HomeMy WebLinkAbout2023 09 11 Consent 303 - Award of RFP#06-23-02 BI, Disaster Debris Monitoring ServicesCONSENT AGENDA ITEM 303
CITY COMMISSION AGENDA | SEPTEMBER 11, 2023 REGULAR MEETING
TITLE
Award of RFP#06-23-02 BI, Disaster Debris Monitoring Services
SUMMARY
Debris Monitors perform essential jobs managing the crews that clear the debris after
the storm. Monitors document debris collection and disposal activity performed in the
field following a natural disaster. Debris removal must be safe, efficient and in
compliance with government standards.
The procurement for the monitoring services was done using RFP # 06-23-02 BI. The
three companies below, in rank order, submitted proposals and after consideration,
scoring, and discussion of the Committee members, it was decided to award the
primary contract to Thompson Consulting, and Witt O’Brien as our alternative.
1. Thompson Consulting
2. Witt O’Brien
3. Rostan
FUNDING SOURCE
Debris Monitoring 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 Monitoring
Services RFP#06-23-02 BI to Thomson Consulting and Witt O’Brien as the alternate
subject to the City Manager negotiating and executing a final written contracts with the
contractors. If a final contract can not be reached with either of the 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 at the City Commission's
discretion.
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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REQUEST FOR PROPOSAL
FOR
DISASTER DEBRIS MONITORING SERVICES
RFP NO. 06-23-02 BI
JUNE 16, 2023
City of Winter Springs
1126 East State Road 434
Winter Springs, FL 32708
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GENERAL INFORMATION
1. Preamble ............................................................................................................................. 3
2. Contact ................................................................................................................................ 3
3. Addenda ............................................................................................................................. 4
4. Rights of The City ............................................................................................................... 4
5. RFP Schedule ...................................................................................................................... 4
6. Evaluation and Criteria ...................................................................................................... 4
7. Selection Procedure ......................................................................................................... 5
8. Proposal Evaluation ............................................................................................................ 5
9. Preparation of Proposal ................................................................................................... 6
10. Submission of Proposal ..................................................................................................... 6
11. Rejection of Proposal(s) ................................................................................................... 7
12. Withdrawal of Proposals ............................................................................................. ...7
13. Late Proposals .................................................................................................................... 7
14. Local, State and Federal Compliance .............................................................................. 7
15. Award of Request for Proposal ........................................................................................ 7
16. Not Responsible for Costs .................................................................................................. 8
17. Bonds ................................................................................................................................. 8
18. Public Information ............................................................................................................ 9
19. Additional Information ...................................................................................................... 9
20. Indemnification and Insurance ........................................................................................... 9
21. Payments .......................................................................................................................... 11
22. Proposal/Bid Protests ..................................................................................................... 11
23. Federal Grant Money ..................................................................................................... 11
24. Lobbying .......................................................................................................................... 11
MANDATORY PROPOSAL FORMS 12
Exhibit A Cost of Service Form ........................................................................... 13
Exhibit B PROPOSER Acknowledgement and Agreements ............................ 15
Exhibit C Public Entity Crimes Statement ...................................................... 17
Exhibit D Drug Free Workplace Certification .................................................. 19
Exhibit E E-Verify Statement ............................................................................. 20
Exhibit F Conflict of Interest ............................................................................. 21
Exhibit G Non-Collusion Affidavit ..................................................................... 23
Exhibit H Disputes Disclosure........................................................................... 24
Exhibit I SMWBE Utilization Plan ..................................................................... 25
Exhibit J Byrd Anti-Lobbying Amendment ...................................................... 26
Exhibit K References ........................................................................................... 28
Exhibit L Scrutinized Company Certification .................................................... 29
Exhibit M Insurance Requirements Form ....................................................... 31
ATTACHMENTS
Attachment A Disaster Debris Monitoring Services Description 32
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RFP 06-23-02 BI
DISASTER DEBRIS MONITORING SERVICES
The City of Winter Springs, Florida (CITY) is accepting competitive sealed Proposals to assist with DISASTER DEBRIS
MONITORING SERVICES as defined in Attachment A.
The CITY will receive sealed Proposals at the location stated below not later than 3:00PM, (Eastern Time) July 14, 2023.
Any Proposal received after the above stated time and date will not be considered.
It shall be the sole responsibility of the PROPOSER to have its Proposal delivered to the City of Winter Springs, by U.S.
Mail, hand delivery or any other method available to him/her; however, facsimile, or electronic submittals will not be
accepted. Delay in delivery shall be the sole responsibility of the PROPOSER. Proposals received after the deadline will
not be considered.
The original Proposal submitted (1 original, 3 copies and 1 electronic version, CD or memory stick) must be delivered to
City Hall in a sealed package, clearly marked on the outside, RFP #06-23-02 BI and addressed to:
City of Winter Springs Attn: Procurement Manager
1126 East State Road 434
Winter Springs, FL 32708
Hand delivered Proposal is to be taken to one of the representatives at the Utility Billing Office at the above address.
The Proposal shall be submitted on the specified Cost of Services Form, hereto provided as “Exhibit “A”. The person
signing the Proposal forms shall have the authority to bind the PROPOSER to the Proposal. All information on the
Proposal forms shall be provided, or the Proposal may not be accepted. The competitive sealed Proposal shall be
accompanied by a “PROPOSER Information and Acknowledgement Form”, hereinafter provided as “Exhibit B”, a “Public
Entity Crimes Statement” herein provided as “Exhibit C”, a “Drug Free Workplace Certification”, herein provided as
“Exhibit D”, an “E-Verify Statement,” herein provided as “Exhibit E”, “Conflict of Interest” herein provided as “Exhibit F”,
“Non-Collusion Affidavit”, herein provided as “Exhibit G” and “Disputes Disclosure”, herein provided as “Exhibit H”,
“SMWBE Utilization Plan”, herein provided as “Exhibit I”, “Byrd Anti-Lobbying Amendment”, herein provided as “Exhibit
J”, “References” , herein provided as “Exhibit K”, “Scrutinized Company Certification” , herein provided as “Exhibit L”,
“Insurance Requirements Form” , herein provided as “Exhibit M”,.
CONTACT
Questions during the Proposal period shall be submitted in writing to Stuart MacLean, Interim Procurement Manager,
at smaclean@winterspringsfl.org.
PROPOSERS are hereby put on notice that no contact shall be made with any of the CITY Commission members, other
CITY staff, or others that may be involved in the selection process to discuss this request or to influence the outcome of
the selection.
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ADDENDA
A written response to PROPOSERS questions will be issued via Addenda and posted on the CITY’s website at
https://www.winterspringsfl.org/rfps and the DemandStar website at www.demandstar.com . It is the PROPOSER’s
responsibility to check the City’s website and/or Demand Star for Addenda prior to submitting their Proposal. The
deadline for questions is as stated in the RFP Schedule below.
PROPOSER shall signify receipt of Addenda, if any. Failure to Acknowledge Receipt of any Addenda may result in
rejection of the Proposal.
RIGHTS OF THE CITY
The CITY reserves the right to revise the stated contract terms and conditions prior to the PROPOSER and CITY executing
the agreement. The PROPOSER shall serve at the pleasure of the CITY and be subject to removal, with or without cause,
at any time during the term of the service agreement, by the CITY Commission. Each Proposal shall be considered
binding and in effect for a period of 90 calendar days following the proposal opening.
RFP SCHEDULE
The following schedule is the current schedule for evaluations. The City reserves the right to alter dates as needed.
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 Addenda 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 Meeting TBD
7 Notice of Award to Successful PROPOSER TBD
8 Notice to Proceed to Successful PROPOSER TBD
EVALUATION CRITERIA
An Evaluation Committee will review all responsive Proposals. PROPOSERS submitting Proposals
deemed to be reasonably acceptable to be selected will be evaluated using the evaluation
criteria set forth herein. The information that will be considered and relative scoring for each
criterion is as follows:
CRITERIA MAXIMUM POINTS
• Compliance with Request For Proposal (Mandatory) Not Applicable
• Quality of Response 15 Points
• Qualifications, Experience and Knowledge of Debris Monitoring Programs, 30 Points
Procedures and Guidelines
• Availability and Ability to Respond in a Timely Manner with Adequate Resources 30 Points
• Price Proposal 25 Points
Note: The above scoring mechanism will be used by individual Evaluation Committee members to ordinal rank
PROPOSERS. Ordinal ranks from all Evaluation Committee members will then be summed for each PROPOSER in order to
establish the overall rank order.
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SELECTION PROCEDURE
The Proposals received will be evaluated by qualified personnel of the CITY. The Evaluation Committee shall be responsible
for evaluating the qualifications and capabilities of PROPOSERS who have submitted Proposals in response to the Request
For Proposals. Committee evaluations shall be conducted in accordance with applicable Florida Public Records Laws,
including F.S. 119. Evaluation may include such activity as is deemed appropriated by the Committee to verify the
qualifications and capabilities of the proposers and their ability to furnish the required goods or services.
The Evaluation Committee shall review the Proposals and prepare by consensus a recommendation of award to the
PROPOSER or PROPOSERS it deems to be most qualified and capable to perform the required services.
The Evaluation Committee, at its discretion, may request oral, written or visual presentations from; conduct interviews
with; or conduct visits to the office, facilities or projects of the PROPOSERS it selects from among those submitting
Proposals.
In the Evaluation Committee decides to entertain presentations or conducts interviews at a subsequent meeting, it shall
set the date, place and time for that meeting, then establish the order of presentations of interview before adjourning.
The Procurement Department shall be responsible for notifying all PROPOSERS of the meeting and order of presentations
or interviews.
If no oral presentations or interviews are requested, the Evaluation Committee selection shall be based on its review and
evaluation of qualified PROPOSERS at its initial Committee meeting.
The evaluation of PROPOSER qualifications and capabilities shall include, but not be limited to, such factors as: experience;
capabilities; past record; past performance; adequacy of personnel; ability of professional personnel; willingness and
ability to meet time and budget requirements; recent, current and projected workload; location; approach to the project;
ability to furnish the required services; volume of work previously awarded to each firm submitting qualifications; and
such other factors as may be determined by the Evaluation Committee to be applicable to the particular requirements of
the project for which the professional services have been requested.
At the conclusion of its evaluation, the Evaluation Committee shall report its recommendations and order of preference
(final ranking) to the CITY Commissioners.
PROPOSAL EVALUATION
The City of Winter Springs shall be the judge of its own best interests, the Proposals, and the resulting Contract. An award
may be made to the most responsive and responsible PROPOSER whose proposal is determined to be the most
advantageous to the CITY.
The CITY will consider as an important factor in the award, in addition to price, a demonstrated history of reliable and
dependable service to similar users or demonstration of a long history of reliability and dependability for users with critical
municipal needs similar to the CITY.
The CITY reserves the right to consider historic information and fact, whether gained from the PROPOSER’s Proposal,
question and answer conferences, references, and/or other sources in the evaluation process.
The CITY reserves the right to conduct investigations as deemed necessary by the CITY to assist in the evaluation of any
Proposal and to establish the responsibility, qualifications and financial ability of PROPOSER, subcontractors, suppliers and
other persons and organizations to perform and furnish the work in accordance with the RFP documents.
It is the PROPOSER’s sole responsibility to submit information related to the evaluation categories. The CITY is under no
obligation to solicit such information if the PROPOSER fails to include it within their Proposal submittal. Failure to provide
requested information may result in the rejection of the Proposal, or a deduction in evaluation points at the sole discretion
of the Evaluation Committee.
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GENERAL CONDITIONS OF REQUEST FOR PROPOSAL
1. Preparation of Proposal
Responses to this RFP shall be prepared in accordance with the following:
a. The enclosed Proposal Form, “Cost of Services Offered” attached hereto as “Exhibit A”, shall be used when
submitting your Proposal.
b. All information required by the Proposal Form shall be furnished. The PROPOSER shall print or type his/her name
and manually sign the Proposal and any continuation sheet on which an entry is made.
c. Unit prices shall be shown and where there is an error in extension of price, the unit price shall govern.
d. Alternate Bids will not be considered unless authorized by the Request For Proposal.
e. PROPOSERS will not include federal taxes nor State of Florida sales, excise, and use taxes in prices, as
the CITY is exempt from payment of such taxes. An exemption certificate will be signed where applicable
upon request.
f. PROPOSERS shall make all investigations necessary to thoroughly inform themselves about any and all
conditions related to the performance of the contract. Plea of ignorance by the PROPOSER of conditions
that exist or may hereafter exist as a result of failure or omission on the part of the PROPOSER to make
the necessary examinations and investigations, or failure to fulfill in every detail the requirements
provided for in the Purchasing Policy, Purchasing Ordinance and/or State and Federal Statutes. The
CITY’s Purchasing Ordinance is set forth in Ordinance 2023-05.
g. Prices quoted must be FOB City of Winter Springs, Florida with all transportation charges prepaid unless
otherwise specified in the Request For Proposal.
h. Deliveries are to be FOB Destination unless otherwise specified in the Request For Proposal.
i. Deliveries are to be made during regular business hours.
j. Proposals and Proposal pricing shall be valid for a minimum of ninety (90) days, unless otherwise stated on the
Request For Proposal.
2. SUBMISSION OF PROPOSALS
a. Proposals and changes thereto shall be enclosed in sealed envelopes & addressed as instructed on the Proposal
Form. The name and address of the PROPOSER, the date and hour of the Request For Proposal opening and the
material or service shall be placed on the outside of the envelope.
b. Proposals must be submitted on the forms furnished. Electronic Bids will not be considered.
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3. REJECTION OF PROPOSALS
The CITY reserves the right to accept or reject any or all Proposals, to waive irregularities and technicalities, and to request
resubmission or to re-advertise for the services. The CITY shall be the sole judge of the submittals. The CITY's decision shall
be final.
4. WITHDRAWAL OF PROPOSALS
a. Proposals may not be withdrawn after the time set for the opening for a period of time as specified.
b. Proposals may be withdrawn prior to the time set for the opening. Such request must be in writing.
c. Proposals, once opened, become the property of the CITY and will not be returned to the
PROPOSER.
5. LATE PROPOSALS
a. Proposals and modifications received after the time set for the opening will not be considered.
b. Modifications in writing received prior to the time set for the opening will be accepted.
6. LOCAL, STATE, AND FEDERAL COMPLIANCE
a. PROPOSER shall comply with all local, state, and federal directives, orders and laws as applicable to
the Request For Proposal and subsequent contract(s) including but not limited to Equal Employment
Opportunity (EEO), Minority Business Enterprise (MBE), Small and Minority and Women’s Business
Enterprise (SWMBE), Veteran Owned Business and Occupational Safety and Health Administration
(OSHA) as applicable to this contract. See Exhibit J for SWMBE response form
b. A “Public Entity Crimes Statement”, in accordance with Florida Statutes, Section 287.133 (3)(a), on Public
Entity Crimes, (see Exhibit “B”), must be received at the time of the Proposal.
c. A “Drug Free Workplace Certification” (see Exhibit “C”), must be received at the time of the Proposal
d. The City of Winter Springs requires that the PROPOSER selected will not discriminate under the contract
against any person, in accordance with federal, state and local government regulations.
e. An “E-Verify Statement” attached (see Exhibit “D”) must be received at the time of the Proposal.
f. A “Byrd Anti-Lobbying Clause and Certification” form attached (see Exhibit “K”) must be received at
the time of the Proposal.
7. AWARD OF REQUEST FOR PROPOSAL
a. The Request For Proposal will be awarded to the most responsive and responsible PROPOSER offering
the best value to the City of Winter Springs.
b. The CITY reserves the right to accept and award item by item, and/or by group, or in the aggregate.
c. A written award of acceptance, (Purchase Order), mailed or otherwise furnished to the successful
PROPOSER shall result in a binding contract without further action by either party.
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d. Unless otherwise noted in the specifications, the length of the agreement shall be three years, with 2 one-
year renewals possible based on the mutual consent of the parties.
e. Agreement may be cancelled with 60-day notice unless otherwise stated in signed contract documents.
8. NOT RESPONSIBLE FOR COSTS
a. The CITY shall not be responsible for any cost incurred by a prospective PROPOSER in responding to
this Request For Proposal.
9. BONDS
• If Proposal is less than $100,000 no Proposal Bond or Payment and Performance Bond required.
• If Proposal is greater than $100,000 and is for material only, a Proposal Bond is required but no Payment and
Performance Bond is required.
• If Proposal is $100,000 - $200,000, and is for services, a Proposal Bond is required but no Payment and
Performance Bond is required.
• If Proposal is greater than $200,000, and is for services, Proposal Bond and Payment and Performance Bond
is required.
BID BOND:
If the Base Proposal or the Base Proposal plus the sum of any alternates fall into the criteria above requiring a Bid Bond,
the bidder shall enclose a Certified Check or Bid Bond with each bid. A Certified Check or Bid Bond shall be for an amount
not less than five percent (5%) of the Proposal price and shall be made payable to the City of Winter Springs as a guarantee
that the PROPOSER will not withdraw its Proposal for a period of ninety (90) calendar days after Proposal closing time.
Bid Bonds or Certified Checks will be returned to unsuccessful PROPOSERS within 10 days of Proposal award. Successful
PROPOSERS will receive their Certified Check or Bid Bond after the contract/agreement has been signed and a
Performance and Payment Bond is received.
PERFORMANCE AND PAYMENT BONDS:
In the event the Contract is awarded to the PROPOSER, PROPOSER will thereafter enter into a written contract with the
City of Winter Springs and furnish a Payment and Performance Bond in an amount equal to the contract price. The form
of the bonds shall be in accordance with Section 255.05 of Florida Statutes. Failing to do so, PROPOSER shall forfeit its
Proposal security.
Payment and Performance Bond shall be secured from or countersigned by an agency or surety company recognized in
good standing and authorized to do business in the State of Florida.
The following exceptions to PROPOSER providing Performance and Payment Bonds are as follows: In lieu of the
Performance and Payment Bonds, a PROPOSER may file with the CITY an alternative form of security in the form of cash,
a money order, a certified check, a cashier's check, an irrevocable letter of credit, or a security of a type listed in part II of
chapter 625, Florida Statutes. Any such alternative form of security shall be for the same purpose and be subject to the
same conditions as those applicable to the bonds. The value of an alternative form of security shall be in the amount of
the Proposal.
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10. PUBLIC INFORMATION
a. All information contained in this RFP is public information, and as such will be handled in accordance with chapter
119, Florida Statutes.
11. ADDITIONAL INFORMATION
a. The CITY reserves the right to require PROPOSERS to provide references and information on previous similar
experience prior to award of the contract.
12. QUESTIONS
a. Any questions about the RFP should be communicated per instructions in the RFP.
13. INDEMNIFICATION AND INSURANCE
INDEMNIFICATION
The parties recognize that CONTRACTOR/PROPOSER is an independent Contractor. CONTRACTOR/PROPOSER agrees to
assume liability for and indemnify, hold harmless, and defend the CITY, its commissioners, mayor, officers, employees,
agents, and attorneys of, from, and against all liability and expense, including reasonable attorney’s fees, in connection
with any and all claims, demands, damages, actions, causes of action, and suits in equity of whatever kind or nature,
including claims for personal injury, property damage, equitable relief, or loss of use, arising directly or indirectly out of or
in connection with any negligent and/or deliberate act or omission of CONTRACTOR/PROPOSER, its officers, employees,
agents, and representatives. CONTRACTOR/PROPOSER's liability hereunder shall include all attorney’s fees and costs
incurred by the CITY in the enforcement of this indemnification provision. This includes claims made by the employees of
CONTRACTOR/PROPOSER against the CITY and CONTRACTOR/PROPOSER hereby waives its entitlement, if any, to
immunity under Section 440.11, Florida Statutes. The obligations contained in this provision shall survive termination of
this Agreement and shall not be limited by the amount of any insurance required to be obtained or maintained under this
Agreement. Nothing contained in the foregoing indemnification shall be construed to be a waiver of any immunity or
limitation of liability the CITY may have under the doctrine of sovereign immunity or Section 768.28, Florida Statutes.
INSURANCE
Prior to commencement of any work under this Contract and until completion and final acceptance of the work, the
PROPOSER shall, at its sole expense, maintain the following insurance on its own behalf, and furnish to the CITY certificates
of insurance evidencing same and reflecting the effective date of such coverage as follows:
The term "Contractor" as used in the insurance rider, shall mean and include Subcontractors of every tier.
A. Worker's Compensation and Occupational Disease Insurance in accordance with the applicable law or laws;
Employer's Liability Insurance with limit of at least One Million ($1,000,000) dollars. This includes sole
proprietorships and officers of corporations who will be performing work on the job.
B. Commercial General Liability with a combined Bodily Injury and Property Damage limit of not less than ONE Million
($1,000,000.00) dollars per occurrence and TWO Million ($2,000,000) Dollars in the aggregate. The aggregate
must be applicable on a per project basis. Coverage must include the following perils:
1. Broad Form Blanket Contractual Liability for liability assumed under this Contract and all other
Contracts relative to the project.
2. Completed Operations/Products Liability.
3. Broad Form Property Damage
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4. Personal and Advertising Injury Liability
5. Independent Contractors
6. Endorsements must be furnished reflecting the inclusion of the interests of Owner, Construction Manager,
General Contractor, Contractor, (your company) , their officers, directors, partners, representatives,
agents and employees, and naming each as an Additional Insured on a primary and non-contributing
basis.
7. Coverage is to be endorsed to reflect that insurance is to be primary and non-contributory with respect
to any other collectable insurance, for the Owner, General Contractor, Contractor, (your company) and
all other parties required to be named as additional insureds.
8. Coverage is to be provided on an "occurrence" basis with carriers licensed and admitted to do business in
the State of [your state] or otherwise acceptable to the Contractor (your company).
9. A copy of policy and/or endorsement(s) and any other documents required to verify such insurance are
to be submitted with the appropriate certificate(s), or upon the request of Contractor (your company).
Failure to provide these documents is not to be construed as a waiver of the requirements to provide such
insurance.
C. Commercial Automobile Liability Insurance covering the use of all Owned, Non-Owned, and Hired Vehicles with
combined Bodily Injury and Property Damage Limit of at least One Million ($1,000,000.00) Dollars.
D. Umbrella I Excess Liability Insurance with a limit of no less than One Million ($1,000,000) minimum per occurrence.
E. During the term of this agreement, (if applicable) the Contractor/Vendor will carry Professional Liability Insurance
which will cover liability for any damage or non-performance on account of any error, omission, or other provable
negligence caused by the Contractor/Vendor. The amount of insurance shall not be less than $1,000,000 per
occurrence and aggregate.
F. Loss Deductible – If the insurance of any CONTRACTOR/VENDOR contains deductible(s), penalty(s) or self-insured
retention(s), the CONTRACTOR/VENDOR whose insurance contains such provision(s) shall be solely responsible
for payment of such deductible(s), penalty(s) or self-insured retention(s).
G. Where an Off Project Site Property exposure exists, the Contractor at its sole expense shall furnish to the Owner
and Contractor (your company) Certificates of Insurance and other required documentation evidencing the
following coverage which shall provide for the interests of [Name of Owner] , [Name of General Contractor] and
(your company) to be named as Loss Payees and shall contain a provision requiring the insurance carriers to waive
their rights of subrogation against all indemnities’ named in the contract. "All Risk" Property Insurance on all
materials, equipment and supplies intended to become a permanent part of the construction stored on premises
away from the project site and while in transit, until actually delivered to the project site. Coverage is to be
provided on a replacement cost basis.
H. The above insurances shall each contain the following wording verbatim: "[Name of Owner], [Name of General
Contractor], and (your company) are interested in the maintenance of this insurance and it is agreed that this
insurance will not be canceled, materially changed or not renewed without at least a thirty (30) day advance
written notice to [Name and address of Owner], [Name and address of General Contractor] and [Name and
address of your company] by certified mail-return receipt requested."
I. The amount of insurance contained in the aforementioned insurance coverages shall not be construed to be a
limitation of the liability on the part of the Subcontractor or any of its Subcontractors.
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J. The Contractor shall file certificates of insurance prior to the commencement of work with the Owner and
the General Contractor which shall be subject to the Owner, General Contractor and (your company)
approval of adequacy of protection and the satisfactory character of the Insurer.
K. Any type of insurance or any increase of limits of liability not described above which the Subcontractor
requires for its own protection or on account of statute shall be its own responsibility and at its own
expense.
L. The carrying of the insurance described shall in no way be interpreted as relieving the Contractor or
Subcontractor of any responsibility of liability under this Contract.
M. Any policies effected by the Contractor on its Owned and/or Rented Equipment and Materials shall
contain a provision requiring the insurance carriers to waive their rights of subrogation against the [Name
of Owner], [Name of General Contractor], [Name of Contractor (your company)] and all other indemnities
named in the Contract.
N. Should the Contractor engage a Subcontractor, the same conditions will apply under this contract to each
Subcontractor, however, the retained Subcontractor shall be required to maintain limits of liability of not
less than One Million ($1,000,000.00) Dollars per occurrence and Two Million ($2,000,000) Dollars in the
aggregate, with said limits applicable on a per project basis, or such greater limits as may be required by
the retaining Subcontractor.
14. PAYMENT
Payment due hereunder shall be made by the CITY to PROPOSER in accordance with the Florida Prompt Payment Act.
15. PROPOSAL/BID PROTESTS
Proposal protest conditions and procedures are in accordance with CITY Ordinances.
16. FEDERAL GRANT MONEY
In the event this project is funded with federal grant monies, PROPOSER may not participate in the bid if PROPOSER is
listed in the System for Award Management (SAM) a Federal suspension and debarment listing: www.sam.gov PROPOSER
shall include copy of search results with Proposal.
17. LOBBYING
Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate,
corporation, and/or all other groups who seek to influence the governmental decision of a Board Member, the CITY
Manager, and/or any CITY Personnel during the solicitation process. The lobbying black-out period commences upon the
issuance of this RFP and concluded upon the signing of the agreement. PROPOSERS shall not contact any CITY Commission
Member and/or any requesting or evaluating Department/Office personnel during said black-out period. All questions
and procedural matters shall be directed to the CITY Procurement Manager. The CITY Commissioners and/or the CITY
Manager may disqualify any solicitation response where any Commissioner, the CITY Manager, and/or CITY Personnel
have been lobbied in violation of the black-out period.
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EXHIBITS – MANDATORY FORMS
Exhibit A Cost of Services Form
Exhibit B PROPOSER Information and Acknowledgement Form
Exhibit C Public Entity Crimes Statement
Exhibit D Drug Free Workplace Certification
Exhibit E E-Verify Statement
Exhibit F Conflict of Interest Statement
Exhibit G Non-Collusion Affidavit
Exhibit H Disputes Disclosure Statement
Exhibit I SMWBE Utilization Plan
Exhibit J Byrd Anti-Lobbying Amendment
Exhibit K References
Exhibit L Scrutinized Company Certification
Exhibit M Insurance Requirements Form
ATTACHMENTS
Attachment A Debris Monitoring Services Description
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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Exhibit A – COST OF SERVICES OFFERED
COST OF SERVICES OFFERED – Disaster Debris Monitoring Services
PROPOSER shall attach a job description to each position. PROPOSER is encouraged to include hourly rates for
services, including rates by position that may help to meet FEMA guidelines.
The hourly rates shall include all costs, all applicable overhead and profit (excluding lodging, meals, and transportation).
POSITIONS HOURLY RATES
EST.
HOURS* TOTAL
Field Supervisor $ -
Debris Site/Tower
Monitors/Collection Monitor $ -
Field Coordinators (Crew
Monitors) $ -
Project Manager $ -
Operations Manager $ -
FEMA Coordinator $ -
Scheduler/Expeditors $ -
GIS Analyst $ -
Environmental Specialist $ -
Project Inspector (Citizen Site
Monitor) $ -
Load Ticket Date Entry Clerks
(QA/QC) $ -
Billing/Invoice Analysts $ -
Administrative Assistants $ -
TOTAL $ -
Other Required Positions – Proposer may include other positions, with hourly rates and include
job descriptions for each position
POSITIONS
HOURLY
RATES EST. HOURS* TOTAL
Data
Manager **
$
-
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Key Positions – Provide resumes for the Project Manager and Operations Manager. Provide job descriptions for other
key positions listed. Please add lines or additional sheets to include any other key positions not listed, but which could
be utilized by PROPOSER to support the services
Exhibit A – COST OF SERVICES OFFERED
*These hours are not intended to represent the actual contract amount, but are an estimated representation of a typical
event, and is used for Proposal purposes only. This is a “requirements” based contract and no minimum amount of
hours/work is guaranteed or implied. The actual manpower and contract value will be coordinated with the successful
PROPOSER prior to the issuance of a notice to proceed for each event.
** Data Manager: oversees the entering, tabulating, and organization of collection and disposal data into required
formats in compliance with requirements of FEMA, FHWA, and all other applicable federal, state, and local agencies. The
Data Manager provides the CITY, debris contractors, and applicable public agencies with regular updates on the
quantities and types of debris collected. The Data Manager also designs and implements quality assurance and control
processes for the review and verification of field and debris contractor-provided data in support of invoices. The Data
Manager serves as the CITY’s representative in meetings with representatives of the Debris Contractor(s), State of
Florida, FEMA, or other federal, state, or local agency speaking to data-related issues.
Note: Provide both unit price and extended total. Price must be stated in the units shown in the Proposal form, and
extended based on the quantities specified in the Proposal requirements in this document. In case of a discrepancy in
computing the amount of the Proposal, the unit price quoted will govern and the total will be adjusted accordingly.
No spaces are to be left blank, but should be marked as follows: N/A = Not Applicable, N/C = No Charge,
N/P = No Proposal
Spaces marked with a zero (0) will be considered no charge.
City of Winter Springs Travel and Subsistence Policy and Allowances
The CITY will not pay and/or reimburse any additional costs including, but not limited to, travel, mileage, lodging,
meals, and other travel and subsistence expenses. Price submittals should be inclusive of all such expenses.
SUBMITTED BY:
PROPOSER Name: ________________________________________________________________________
Address: _______________________________________________________________________________
City: State: Zip: __________________________________________________________________________
Telephone: _______________________________ FAX: ________________________________________
Email: ____________________________________
NOTE: To be considered eligible for award, one (1) original copy of this Proposal form must be submitted with the
Proposal.
NO PROPOSAL INDICATION (IF "NO PROPOSAL" IS OFFERED):
Please indicate reason(s) why a Proposal is not being submitted at this time.
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EXHIBIT B - 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 06-23-02 BI – DISASTER DEBRIS MONITORING SERVICES
SERVICES
2.Addenda: Number ________, dated ____________.
3.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.
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EXHIBIT B - PROPOSER INFORMATION AND ACKNOWLEDGEMENT
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 PROPOSER and that the PROPOSER is
ready, willing, and able to perform if awarded the Proposal.
Stipulated Amount – Submit on Cost Proposal Worksheet, Exhibit A
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Exhibit C – PUBLIC ENTITY CRIME STATEMENT
SWORN STATEMENT UNDER F.S. SECTION 287.133(3) (A), ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER
AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted with Proposal for RFP 06-23-02 BI. Disaster Debris Monitoring
2. 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: ___________.
3. My name is ____________________ and my relationship to the PROPOSER named above is
___________________________.
4. I understand that a "public entity crime" as defined in Paragraph 287.133(a) (g). Florida Statutes,
means a violation of any state or federal law by a person with respect to and directly related to the transaction
of business with any public entity or with an agency or political subdivision of any other state or with the
United States, including, but not limited to, any proposal or contract for goods or services to be provided to
any public entity or any agency or political subdivision of any other state or of the United States and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
5. I understand that "convicted" or "conviction" as defined in paragraph 287.133(a) (b), Florida Statutes,
means finding of guilt or a conviction of a public entity crime with or without an adjudication of guilt, in any
federal or state trial court of records relating to charges brought by indictment or information after July 1,
1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.
6. I understand that an "affiliate" as defined in Paragraph 287.133(1) (a), Florida Statutes, means:
1. A predecessor or successor of a person convicted of a public entity crime; or
2. An entity under the control of any natural person who is active in the management of the entity and
who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors,
executives, partners, shareholders, employees, members, and agents who are active in the management of an
affiliate. The City of Fernandina Beach, Florida ownership by one of shares constituting a controlling income
among persons when not for fair interest in another person, or a pooling of equipment or income among
persons when not for fair market value under a length agreement, shall be a prima facie case that one person
controls another person. A person who was knowingly convicted of a public entity crime, in Florida during the
preceding 36 months shall be considered an affiliate.
7. I understand that a "person" as defined in Paragraph 287.133(1) (e), Florida Statutes, means any
natural person or entity organized under the laws of the state or of the United States with the legal power to
enter into a binding contract for provision of goods or services let by a public entity, or which otherwise
transacts or applies to transact business with a public entity. The term "person" includes those officers,
directors, executives, partners, shareholders, employees, members, and agents who are active in
management of an entity.
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Exhibit C – PUBLIC ENTITY CRIME STATEMENT
8. Based on information and belief, the statement which I have marked below is true in relation to the
PROPOSER submitting this sworn statement. (Please indicate which statement applies)
____Neither the PROPOSER submitting this sworn statement, nor any officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in management of the PROPOSER, nor affiliate
of the PROPOSER have been charged with and convicted of a public entity crime subsequent to July 1, 1989.
____The PROPOSER submitting this sworn statement, or one or more of the officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in management of the PROPOSER, or
an affiliate of the PROPOSER has been charged with and convicted of a public entity crime subsequent to July
1, 1989. (Please attach a copy of the final order.)
____The person or affiliate was placed on the convicted FIRM list. There has been a subsequent proceeding
before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by
the hearing officer determined that it was in public interest to remove the person or affiliate from the
convicted FIRM list. (Please attach a copy of the final order.)
____The person or affiliate has not been placed on the convicted FIRM list. (Please describe any action taken
by, or pending with, the Department of General Services.)
__________________________________________
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 Public
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Exhibit D – DRUG FREE WORKPLACE CERTIFICATION
DRUG-FREE WORKPLACE CERTIFICATION
The below-signed PROPOSER certifies that it has implemented a drug-free workplace program. In order to
have a drug-free workplace prepare, a business shall:
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 violation 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 services a copy of the statement
specified in paragraph 1.
4. In the statement in paragraph 1., notify the employees that, as a condition of working on the
commodities or contractual services that are under proposal, the employee will abide by the terms of
the statement and will notify the employer of any conviction of, or plea of nolo contendere to, any
violation occurring in the workplace no later than five (5) working days after such conviction.
5. Impose a sanction on, or require fine satisfactory participation in drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee who is
convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this
section
As the person authorized to sign this statement, I Certify that this firm complies fully with the above drug-
free workplace requirements.
PROPOSER: __________________________________________________________________________
CITY: __________________________________ STATE: _________ ZIP CODE: _____________________
TELEPHONE NUMBER(S): ___________________SIGNATURE: __________________________________
NAME (TYPED OR PRINTED): _________________________ TITLE: _____________________________
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Exhibit E – E-VERIFY STATEMENT
Bid/Proposal Number: RFP 06-23-02 BI
Project Description: Disaster Debris Monitoring Services
PROPOSER acknowledges and agrees to the following:
PROPOSER 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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Exhibit F – CONFLICT OF INTEREST STATEMENT
This sworn statement is submitted with Request For Proposal # RFP 06-23-02 BI Disaster Debris Monitoring
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 Proposal for the above RFP. 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:
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Exhibit F – CONFLICT OF INTEREST STATEMENT
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
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Exhibit G - NON-COLLUSION AFFIDAVIT
This sworn statement is submitted with Request For Proposal # RFP 06-23-02 BI Disaster Debris Monitoring
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 entity named above is__________________.
1. The above named is fully informed respecting the preparation and contents of the attached Proposal
and of all pertinent circumstances respecting such proposal;
2. Such Proposal is genuine and is not a collusive or sham proposal;
3. Neither the said PROPOSER nor any of its officers, partners, owners, agents, representatives,
employees, or parties in interest, including this affiant, has in any way colluded, connived, or agreed, directly
or indirectly, with any other PROPOSER, firm or person to submit a collusive or sham Proposal in connection
with such Contract, 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 Proposal or any other PROPOSER, or to fix any overhead, profit or cost element of the Proposal price
or the Proposal price of any other PROPOSER, or to secure through any collusion, connivance, or unlawful
agreement any advantage against the City of Winter Springs, Florida or any person interested in the proposed
Contract; and
4. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any
collusion, conspiracy, connivance, or unlawful agreement on the part of the PROPOSER or any of its agents,
representatives, owners, employees, or parties in interest, including this affiant.
____________________________________________
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
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Exhibit H - DISPUTES DISCLOSURE FORM
Answer the following questions by placing as “X” after “YES” or “NO”. If you answer “YES”, please explain in
the space provided, or via attachment.
Has your firm or any of its officers, received a reprimand of any nature or been suspended by the Department
of Professional Regulations or any other regulatory agency or professional association within the last five (5)
years?
YES ______ NO______
Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract
or job related to the services your firm provides in the regular course of business within the last five years?
YES______ NO_______
Has your firm had against it or filed any request for equitable adjustment, contract claims, bid protest, or
litigation in the past five (5) years that is related to the services your firm provides in the regular course of
business?
YES______ NO_______
If yes, state the nature of the request for equitable adjustment, contract claim, litigation, or protest, and state
a brief description of the case, the outcome or status of the suit and the monetary amounts or extended
contract time involved.
I hereby certify that all statements made are true and agree and understand that any misstatement or
misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of this
proposal for the City of Winter Springs.
_________________________________________ ______ ________________________
Firm Date
_________________________________________ ______ _________________________
Authorized Signature Printed or Typed Name and Title
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Exhibit I - SMWBE UTILIZATION PLAN
Small, Minority, and Women’s Business Enterprises (SMWBE), and Labor Surplus Area Firms Utilization
Company Name (PROPOSER): ________________________________________________________
Project Name : Disaster Debris Monitoring Services
RFP Number : RFP 06-23-02 BI
2 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
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Exhibit J – BYRD ANTI-LOBBYING AMENDMENT, 31 U.S.C. §1352 (as amended)
Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier
certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or
organization for influencing or attempting to influence an officer or employee of any agency, a member of
Congress, officer or employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. §1352 (as amended). Each tier
shall also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any
Federal award. Such disclosures are forwarded from tier to tier up to the recipient. See below – Certification
Regarding Lobbying.
Byrd Anti-Lobbying Certification
Appendix A, 44 C.F.R. Part 18 – Certification Regarding Lobbying
Certification for Contracts, Grants, Loans, and Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of an agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with
the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer
or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract,
grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LL,
“Disclosure Form to Report Lobbying,” in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the award
documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans,
and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification
shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
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Exhibit J – BYRD ANTI-LOBBYING AMENDMENT, 31 U.S.C. §1352 (as amended)
The Contractor, _____________________________, certifies or affirms the truthfulness and accuracy of each
statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that
the provisions of 31 U.S.C. Chapter 38, Administrative Remedies for False Claims and Statements, apply to this
certification and disclosure, if any.
Signature of Contractor’s Authorized Official
Name and Title of Contractor’s Authorized Official
Date
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Exhibit K – CONTRACTOR REFERENCES
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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Exhibit L – SCRUTINIZED COMPANY CERTIFICATION
Florida Statutes, Sections 287.135 and 215.473
Pursuant to Section 287.135, Florida Statutes (2017), a company 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 PROPOSER 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 PROPOSER:
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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Exhibit L – SCRUTINIZED COMPANY CERTIFICATION
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
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 PROPOSER)
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: _____________________________________________________
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Exhibit M – INSURANCE REQUIREMENTS FORM
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.
Contractor: _________________________________________________________________
Signature: ____________________________________________________________________
Printed Name/Title/Date: _______________________________________________________
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ATTACHMENT A
DISASTER DEBRIS MONITORING SERVICES DESCRIPTION
PART 1 - DISASTER DEBRIS MONITORING SERVICES. The City of Winter Springs, Florida is soliciting Proposals to
obtain the services of a qualified firm to perform work concerning post hurricane and weather event debris
collection monitoring and related services and collection and debris site monitoring services in accordance with
applicable regulations of the Federal Emergency Management Agency (FEMA), Federal Highway Administration
(“FHWA”), Florida Department of Transportation (“FDOT”), Florida Department of Health (“FDH”), Natural
Resources Conservation Services (“NRCS”), South Florida Water Management District (“SFWMD”), and the Florida
Department of Environmental Protection (“FDEP”) in conjunction with the City’s needs. Specific services include:
• Monitor contractor recovery operations and recommend efficiencies.
• Accurately measure and certify truck capacities (recertify on a regular basis).
• Properly and accurately complete and physically control load tickets (in tower and field)
• Entering load tickets into a database application.
• Developing daily operational reports to keep the CITY informed of work progress.
• Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices.
• Record pertinent information in format required for reimbursement by FEMA.
• Disaster related damage assessment and reconstruction services, as needed.
• Final report and appeal preparation and assistance.
• Other disaster recovery services as requested by the CITY.
PART 1 – DISASTER DEBRIS MONITORING SERVICES
The City of Winter Springs is soliciting Proposals to obtain the services of a qualified Proposer to provide paper and
electronic debris monitoring services following a debris generating event such as a hurricane, storm, or other
event. The contract monitors are necessary to ensure applicable federal, state, and local laws, regulations, and
guidelines and debris removal contracts are met by monitoring the debris removal from public access roads, rights-
of-way, CITY maintained waterways, and CITY owned/maintained public property; monitoring debris management
sites; and field monitors to assure debris management plan and contracts are effectively and efficiently
implemented. The qualified PROPOSER will provide Disaster Debris Monitoring Services to ensure that debris
removal operations are efficient, effective and eligible for FEMA Public Assistance grant funding. The contract will
be dependent upon the number of disasters and does not guarantee or invoke an annual minimum. The awarded
Disaster Debris Monitoring contract (“PROPOSER”) shall advise and support the CITY during a disaster recovery
effort and shall be responsible for coordinating with and overall monitoring of the CITY’s Debris Collection
Contractors (“DCC”) and recommending efficiencies to improve and expedite DCC recovery work.
PROPOSERS must meet rules for federal grants, as provided in Title 2, C.F.R. § 200 for contracts awarded by non-
federal entities under Federal Awards which are incorporated into this RFP by reference as if enumerated in their
entirety in order to be eligible for reimbursement under the Public Assistance Program. This Proposal is solicited in
accordance with the Procurement Requirements as shown in Title 2 C.F.R. § 200 and Appendix II as detailed in
EXHIBIT C to this document and shall apply to all contracts issued pursuant to this Request for Proposal.
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ATTACHMENT A
SCOPE OF PROPOSAL
PART ONE - SCOPE OF PROPOSAL FOR MONITORING DEBRIS REMOVAL
This statement of work describes and defines the services which are required for the execution of paper and electronic
debris removal monitoring for the City of Winter Springs, Florida (“CITY”). The Contractor shall provide all services
described in this RFP. Monitoring debris removal operations requires comprehensive observation and documentation of
the debris removal work performed from point of collection to final disposal. In the event of a disaster or emergency,
the Contractor shall be on-call to provide disaster debris monitoring management services and FEMA Public Assistance
Grant Administration and Consulting necessary to ensure the safety and well-being of all residents and visitors to the
City. Response will be activated only in the event of an emergency and in accordance with an awarded contract.
Response activation will be through a Task Order issued by the CITY. Activities shall include, but are not limited to
monitoring the following: field operations regarding all storm generated debris; debris pickup; debris hauling; debris
staging and reduction; temporary debris storage site management; debris management; and final disposal of debris to
an approved facility. Roads and other CITY facilities will be identified by the CITY and direction will be given to the
Contractor for clearing these roads and facilities and act in accordance with the CITY Debris Management Plan. The CITY
reserves the right to add or remove road segments at the direction of the CITY Debris Manager. Response activation will
be through a Task Order issued by the CITY. While this contract scope provides for monitoring debris removal work off
the state road system, no work on or off the State Road System is guaranteed. The CITY, at its sole discretion, may elect
to perform work with in-house forces or other contract forces, or may cancel this contract at any time if in the best
interest of the CITY.
The Contractor shall have experience in the Federal Emergency Management Public Assistance Program (FEMA-PA) and
the Federal Highway Administration Emergency Relief Program (FHWA-ER), and other applicable federal, state, and local
programs to assist the CITY and its Emergency Response and Recovery efforts. Proper documentation by the Contractor
as required by FEMA, FHWA, and all other applicable federal, state, and local agencies is required for all debris removal
monitoring operations to ensure reimbursement to the CITY from the appropriate agency. The response of the
Contractor to the disaster recovery process must be immediate, rapid, and efficient with acceptable cost controls,
accountability procedures, written reports and submittals to ensure compliance with Florida Department of
Environmental Protection (FDEP) regulations, Florida Department of Transportation (FDOT), Federal Highway
Administration (FHWA), FEMA reporting requirements and any other federal, state, or local regulation to ensure that the
CITY shall have the means to be reimbursed for all eligible disaster recovery costs from the appropriate federal, state,
and private agencies. The Contractor shall monitor the Disaster Debris Contractor’s (“DCC's”) progress and suggest and
assist with implementing recommendations to improve efficiency. Contractor and personnel shall stay current with
FEMA and FHWA policies and procedures and promptly notify the CITY’s Debris Manager as changes occur.
The Contractor shall provide Disaster Debris Monitoring Services to support the CITY in debris removal and recovery
resulting from but not limited to catastrophic events such as hurricanes, floods or tornadoes When a major disaster
occurs or is imminent, the CITY will contact the Contractor to advise it of the intent to activate the contract. Monitoring
Services will generally be limited to monitoring of debris in, upon, or brought to public streets and roads, rights-of-way,
municipal properties and facilities, and other public sites. In preparation for an imminent hurricane strike, or other
natural disaster, monitoring crews may stage outside the strike area. In this case, the Contractor should be prepared to
respond immediately after tropical sustained winds have receded to below 40 mph in Seminole County, Florida.
Contractor shall be capable of assembling, directing, and managing a work force that can complete the debris
monitoring operations in a maximum of 120 calendar days. Contractor shall meet the accelerated debris removal
timeframes outlined by FEMA in the Sandy Recovery Improvement Act whenever possible.
Contractor shall monitor Debris Collection Contractor (“DCC”) activities to ensure satisfactory performance. Monitoring
includes: verification that all debris picked up is from public property or right-of-way and is a direct result of the
disaster; measurement and inspection of trucks to ensure they are fully loaded; on-site inspection of pick-up areas,
debris traffic routes, temporary storage sites, and disposal areas; verification that the DCC is working efficiently and in
its assigned contract areas; verification that all debris management sites have access control and security.
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Also the Contractor will provide a range of related services including damage assessment, training, emergency planning
and other services as needed and ordered by the CITY. Other services may include facilitating communication with
FEMA, FHWA, NRCS, the State of Florida, and other federal, state, county, and local agencies, and coordination with
state insurance representatives.
The Contractor will be responsible for tracking all the contract costs and adhering to the not to exceed limit as defined.
Proper notification must be given to the CITY as costs approach this limit.
The work will begin upon authorization by the CITY. No guarantee on minimum or maximum amount per items Proposal
is made under this Contract. No adjustment to Proposal prices will be considered due to increases or decreases in
estimated quantities or fuel costs.
Compliance with FEMA Super Circular "2 CFR Chapter 2, Part 200 et al." is required. Link to the FEMA Super Circular is
listed below:
https://www.gpo.gov/fdsys/granule/CFR-2016-title2-vol1/CFR-2016-title2-vol1-part200/content-detail.html
1.Emergency Push/Road Clearance Monitoring:
Contractor shall monitor the cutting, tossing and pushing of debris, hanging limbs, or leaning trees off of transportation
routes as identified and directed by the CITY or as specified by FEMA for a particular storm event. The emergency push
will normally be completed within the first seventy (70) work hours, as FEMA may change from time to time, following
the activation of this contract, unless notified otherwise by the CITY. Normally, time and material rate shall be paid to
the Debris Collection Contractor (DCC), however, the payment to DCC will be accordance with reimbursement rules
established by FEMA. Contractor is responsible for keeping the CITY abreast of FEMA requirements. Unlike other
categories of work eligible for Public Assistance grants, initial debris removal project worksheets typically do not have a
defined scope of work, since precise quantities of debris are difficult to attain. Therefore, unit price contracts which pay
by debris volume or weight removed are typically implemented. Unit price contracts require extensive monitoring to
determine accurate quantities of eligible debris removed and disposed. As load tickets are compiled and accurate
quantities are determined through monitoring, the scope of work for the project worksheet, or version, is established.
2. Debris Removal from Public Rights-of-Way (ROW):
Contractor shall monitor the DCC load and haul all eligible debris to an approved and certified temporary debris
management site (TDMS) or other disposal destination, as specified by the CITY. All collection and hauling will be
consistent with federal requirements applicable to the disaster event. The Contractor will ensure compliance with
regulations and instructions from FEMA and applicable state and local agencies regarding the collection, hauling and
disposal of storm debris including other categories of debris including hazardous wastes. Contractor will prepare load
tickets and verify debris was handled in accordance with FEMA requirements. Potential TDMS will be identified to the
successful PROPOSER by the CITY in the resulting Agreement for Services..
It is understood that the CITY’s intent is to have the work performed and paid for in a manner consistent with FEMA
reimbursement regulations.
3.Designation and Management of Staging Areas:
Contractor shall monitor staging areas in collaboration with the DCC for the purposes of truck/equipment certification
and other operational service functions related to debris removal efforts.
4.Management of Tree Debris:
Tree debris is defined as vegetation, stumps, hanging limbs, leaning trees, and similar materials resulting from trees
damaged during the event. The Contractor will monitor the removal, collection, hauling and disposal of eligible tree
debris, which will adhere to the most current FEMA Guidance Policy Disaster Specific Guidelines.
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5. Disaster Recovery Technical Assistance:
Contractor will provide Disaster Recovery Technical Assistance to the CITY to assist with guidance and consultation on all
aspects of the recovery process. This assistance shall include attendance at the CITY’s Emergency Operations Center
(EOC) during activations of the EOC as requested by the CITY Administrator, and continuing assistance throughout and
subsequent to the work on the CITY’s FEMA reimbursement requests.
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Question Response
Would the City consider removing the Bid Bond requirement?No. The purpose of the Bid Bond is to ensure the Proposer honors its Proposal until
the 90 day period has expired
Who is the current contract holder and what are their rates?This information will not be disclosed as it is not relevant to the Proposals being
tendered. Outdated pricing and pervious service providers is purely historical data.
Would the City consider adding its own estimated hours to Exhibit A – Cost of
Services? Uniform amounts would encourage scoring bidders on an equal basis.
An estimate is dependant on the number and ferocity of storms the City experiences
and the resulting damages. This is would be too speculative a number to be of value.
The evaluation will be done on quality of the proposal, experience of the provider,
ability to provide the services required and pricing proposal
On page 13, Exhibit A states that “the hourly rates shall include all costs, all applicable
overhead and profit (excluding lodging, meals, and transportation).” Exhibit A also
states on page 14 that “the City will not pay and/or reimburse any additional costs
including, but not limited to, travel, mileage, lodging, meals, and other travel and
subsistence expenses. Price submittals should be inclusive of all such expenses.”
Please confirm that hourly rates provided should not include expenses (lodging,
meals, and transportation).
As stated, the hourly rate includes all costs, overhead and profit. The Proposer should
estimate it's travel expenses and include these estimated costs, excluding any profit
margin on travel, in the hourly rates
Would the City like for vendors to include the rates for the additional services that are
listed "as needed and ordered by the City" or will these rates be negotiated at a later
time if the services are requested?
The Cost of Services Form includes the key positions identified for the services
requested and the vendor is required to provide detailed pricing for these positions. If
the vendor requires additional positions and/or offers additional services not included
in the baseline cost details, then they can provide this information on/in a separate
pricing table with all of the relevant details
Please clarify how the City will evaluate proposals based on the evaluation criteria if
the proposal response is limited to the formas provided. The forms provided do not
provide an opportunity for vendors to add this information.
The document states that there are specific forms that must be included with each
Proposal response, but it does not state that these are the only forms to be returned.
The Proposal should include, but is not limited to, the vendor's capabilities,
qualifications and key team member skills that will be applied to deliver the services
requested. We can not define these items in a specific format and we leave that to the
respondents judgement, we only ask that it does not include general marketing
brochures.
Please confirm firms are only required to submit their proposal response on the forms
provided and a separate technical narrative(for approach/firm qualifications) is not
required
No Please see above answer
RFP # 06-23-02 BI Debris Monitoring Service - Bidder Questions and Response June 28, 2023
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Evaluator: Team Tabulation
Criteria Max Points
Rostan Witt O'Brien
Thompson
Consulting
Qualifications, Experience and Knowledge of
Debris Monitoring programs, procedures and guidelines
Clifton 25 25 25
Kevin 30 30 30
Bilal 25 25 25252525
Availability and Ability to Respond in a timely manner with
adequate resources
Clifton 22 23 25
Kevin 30 26 28
Bilal 23 26 27
Price Proposal
Clifton 15 20 25
Kevin 20 23 25
Bilal 20 22 23
Quality of Response Clifton 10 10 10
Kevin 15 14 14
Bilal 15 15 15
Evaluators: Clifton Mullis, KevinMonser, Bilal Iftkhar
15
25
RFP #06-23-02 BI Name: Disaster Debris Monitoring Services Date: July 21, 2023
30
30
TOTAL 100 X 3 250 259 272
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