergency debris
collection services.
4.4 Securing Debris
The PROPOSER 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 secured with a tarp or otherwise covered will not be allowed to dispose at any CITY
approved temporary debris site which may result in non-payment to CONTRACTOR.
4.5 Equipment Signage
Prior to commencing operations, the CITY, or its agent, 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.
General Considerations
The PROPOSER 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 PROPOSER'S forces. The assigned OM must be knowledgeable
of all facets of the PROPOSER'S operations and have CITY in writing to commit the PROPOSER. 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, or its agent, within 30 minutes of notification.
The PROPOSER 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 PROPOSER shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the PROPOSER'S
personnel and equipment is the responsibility of the PROPOSER. Additionally, the PROPOSER 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 a CITY loading site
monitor. The quantity of debris hauled will be estimated in cubic yards at the Temporary Debris Site by a 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 tickets match. Load tickets not
properly completed and signed will not be paid.
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5. Temporary Debris Site Operations
5.1 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 PROPOSER 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.
PROPOSER 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 PROPOSER 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 PROPOSER 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.
5.2 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 2- Price Proposal.
5.3 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 PROPOSER 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. PROPOSER 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. PROPOSER 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 PROPOSER. All pre-storm identified sites shall be opened by the
PROPOSER within three (3) calendar days after receiving approval from the CITY to 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.
• 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.
• 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 Price Proposal Form 2.
Locations of all Temporary Debris Sites will be approved by the CITY. The CITY Public Works Director, or its agent, must approve site
improvements before work begins and any costs, other than those in the Price Proposal Form 2 that might have been negotiated
under a Task Order shall be documented for payment.
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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.
5.4 Reporting
The PROPOSER 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. PROPOSER'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 PROPOSER to non-payment in
each instance at the sole discretion of the CITY.
5.5 Other Considerations
The PROPOSER shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the PROPOSER's
personnel and equipment is the responsibility of the PROPOSER. Additionally, the PROPOSER shall pay for all materials, personnel,
taxes, and fees necessary to perform under the terms of this contract.
The PROPOSER 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 PROPOSER equipment or operational failures, PROPOSER shall be liable for liquidated damages in the
amount of $5,000.00 per day for every day the site has to remain closed.
5.6 Processing, Loading and Hauling Material
PROPOSER 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. PROPOSER 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.
Miscellaneous Requirements
• Temporary Debris Site Foreman
The Temporary Debris Site foreman must be an employee of the PROPOSER 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.
• Inspection Tower
The PROPOSER 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 ½" 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 6’1”- 6’11” of
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headroom below the support beams. Steps with a handrail shall provide access to the tower. Inspection towers must provide a dry
area for employees and meet all FEMA and OSHA requirements.
• Grinding Operation
The PROPOSER 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.
Performance of PROPOSER
It is the intent of this Agreement to ensure that the PROPOSER provides a quality level of services. To this end, all complaints
received by the Public Works Director or designee, and reported to the PROPOSER 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:
Closure of Temporary Debris Site due to PROPOSER 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.
PROPOSER may also be subject to non-payment and liquidated damages of $200 for each of the following infractions:
o Failure to provide audit quality information by 5:00 p.m. of the following day of operation. o Loads not properly secured with a tarp or otherwise covered. o Mixing debris hauled from other sources with debris hauled under this Agreement. o Mixing vegetation debris with C & D material.
PROPOSER may be immediately terminated and not paid for the following:
Collection of any non-eligible, non-CITY approved stumps or debris.
Moving to another designated Collection Service Area without prior CITY approval.
Failure to provide service in accordance to guidelines set forth by FEMA and the CITY.
Soliciting work from private citizens or others to be performed in the designated Collection Service Area during
the period of this Agreement.
Alteration of placards placed on certified trucks and/or trailers.
Any disputes regarding Performance of PROPOSER will be presented to the Emergency Management Coordinator or
designee for review. The Emergency Management Coordinator or designee shall complete review and make a
determination within three (3) calendar days. Decisions of the Emergency Management Coordinator or designee shall be
final.
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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) electronic version containing all documents in Adobe PDF electronic format. The complete original and electronic copy
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 06-23-01 BI Disaster Debris Management 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 8½" 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 – 10 as follows:
1.1.3.1 Proposal Form 1 – PROPOSER Information and Acknowledgement
PROPOSER shall submit a completed PROPOSER Information and Acknowledgement Form acknowledging, among other things, that
the PROPOSER has completely reviewed, understands, and agrees to be bound by the requirements of this RFP. The PROPOSER
Information and Acknowledgement Form 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 2 -Price Proposal
PROPOSER shall submit a completed Proposal Form 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.
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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 – References
PROPOSER shall provide 3 references where they have performed services similar to those contemplated in this solicitation
1.1.3.4 Proposal Form 4 – Insurance Requirements
PROPOSER shall provide certification that they carry the minimum insurance requirements as defined in this solicitation
1.1.3.5 Proposal Form 5 - Scrutinized Company Certification
Proposer shall certify that it is eligible to bid on this solicitation and is in compliance with the referenced State of Florida statutes
1.1.3.6 Proposal Form 6 - Non-Collusion Affidavit
PROPOSER shall provide a completed Proposal Non-Collusion Affidavit as described in this form
1.1.3.7 Proposal Form 7 - Drug Free Work Place
PROPOSER shall provide a completed Proposal Drug Free Work Place
1.1.3.8 Proposal Form 8 - Non Segregated Facilities
PROPOSER shall certify that it is eligible to bid on this solicitation and is in compliance with the reference Executive Orders and
Department of Labor regulations
1.1.3.9 Proposal Form 9 - E-Verify Statement
PROPOSER shall provide a completed E-Verify Statement
1.1.3.10 Proposal Form 10 – Conflict of Interest Statement
PROPOSER shall provide a completed Conflict of Interest Statement
1.1.3.11 Proposal Form 11 – SMWBE Utilization Plan
PROPOSER shall commit to utilizing SMWBE business for these services whenever possible
1.1.4 Experience and Qualifications Narrative
PROPOSER shall demonstrate the following:
Provide a comprehensive description of all mobilizations performed as a contractor for Disaster Debris Removal 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
• 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.
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2. General Operations Plan
PROPOSER shall provide the following:
• 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.
• 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.
• 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.
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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 30%
Price Proposal 40%
TOTAL: 100%
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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 Mandatory Proposal Form - 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.
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22 RFP 06-23-01 BI Disaster Debris Removal Services
PARTV
MANDATORY PROPOSAL FORMS
The following Mandatory Proposal Forms are included:
Proposal Form 1 – Proposer Information and Acknowledgement
Proposal Form 2 – Price Proposal
Proposal Form 3 – References
Proposal Form 4 – Insurance Requirements
Proposal Form 5 – Scrutinized Company Certification
Proposal Form 6 – Non-Collusion Affidavit
Proposal Form 7 – Drug Free Workplace
Proposal Form 8 – Non Segregated Facilities
Proposal Form 9 - E-Verify Statement
Proposal Form 10 –Conflict of Interest Statement
Proposal Form 11 – SMWBE Utilization Plan
Mandatory Proposal Forms
Mandatory forms must be submitted with the Proposal.
Failure to submit forms will disqualify the PROPOSER from the RFP
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 1 - PROPOSER INFORMATION AND ACKNOWLEDGEMENT
The undersigned PROPOSER does hereby agree to furnish the City of Winter Springs, Florida, the items listed in accordance with
the minimum requirements/evaluation criteria shown by the Request for Proposal to be delivered to the specified site for the
price indicated.
IT IS THE PROPOSER’S RESPONSIBILITY TO CHECK www.demandstar.com
FOR FINAL DOCUMENTS AND ADDENDUMS BEFORE SUBMITTAL
THIS PROPOSAL MUST BE SIGNED BY THE PRINCIPAL OR DIRECTOR AS INDICATED BY THE FLORIDA DEPARTMENT
OF STATE, DIVISION OF CORPORATIONS (www.sunbiz.org). Proof of corporate signer must be submitted with Proposal. If not
submitted, Proposer will be considered non-responsive. Use Sunbiz website screen shot or copy of Corporate Resolution or
Power of Attorney.
PROPOSER NAME:
TAX ID# SNN or EIN:
PROPOSER ADDRESS:
PURCHASE ORDER ADDRESS:
PHONE NUMBER:
COMPANY WEBSITE:
COMPANY CONTACT (REP):
CONTACT EMAIL ADDRESS:
SIGNATURE:
THE UNDERSIGNED:
A. Acknowledges receipt of:
1. RFP 06-23-01 BI – DISASTER DEBRIS REMOVAL SERVICES
2. Addenda:
Number _________, dated _______________.
Number _________, dated _______________.
B. Has examined the site and all RFP Documents and understands that in submitting this Proposal, they waive all right to
plead any misunderstanding regarding the same.
C. Agrees:
1. To hold this Proposal open for 90 calendar days after the bid opening date.
2. To furnish the goods and/or services specified in this RFP at the prices quoted in my responsive proposal and in
compliance with the RFP Documents.
3. To accept the provisions of the Instructions to Proposers.
4. To negotiate a contract with the City incorporating the proposal prices, if selected on the basis of this Proposal.
5. To accomplish the work in accordance with the contract documents.
D. Certifies:
1. That all information contained in this Proposal is truthful to the best of my knowledge and belief.
2. That I am duly authorized to submit this Proposal on behalf of the vendor/contractor and that the
vendor/contractor is ready, willing, and able to perform if awarded the bid/proposal.
Stipulated Amount – Submit on Cost Proposal Worksheet, Form 2 97
RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 2 - PRICE PROPOSAL
PART A- VOLUME BASED PRICING FOR 100,000 CUBIC YARD (CY) DEBRIS DISASTER
Activity Estimated
Quantity
Unit Price per CY Total
1.0 Public Property and Right of Way Collection, Loading and Hauling to a designated Temporary Debris
Site.
A. Vegetation CY
B. Construction Debris /
Mixed Debris
CY
2.0 Temporary Debris Site operation to include placement of monitoring towers, portable toilets, keeping on-site and
adjacent roads area clean of trash and garbage, debris acceptance, pile management, and
phase I reclamation.
3.0 Processing of debris through grinding
and/or chipping.
CY
4.0 Loading, hauling and disposing wood
chips to final destination.
(This rate includes disposal cost)
CY
5.0 Loading and hauling of construction
debris and/or mixed debris from
Temporary Debris site to a permitted
C&D recycling facility or any other
designated Disposal Facility. (This rate
shall not include disposal cost). Miles
from TDRS
to final destination - 1 wav.
A. 0 :'.S 20 miles
------
B. > 20 :'.S 50 miles CY
C. > 50 :'.S 80 miles CY
D. > 80 :'.S 110 miles CY
E. > 110 :'.S 200 miles CY
AVERAGE: (Item 5.0 A-E) ------- AVERAGE (Item 5.0 A-E) X 100,000 CY= $
TOTAL PROPOSAL PRICE: (Items 1.0 - 4.0; 5.0) $
Unit Prices, unless otherwise indicated, shall include all labor (operators, laborers, supervisors)
and materials including but not limited to: supplies, equipment maintenance, repairs, repair
parts, fuels, lubricants, cellular phones, transportation, and housing, if required, necessary to
accomplish the project.
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.
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RFP 06-23-01 BI Disaster Debris Removal Services
PART B- HOURLY RATES
DEBRIS MANAGEMENT SITE SET-UP AND CLOSURE AND DEBRIS CLEARANCE
FOR ACCESS - OPTIONAL USE BY CITY AND OTHER GOVERNMENTAL ENTITIES
I EQUIPMENT AND LABOR RATES I
EQUIPMENT TYPE HOURLY
EQUIPMENT
RATE
HOURLY
LABOR
RATE
TOTAL
HOURLY
RATE
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 3 - REFERENCE INFORMATION
RFP 06-23-01 BI Disaster Debris Removal Services
Organization:
Contact Person:
Address:
City:
State: Zip:
Phone Number:
( )
Project Cost:
Date Performed:
Organization:
Contact Person:
Address:
City:
State: Zip:
Phone Number:
( )
Project Cost:
Date Performed:
Organization:
Contact Person:
Address:
City:
State: Zip:
Phone Number:
( )
Project Cost:
Date Performed:
Representative Typed
Name/Title:
Representative Signature:
Firm:
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 4 – INSURANCE REQUIREMENTS
Insurance Type Required Limits
Worker’s
Compensation
Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits
Employer’s Liability $1,000,000 each accident, single limit per occurrence
Commercial General
Liability
(Occurrence Form)
patterned after the
current ISO form
$1,000,000 single limit per occurrence
$3,000,000 aggregate for Bodily Injury Liability & Property Damage Liability.
This shall include Premises and Operations; Independent Contractors; Products & Completed
Operations & Contractual Liability.
Indemnification
To the maximum extent permitted by Florida law, the Contractor/Vendor/Consultant shall
indemnify and hold harmless City of Winter Springs, its officers and employees from any and
all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’
fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentional
wrongful conduct of the Contractor/Vendor/Consultant or anyone employed or utilized by the
Contractor/Vendor/Consultant in the performance of the Agreement. This indemnification
obligation shall not be construed to negate, abridge or reduce any other rights or remedies
which otherwise may be available to an indemnified party or person described in this
paragraph. This section does not pertain to any incident arising from the sole negligence of
the City of Winter Springs.
Automobile Liability $1,000,000 each person; Bodily Injury & Property Damage, Owned/Non-owned/Hired;
Automobile Included.
Other
Vendor shall ensure that all subcontractors comply with the same insurance requirements that he/she is required to meet. The
same Vendor shall provide the City with certificates of insurance meeting the required insurance provisions.
The City of Winter Springs must be named as “Additional Insured” on the Insurance Certificate for Commercial General Liability
where required.
The Certificate Holder shall be named as City of Winter Springs.
Thirty (30) days cancellation notice required.
The undersigned firm agrees to obtain, prior to award, if selected, insurance as stated above.
PROPOSER
Authorized Signature
Officer Title
Date
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 5 - SCRUTINIZED COMPANY CERTIFICATION
Florida Statutes, Sections 287.135 and 215.473
Pursuant to Section 287.135, Florida Statutes (2017), a PROPOSER is ineligible to, and may not, bid on, submit a Proposal
for, or enter into or renew a contract with the CITY for goods or services of:
a. Any amount if, at the time of bidding on, submitting a Proposal for, or entering into or renewing such contract,
the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is
engaged in a boycott of Israel; or
b. One million dollars or more if, at the time of bidding on, submitting a Proposal for, or entering into or renewing
such contract, the company:
- Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the
Iran Petroleum Energy Sector List, created pursuant to s. 215.473; or
- Is engaged in business operations in Cuba or Syria.
Subject to limited exceptions provided in state law, the CITY will not contract for the provision of goods or services with
any scrutinized company referred to above. The PROPOSER must submit this required certification form attesting that it
is not a scrutinized company and is not engaging in prohibited business operations.
The following shall be grounds for termination of the contract at the option of the awarding body:
a. The PROPOSER is found to have submitted a false certification; been placed on the Scrutinized Companies with
Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List;
b. Been placed on the Scrutinized Companies that Boycott Israel List or
c. Is engaged in a boycott of Israel; or
d. Been engaged in business operations in Cuba or Syria.
The CITY shall provide notice, in writing, to the PROPOSER of any determination concerning a false certification.
a. The PROPOSER shall have five (5) days from receipt of notice to refute the false certification allegation.
b. If such false certification is discovered during the active contract term, the PROPOSER shall have ninety (90) days
following receipt of the notice to respond in writing and demonstrate that the determination of false
certification was made in error.
c. If the PROPOSER does not demonstrate that the CITY’s determination of false certification was made in error
then the CITY shall have the right to terminate the contract and seek civil remedies pursuant to Section 287.135,
Florida Statutes.
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RFP 06-23-01 BI Disaster Debris Removal Services
THIS CERTIFICATION FORM MUST BE COMPLETED AND INCLUDED IN YOUR BID RESPONSE. FAILURE TO SUBMIT THIS
FORM AS INSTRUCTED SHALL RENDER YOUR BID SUBMITTAL NON-RESPONSIVE.
a. The PROPOSER, owners, or principals are aware of the requirements of Section 287.135, Florida Statutes; and
b. The PROPOSER, owners, or principals are eligible to participate in this solicitation and not listed on the
Scrutinized Companies that Boycott Israel List or engaged in a boycott of Israel; and
c. For contracts of one million dollars or more, the PROPOSER, owners, or principals are eligible to participate in
this solicitation and not listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized
Companies with Activities in the Iran Petroleum Energy Sector List and, further, are not engaged in business
operations in Cuba or Syria; and
d. If awarded the Contract, the PROPOSER, owners, or principals will immediately notify the CITY in writing if any of
its company, owners, or principals: are placed on the Scrutinized Companies that Boycott Israel List, the
Scrutinized Companies with Activities in Sudan List, or the Scrutinized Companies with Activities in the Iran
Petroleum Energy Sector List; engage in a boycott of Israel; or engage in business operations in Cuba or Syria.
(Authorized Signature)
(Printed Name and Title)
(Name of Vendor)
STATE OF ________________________________
COUNTY OF ______________________________
The foregoing instrument was acknowledged before me by means of (_____) physical presence or (_____) online
notarization,
this ______ day of __________, 2023 by __________________________ the ______________________ of
___________________________, a ________________________ (____) who is personally known to me or (_____) who
produced ______________________________________ as identification
.
_________________________________________________________________
Notary Public
Print Name: ___________________________________
My Commission Expires: _________________________
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 6 - NON-COLLUSION AFFIDAVIT OF PRIME RESPONDENT
STATE OF
COUNTY OF
____________________________________, being duly sworn, deposes and says that:
(1) He/she is ______________________________ of ___________________________________
Title PROPOSER
The PROPOSER that has submitted the attached Proposal.
(2) He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent
circumstances respecting such Proposal.
(3) Such Proposal is genuine and is not a collusive or sham solicitation.
(4) Neither the said PROPOSER nor any of its officers, partners, owners, agent representatives, employees or parties in
interest including this affiant, has in any way, colluded, conspired, or agreed, directly or indirectly, with any other
PROPOSERS, firm or person, to submit a collusive or sham Proposal in connection with the Agreement for which the
attached Proposal has been submitted or to refrain from proposing in connection with such Agreement, or has in any
manner, directly or indirectly, sought by Agreement or collusion or communication or conference with any other
PROPOSER, firm or person to fix the price or prices in the attached Proposer or of any other PROPOSER, or to fix any
overhead, profit or cost element of the proposed price or the proposed price of any other PROPOSER, or to secure
through any collusion, conspiracy, connivance or unlawful Agreement any advantage against the City of Winter Springs,
Florida, or any person interested in the proposed Agreement.
(5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion,
conspiracy, or unlawful Agreement on the part of the PROPOSER or any of its agents, representatives, owners,
employees, or parties of interest, including affiant.
(Signed) (Title)
STATE OF _______________________________
COUNTY OF _____________________________
The foregoing instrument was acknowledged before me this ____________________by
_____________________________,
who is (___) personally known to me or (___) who has produced _______________________________ as identification
and who (did / did not) take an oath.
_____________________________________________ (Signature of Notary Public)
_____________________________________________ (Name of Notary Typed, Printed or Stamped) Notary Public
_____________________________________________ (Commission Number)
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 7 - DRUG FREE WORKPLACE
The undersigned PROPOSER, in accordance with Florida Statute 287.087 hereby certifies that
_______________________________________________________ does:
(Name of PROPOSER)
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 contract a
copy of the Drug-Free statement.
4.Notify the employees that as a condition of working on the commodities or contractual services that are under
contract, 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 States 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.
7.As the person authorized to sign the statement, I certify that this business complies fully with the above
requirements.
(Authorized Signature) (Date)
(Print/Type Name as Signed Above
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 8 - CERTIFICATION OF NON-SEGREGATED FACILITIES
By affixing his signature to this form, the PROPOSER certifies that it does not maintain or provide for its
employees
any segregated facilities at any of its establishments, and that it does not permit its employees to perform
their services at any location, under its control, where segregated facilities are maintained. The
PROPOSER certifies further that it will not maintain or provide for its employees any segregated facilities at
any location under its control where segregated facilities are maintained. The PROPOSER agrees that a
breach of this certification will be a violation of the Equal Opportunity clause in any contract resulting from
acceptance of this Bid. As used in this certification, the term "segregated facilities" means any waiting
rooms, work areas, restrooms and washrooms, restaurants and other eating areas, time clocks, locker
rooms and other storage and dressing areas, parking lots, drinking fountains, recreation or entertainment
area, transportation and housing facilities provided for employees which are segregated by explicit
directive, or are in fact segregated on the basis of race, color, religious disability or national origin, because
of habit, local custom, or otherwise. The PROPOSER agrees that (except where it has obtained identical
certifications from proposed subcontractors for specific time periods) it will obtain identical certifications
from proposed subcontractors prior to the award of subcontracts exceeding $10,000 which are not exempt
from the provisions of the Equal Opportunity clause, and that it will retain such certifications in his files.
The non-discriminatory guidelines as promulgated in Section 202, Executive Order 11246, and as amended by
Executive
Order 11375 and as amended, relative to Equal Opportunity for all persons and implementations of rules and
regulations prescribed by the United States Secretary of Labor are incorporated herein.
NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001.
By:_______________________________________________________ Date:_____________________
___________________________________________________________________________________
Print Name Title
Official Address: _____________________________________________________________________
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 9 – E-VERIFY STATEMENT
Bid/Proposal Number: RFP 06-23-01 BI
Project Description: Disaster Debris Removal Services
I/FIRM acknowledges and agrees to the following:
I/FIRM shall utilize the U.S. Department of Homeland Security’s E-Verify system, in
accordance with the terms governing use of the system, to confirm the employment
eligibility of:
1. All persons employed by the PROPOSER during the term of the Contract to perform
employment duties within Florida; and
2. All persons assigned by the PROPOSER to perform work pursuant to the contract
with the Department.
PROPOSER:
__________________________________________________________________
Authorized Signature:
__________________________________________________________
Title:
________________________________________________________________________
Date:
________________________________________________________________________
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RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 10 - CONFLICT OF INTEREST STATEMENT
This sworn statement is submitted with Request For Proposal for RFP 06-23-01 BI Disaster Debris Removal Services
This sworn statement is submitted by (PROPOSER) ____________________________________ whose business address
is ____________________________________________ and (if applicable) Federal Employer Identification Number
(FEIN) is _____________________________( If a Sole Proprietor and you have no FEIN, include the last four (4) digits of
your Social Security Number: _________________.)
My name is __________________________ and my relationship to the PROPOSER named above
is_______________________.
1. The above-named PROPOSER is submitting a Proposal for the Winter Springs.
2. The Affiant has made diligent inquiry and provides the information contained in the Affidavit based upon his/her
own knowledge.
3. The Affiant states that only one submittal for the above Proposal is being submitted and that the above-named
PROPOSER has no financial interest in other PROPOSERS submitting Proposals for the same project.
4. Neither the Affiant nor the above- named PROPOSER has directly or indirectly entered into any agreement,
participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in
connection with the PROPOSER’s submittal for the above Proposal. This statement restricts the discussion of
pricing
data until the completion of negotiations if necessary and execution of the Contract for this project.
5. Neither the PROPOSER nor its affiliates, nor anyone associated with them, is presently suspended or otherwise
ineligible from participation in contract letting by any local, State, or Federal Agency.
6. Neither the PROPOSER nor its affiliates, nor anyone associated with them have any potential conflict of interest
due
to any other clients, contracts, or property interests for this project.
7. I certify that no member of the PROPOSER’s ownership or management is presently applying for an employee
position or actively seeking an elected position with the City of Winter Springs.
8. I certify that no member of the PROPOSER’s ownership or management, or staff has a vested interest in any
aspect of
the City of Winter Springs.
9. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above-named
PROPOSER, will immediately notify the City of Winter Springs.
________________________________________________________
Signature Date:
STATE OF ______________________________________
COUNTY OF ____________________________________
PERSONALLY, APPEARED BEFORE ME, the undersigned authority, who, after first being sworn by me, affixed his/her
signature at the space provided above on this ___ day of ________________, 20___, and is personally known to me, or
has provided ______________________ as identification.
____________________________________________ My Commission expires: __________________________
Notary Signature
108
RFP 06-23-01 BI Disaster Debris Removal Services
PROPOSAL FORM 11 - SMWBE UTILIZATION PLAN
Small, Minority, and Women’s Business Enterprises (SMWBE), and Labor Surplus Area Firms Utilization
Company Name (PROPOSER): ________________________________________________________
Project Name : Disaster Debris Removal Services
RFP Number : RFP 06-23-01 BI
CFR §200.321 requires local governments to take all necessary affirmative steps to assure that
minority business, women’s business enterprises, and labor surplus area firms are used when
possible. The CITY requires that PROPOSERS (Prime Contractors), if subcontracts are to be let,
to take the five affirmative steps as cited below. Please describe your firm’s plan for
identifying and potential use of SMWBE and Labor Surplus Area Firms. Additional pages may
be attached, as necessary.
•Placing qualified small and minority business and women’s business enterprises on
solicitation lists.
•Assuring that small and minority businesses, and women’s business enterprises are
solicited whenever they are potential sources.
•Dividing total requirements, when economically feasible, into smaller tasks or quantities
to permit maximum participation by small and minority business and women’s business
enterprises.
•Establishing delivery schedules where the requirement permits, which encourage
participation by small and minority businesses, and women’s business enterprises and
veteran owned businesses.
•Using the services and assistance, as appropriate, of such organizations as the Small
Business Administration or the Florida Office of Supplier Diversity
https://www.dms.myflorida.com/agency_administration/office_of_supplier_diversity_osd
109
Question Response
Will an annual contract price increases based on Consumer Price Index (CPI) be
allowed?
The successful vendor will propose revised pricing for annual increases and the
methodology of calculating the increase is up to the vendor. The City will negotiate
any proposed increases with the vendor and the intent is to reach mutual agreement.
For disposal at a landfill, are landfill tipping fees a passthrough expense? Line items 4
and 5 say different things about including disposal costs.
The tipping fees should be included in the Proposal costs submitted for this project.
Please note that Line Item 4 is vegetation debris and Line Item 5 is
Construction/Mixed debris
The city mentioned that the contractor may be immediately terminated and not paid
for collection of any non-city approved stumps. Is removal of any hazardous stumps,
limbs, or trees to be included in the scope of work?
The collection of debris will be done in conjunction with the City or its agent and
specific debris collection areas will be defined. The intent of this requirement is to
preclude vendor's from taking "side jobs" for private citizens or companies
Line Item 2 does not have space to put pricing for it. Are we intended to put pricing
for this line item?
Yes The contractor will be responsible for the set, operation and clean up of
Temporary Debris sites as detailed in the Statement of Work. Another item I need to
correct on the template for future use - Sorry
When was the last time the City had a contract activation for Debris Removal? How
many CYs were removed?
Activated in 2022 – I do not have a total CY debris figure, but the amount is
dependent on the number and ferocity of the storms and the resulting damage. This is
speculative information and this is why we calibrate all responses to a total debris
amount of 100,000 CY of which 90% is vegetation and 10% construction/mixed debris
Has the city determined which landfill(s) can be used? If so, please provide locations.
Temporary locations are still being finalized and all relevant locations will be provided
to successful contractors
Can the City provide which contractor held the previous or holds the current contract
for the services requested in this solicitation with pricing? This is historical information and not relevant to the current solicitation
Will there be a public bid opening? Yes, that occurs 15 minutes after Proposal receipt deadline and then Proposals are
turned over to the Evaluation Committee
Under Miscellaneous Requirements – Grinding, the paragraph states that “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� and
the Performance of PROPOSER section states “Failure to provide back-up grinders
within 48 hours of equipment breakdown liquidated damages of $100 per hour per
approved grinding hours of operations per day.� Can you please clarify which
liquidated damages applies to a failure to provide back up equipment within 48 hours
as it relates to grinding?
The $2,000.00 per hour fine under grinding is to reimburse the City for incremental
operational costs the City will incur due to the failure of the vendor to provide the
grinding service after a reasonable cure period. The $100.00 per hour is a potential
administrative cost fine to offset the costs the City may incur to remediate the failure
of vendor. Both costs are intended to encourage the vendor not to have a failure; but
if they do, to resolve it in a timely manner
The submission instructions on page 17 request proposals to be spiral bound or in 3-
ring binders. Is comb binding acceptable?Not preferred, but would not be a reason to reject the proposal
Sections 5.2 and 5.3 Mention Proposal Form 3 - Price Proposal, however, we do not
see Proposal Form 3- Price Proposal in the bid documents. Please confirm if this is a
typo as the price proposal form is Proposal Form 2 – Price Proposal
If it does say Form 3, that is a typo. The price proposal is Form 2
Price Proposal Form 2 (a) are we to assume the quantities of 90,000CY vegetation and
10,000CY of mixed debris and 1 for all other line items? (b) are we to price item 5.0A?
(c) there are black blocks in the total column for 5A, 5D and 5E, is this a formatting
error? (d) Item 5 states "1 wav", is this supposed to read "one way"?
(a) Yes, the intent is to calculate your pricing on the ssumption of 100,000CY of debris,
90,000CY vegetation and 10,000CY construction/mixed, the actual amount is disaster
dependent and this is why we will contract based on the unit cost details with the
vendor, (b) Yes 5A - 5E, (c) this is a formatting error which I have fixed in the template -
Sorry, (d) Yes it should read 1 way
Line items 5A - 5E are as follows: a. 0:' S 20 miles; b. 2:' S 50 miles; c. 50:' S 80 miles; d.
80:' S 110 miles; 110:" S 200 miles, please confirm these are typos
Typo's that should read "a. 0-20 miles; b. >20-50 miles; c. >50-80 miles; d. >80-
110miles; e. >110-200 miles, again I have fixed the template - Sorry
RFP # 06-23-01 BI Debris Removal Services - Bidder Questions and Response June 28, 2023
110
Evaluator: Team Tabulation
Criteria Max Points
Aftermath Disaster
Recovery Crowder Gulf D&J Enterprises
CTC Disaster
Response
A Budget Tree
Service
Phillips & Jordan
Environmental
Looks Great
Services TFR Enterprises
Clifton 23 26 #25 25 26 23 23 23
Experience and Qualification
Kevin 26 27 28 28 29 27 28 28
Bilal 25 27 26 25 25 25 26 26
Clifton 25 27 25 25 23 25 25 25
General Operation Plan
Kevin 25 27 26 26 21 26 26 26
Bilal 24 26 23 23 22 23 24 25
Clifton
26 25 25 24 22 24 22 26
Price Proposal Kevin 27 26 26 25 23 25 23 27
Bilal 36 35 35 35 34 34 36 36
232 233225 242236246 239
40
RFP #06-23-01 BI Name: Disaster Debris Removal Services Date:July 21, 2023
30
30
TOTAL 100 X 3 237
111