HomeMy WebLinkAboutAdd No 3Thursday, July 03, 2014
Addendum No. 3
CITY OF SUNNY ISLES BEACH
Emergency Debris Clearing and Removal Operations
CITY BID NO. 14-06-02
To All Bidders:
Bidders for the above-referenced project shall take note of the following changes,
additions, deletions, clarifications, etc. to the Plans and Specifications, which in
accordance with the Contract Documents shall become a part of and have precedence
over anything shown or described otherwise.
Please take note to the following revisions to the Bid Specifications for this bid:
Remove Page # 11
Replace with Revised Page # 11
Remove Page # 15
Replace with Revised Page # 15
Remove Section 3
Replace with Revised Section 3
END OF SECTION
Revised
Revised
REVISED SECTION 3
PROJECT DESCRIPTION AND REQUIREMENTS
EMERGENCY DEBRIS CLEARING AND REMOVAL OPERATIONS
Invitation to Bid No. 14-06-02
3.1. PURPOSE
This document constitutes a Request for Proposal (RFP) from experienced firms to clear and remove and lawfully dispose of disaster-
generated debris (other than hazardous materials and household putrescible garbage) from public property and public rights-of-way in the
City of Sunny Isles Beach, Florida, immediately after a natural or man-made disaster. The objective of the RFP and subsequent contracting
activity is to secure the services of an experienced Contractor who is capable of efficiently clearing and removing very large volumes of
disaster-generated debris from a large area in a timely and cost-effective manner and lawfully disposing of all collected debris. The
Contractor must be capable of assembling, directing and managing a workforce that can complete the debris management operations in
a maximum of 30 days. The contract will be for an initial term of three (3) years with two (2) options to renew this Agreement for one (1)
year each, with annual re-certification of the Contractor's capabilities for years two (2) through five (5).
While intended to cover debris management needs in any major disaster scenario, the primary focus is on the threat of hurricane or
tornado damage to the City. The planning standards used for this project are based on the anticipated impacts of a Category 4 Hurricane.
3.2. BACKGROUND
3.2.1. Introduction
The City of Sunny Isles Beach staff has developed a Debris Management Plan that describes the general needs and approaches
for clearing, removing and disposing of large volumes of debris after a major disaster. It provides general intonation on debris
classifications, local hauling and disposal capabilities and capacities. The plan provides general guidance for the Contractor and
is available upon request.
The City of Sunny Isles Beach's disaster recovery planning includes considerations for clearing, removing and disposing of the
volumes and types of debris expected to be generated by a major disaster such as a hurricane or tornado. The planning approach
is formulated in part on the concept of strategic pre-positioning of plans and resources necessary for timely, coordinated response
and recovery operations, inducing clearing and removal of debris from public property and public rights-of-way throughout the
City using Contractor work forces.
The City envisions the need for a single major Contractor to carry out the Debris Clearing and Removal work throughout the
City. The Contractor must have the capacity to manage a major workforce with multiple Subcontractors and to cover the
expenses associated with a major recovery operation prior to initial City payment and between subsequent payments, as well
as the capacity to provide the necessary bonds and insurance. The Contractor must also have an established management team,
an established network of resources to provide the necessary equipment and personnel, comprehensive debris clearing, removal
and volume reduction operations plans, and demonstrable experience in major disaster recovery projects.
The contract to be awarded will be a pre-positioned contract that will be activated only in the face of an actual disaster or
emergency. As such, no compensation accrue to the Contractor unless and until the contract is activated either in anticipation
of a natural or man-made disaster or immediately after such disaster.
Potential Contractors are solely responsible for their own costs of developing the proposals associated with this RFP. In addition,
a Contractor who receives a pre-positioned contract for the work will be required to participate in certain City-directed disaster
recovery training and/or exercises, one (1) to two (2) days each year, at no cost to the City. The pre-positioned contract will be
for an initial term of three (3) years with two (2) one (1) year options to renew this Agreement for a total of five (5) years. This
will minimize the planning costs associated with the program as well as maximize the Contractor's potential for recovery of those
costs.
3.2.2. Planning Standard for Debris
The City has selected a Category 4 Hurricane that impacts the entire city. The worst case debris volume anticipated from such
a hurricane is approximately 40,000 cubic yards of mixed debris. This estimated debris volume is a planning figure and it is not
a fixed quantity for the purpose of contractual obligations. The actual volume of debris may be greater than or less than 40,000
cubic yards. For the purpose of this RFP and solely for the purpose of standardizing the contents of all submittals, the contractor
shall use a planning figure of 40,000 cubic yards of debris as the initial volume estimate for post-disaster debris removal and
disposal operations. Contractor submittals must also address, though in less detail, how the Contractor would address larger
and smaller volumes of debris.
The City's goal is to complete the debris removal and disposal process in less than 30 days. This assumes that the entire area
of the City will be accessible within that period.
3.2.3. Debris Management Strategy
The City will employ a Contractor to clear, remove and dispose of disaster-generated debris. The City will execute one (and
reserves the right to execute more than one) debris clearing and removal contract on a pre-positioned basis for the purpose of
having a Contractor immediately available and committed to assisting the City in the aftermath of a major disaster. It is
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anticipated that the Contractor will use both local and non-local Subcontractors. Notwithstanding, the Contractor will be expected
to use fully qualified and properly equipped local firms to the maximum extent practicable.
When a major disaster occurs or is imminent, the City will contact the firm(s) holding Debris Clearing and Removal Contract(s)
to advise them of the City's intent to activate the contract(s). Debris removal will generally be limited to debris in, upon, or
brought to public streets and roads, public rights-of-way, municipal properties and facilities, and other public sites. The
Contractor(s) will also be responsible for the lawful disposal of all debris collected from city property and pubic rights-of-way.
The Contractor(s) will send a management team to the City’s Emergency Operations Center (EOC), located at 18070 Collins
Avenue, Sunny Isles Beach, Telephone: 305-792-1773, within 48 hours prior of projected hurricane landfall based on the receipt
of a Notice to Proceed and Task Oder, to begin planning for the operations and mobilizing the personnel and equipment as
necessary to perform the work.
There are no Temporary Debris Storage and Reduction (TDSR) sites within the City limits. This will necessitate the removal of
all debris to the North Dade County Landfill located at 21500 NW 47 Avenue. In the event of a delay in this disposal facility
opening after the subsidence of the disaster or if inordinately high delays in turnaround time occur at the designated disposal
facility, the Contractor shal notify the City Debris Manager immediately and the City will provide an alternate disposal of TDSR
location within a 20 mile radius.
Curbside segregation of debris and disaster-generated or related wastes will be an element of the City's disaster recovery
program. The Contractor will be required to aid in the segregation and waste stream management processes. Any hazardous
materials and/or industrial hazardous wastes encountered by the debris removal Contractor are to be set aside for collection
and disposal at the direction of the City or its designee at an approved facility. Putrescible garbage will be collected by franchise
haulers and is not to be collected or transported by Contractor's forces.
3.3. INFORMATION REQUIRED FOR THIS RFP.
3.3.1. Description of Services
Submitter must provide a detailed description of the services that he/she will perform upon issuance of a Notice to Proceed
and/or Task Order. The description must, at a minimum, include the following:
A General Operations Plan describing the method and manner of debris removal and lawful disposal that will be employed
for disaster-generated debris. That Plan should demonstrate how Contractor will satisfy the requirements of the project as
described below, with:
1) A detailed description of the general sequence of debris clearing and removal operations to be performed.
2) A detailed description of the resources (workforce and equipment) to be employed along with the sources of those
resources, i.e. a list of subcontractors with whom the submitter has agreements for post-disaster support.
3) An estimate of the time required to complete the removal and lawful disposal of approximately 40,000 cubic yards of
mixed debris. Note that the maximum allowable time for completion of the removal and disposal operations is 30 days.
4) A description of how Contractor will ensure that all Debris Clearing and Removal Operations are performed in compliance
with all applicable local, state, and federal regulations and permit requirements.
A description of any subcontracts to be utilized in performing these services.
A Summary of the submitter's personnel that will be dedicated to the contract. The summary must include: the
names of all members of the project management team; the name of the submitter's claims representative; the number of
management employees that will be assigned to the contract, their job titles and responsibilities.
A description of the accounting and financial controls that will be utilized in managing, monitoring and
accounting for the resources to be deployed
A description of any exceptions taken to the requirements stated in this RFP.
3.3.2. Notification Procedures
Upon activation of the contract, Contractor must provide a two-person management team on-site to participate in advance
response and recovery preparations. Expected time frame is 48 hours prior to projected hurricane landfall. The purpose is to
initiate actions necessary to ensure that Contractor resources will be able to begin debris clearing operations within twelve (12)
hours of receiving the Notice to Proceed from the City. Subsequently, the City will issue the first Task Order, which will authorize
the Contractor to begin mobilizing the personnel and equipment as necessary to perform the stipulated work.
This first Task Order will also direct the Contractor to execute the required Performance and Payment Bonds. Additional task
orders will be issued for debris clearing and removal operations within the City. Contractor invoices for services performed under
the first and subsequent task orders should be presented for payment to the City.
The City will prescribe the specific clearing and cleanup schedule to be used after ascertaining the scope and nature of the
disaster's impacts.
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Curbside segregation of debris and disaster-generated or related wastes will be an element of the City's disaster recovery
program. The debris removal and disposal Contractor will be required to aid in the segregation and waste stream management
processes. Waste and debris from hurricanes, tornadoes, and other major storm events, will be classified into the following five
categories with responsibility as shown:
1. Household trash and putrescible garbage - continued responsibility of the County
2. Leaves and lawn litter, placed in clear plastic bags, placed by curb or shoulder of road - Contractor responsibility for
removal and disposal. Contractor will decide, with concurrence by the City Debris Manager, whether plastic bags are to
be co-mingled with the loose vegetative debris or are to be collected separately to facilitate recycling.
3. Vegetative and clean, woody debris, suitable for chipping or grinding, loosely stacked, and placed by curb or road
shoulder. This includes logs, stumps, rootballs, limbs, branches, and complete trees that may be removed and placed
by the curb or road shoulder for collection. Any reduction of size of woody debris to make suitable for chipping, or
grinding is part of the Contractors responsibility - Contractor responsibility for removal and disposal.
4. Construction and demolition (C&D) debris, furniture, furnishings, appliances, etc. suitable for being land filled or
recycled, stacked by curb or shoulder - Contractor responsibility for removal and disposal.
5. Household Hazardous Waste (HHW), separated from all other types of waste and debris, placed at curb or road shoulder
- HHW disposal at an approved facility will be the responsibility of the local residents.
Citizens will be advised to separate all waste and debris, to the extent practicable, into the above categories. Failure by the
citizens to perform this separation does not relieve the Contractor of his/her curbside separation responsibilities, to the extent
practicable.
Any Household Hazardous Waste (HHW) encountered by the debris removal Contractor is to be set aside. At the direction of the
City or its designee, HHW disposal at an approved facility will be the responsibility of the Contractor. The City will coordinate
with the Contractor to establish HHW drop-off locations for use by residents. The following items are considered HHW for the
purpose of this contract:
• Cleaning Products
• Batteries
• Workshop/Painting Supplies
• Aerosol spray cans
• Indoor Pesticides
• Lawn and Garden Products
• Automotive Products
• Fluorescent light bulbs
• Propane tanks and other compressed gas cylinders
• Flammable Products
• Home/Office Electronics - computers, TVs, monitors, lithium, and cadmium batteries
The Contractor will set up a lined containment area and separate any HHW inadvertently delivered to a temporary debris staging
site.
Commercial and industrial hazardous waste such as chemicals, gas containers, transformers, and any other form of hazardous or
toxic matter will be set aside for collection and disposal by a Hazardous Materials Removal and Disposal Contractor who will be
coordinated by others.
3.4. SCOPE OF WORK
3.4.1. General
The Contractor shall provide for the cost-effective and efficient clearing, removal, and lawful disposal of debris accumulated and
deposited on public property, City streets, roads and other pubic rights of-way, and any other municipal facility or site except
hazardous materials and household putrescible garbage, generated by disasters that impact the City of Sunny Isles Beach, FL.
Services shall be performed on an “as needed basis” when directed by the City Debris Manager. For planning purposes, the
contractor shall assume that the total volume of debris is 40,000 cubic yards of mixed debris.
The Contractor shall determine the method and manner of debris clearing, removal, and disposal that provide the greatest
economy of operations and cost to the City. In general, the Contractor will first focus on clearing roadways leading to critical
facilities and other clearing activities necessary to safeguarding the public. The City will provide will provide guidance and
direction on priorities for debris clearing incident to removal operations. The Contractor shall present to the City for review and
discussion a General Operations Plan and sufficient supporting documentation to adequately describe all planned actions for
disaster debris clearing, removal, and lawful disposal. The Contractor shall agree to execute this plan, with all manners of
contingencies recognized, when approved by the City.
The Contractor will be responsible for the timely clearing of roadways, removal of debris and lawful disposal of debris, except
hazardous materials, industrial waste and putrescible garbage, from:
• City maintained streets, roads and rights-of-way.
• Public property and facilities.
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• Any other municipal facility or site as may be directed by the City Debris Manager.
• Private property when necessary to protect the public or to facilitate completion of required work, provided that entry onto
private property is specifically authorized by the City Debris Manager.
Collins Avenue (A1A), State Route 826 and State Route 856 are on the Federal Highway System and are considered Federal Aid
System (FAS) roads and will not be subject to debris removal and disposal operations unless specifically directed by the City
Debris Manager. The City and Contractor will comply with the provisions of the Federal Highway Administration
Form FHWA-1273 (Ref. 3-94), with the exception of the Davis Bacon Provisions which are waived for strictly
debris removal projects. FHWA Form 1273 has been physically incorporated into this Agreement in SECTION 23
All debris removal and disposal operations east of Collins Avenue (A1A) are the responsibility of the Hotel / Motel / Condominium
owners.
The Contractor may be responsible for sand removal resulting from storm action deposited on Collins Avenue (A1A) and to the
West side of Collins Avenue (A1A). Removal and cleaning of the sand will be done only by a written Task Order initiated by the
City Debris Manager and paid for in accordance with the Fee Schedule Form Line # 7 Sand Collections and Screening.
The Contractor must be duly licensed to perform the work in accordance with the State of Florida code requirements. The
Contractor shall obtain all permits necessary to complete the work. The Contractor shall be responsible for determining what
additional permits are necessary to perform under the contract, but at the minimum must hold a business license and Contractor's
license where services are performed. Copies of all permits shall be submitted to the City Debris Manager as soon as available.
The quantity of work required to complete this contract is estimated. The actual effort required may be more or less than the
estimated amount shown on the Fee Schedule Form. Payment will be made at the unit rates proposed by the Contractor. The
output will be verified by the City Debris Manager in the daily operational report. Should hourly rates be used to pay for certain
equipment, then preventative maintenance not in excess of fifteen (15) minutes in a normal workday will be paid at the regular
hourly rate. Preventative maintenance or down time resulting from equipment failure, routine maintenance and fueling that
exceeds fifteen (15) minutes will be considered unacceptable work and non-payment of that time will be rounded off to the half
hour of all hours where delays occur. Preventative maintenance is defined as the usual field maintenance to keep equipment in
operating condition without the use of extensive shop equipment. Fueling of equipment will be considered as part of preventative
maintenance.
The Contractor shall be responsible for correcting any notices of violations issued as a result of the Contractor's or any
subcontractor's actions or operations during the performance of this contract. Corrections for any such violations shall be at no
additional cost to the City.
The Contractor shall conduct the work so as not to interfere with the disaster response and recovery activities of federal, state
or local governments or agencies, or of any public utilities or other private Contractors.
3.4.2. Post-Hurricane/Disaster Recovery Operations: Debris Clearing and Removal
This Work is divided into two phases. Phase 1 will be performed on a time and materials basis, and Phase 2 is to be performed
on a unit price basis.
• Phase 1. Emergency Roadway Debris Clearing, consisting of clearing roadway debris to the side of the road to open key
access routes into devastated areas.
• Phase 2: Public Rights-of-Way Debris Removal, consisting of the removal and transport of eligible disaster-generated debris
from designated public streets or highway rights-of-way or public property to an approved landfill. The City will pay tipping
fees at the approved landfill based on the actual disposal tickets and accompanying rates for disposal without additional
mark-up from the Contractor.
3.4.3. Inspection of Debris
Within 24 hours after the hurricane/disaster event has subsided, the Contractor must make a detailed and thorough on-site
inspection with a representative from the City of debris to be cleared and removed, and consider:
• Amounts and types of debris;
• Working conditions such as traffic, street/road width, and land use;
• Means to ingress and egress work areas; and
• All other factors affecting the work.
3.4.4. Coordination
Debris Clearing and Removal is limited to that which is determined by the City Debris Manager to be in the interest of public
safety and that which is considered essential to the economic recovery of the affected area. The Contractor must coordinate
with other contractors and other public and private entities also performing recovery operations.
3.4.5. City limits
Debris collection is limited to areas within the City of Sunny Isles Beach.
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3.4.6. Quality Assurance
Work will be closely monitored by City personnel and/or designated representatives. The Contractor must cooperate with all
monitors representing the City.
3.5. PHASE 1: EMERGENCY ROADWAY DEBRIS CLEARING
3.5.1. General
The goal of Phase 1 Clearing is to move debris directly deposited int the roadway to the side of the road to open key access
routes into devastated areas and allow for the movement of emergency vehicles, law enforcement, resumption of critical services,
and damage assessment of critical public facilities and utilities. At least one lane must be cleared on each arterial, major, and
secondary road after the hurricane/disaster event has subsided within the specified timeframe. Priorities will be established by
the City Debris Manager.
The Contractor shall commence mobilization immediately upon receipt of the Debris Clearing Task Order, meeting the following
progress patterns: 24 Hours - 50%, 48 hours - 100% unless otherwise negotiated. This represents a minimum response schedule
and does not restrict an earlier response
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3.5.2. Equipment
The types and sizes of equipment to be used must be listed in the Contractor's Price Proposal. This is intended to be a
general listing at this time. Prior to beginning work, the Contractor will be required to more fully identify each item of
equipment by type, size and equipment number; the equipment number and the Contractor's name or initials must be
permanently marked on each side of the vehicle at that time. Minimum letter size shall be 3 inches in height. Rates for
equipment not listed in the Price Proposal must be established with the City Debris Manager before such equipment may
begin working.
3.6. PHASE 2: PUBUC RIGHTS-OF-WAY DEBRIS REMOVAL
3.6.1. General
The goal of Phase 2 Debris Removal is to load and haul debris from the public rights-of-way to an assigned landfill. In
general, but not exclusively, this phase consists of curbside debris removal on public property only. Types of debris materials
include, but are not limited to, trees, woody debris, brush, sand, gravel, building wreckage, construction and demolition
(CO), personal property, and household furnishings deposited at the curb.
3.6.2. Vehicle Types/Measuring /Marking
All trucks and trailers must be suitable for equipment loading. The City Debris Manager desires that the Contractor maximize
the use of self-loading trucks equipped with grapples or loaders with grapple attachments to reduce potential collateral
damage and to expedite the cleanup operation. Hand loading of trucks or trailers must be approved in writing by
the City Debris Manager before being put into operation.
The City's Debris Monitoring Contractor will measure all trucks and trailers prior to any hauling operations. The City or its
designee will designate staging locations where the measurements will be taken. The Contractor will also provide a list to
the City Debris Manager or its designee indicating the type of vehicle, make and model, license plate number, and 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 hauling equipment shall be calculated from actual internal physical measurement
performed by the Contractor and a City designee. Maximum volumes may be rounded to the nearest cubic yard. 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. Signs shall be maintained in an easily readable fashion
for the duration of the work. Minimum letter size shall be 3" in height. Maximum volume value will be verified by a City
designee and his/her signature will be placed on both signs before affixing to the vehicle. Tare weights shall be determined
for those trucks that will be weighed at a disposal site.
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. Sideboards, if installed, must be constructed
of 2" x 6" boards or greater and may not extend more than 2-feet above the metal bedsides. Once installed all
sideboard extensions must remain in place throughout the operation, or the vehicle will be re-measured and remarked. All
extensions to the bed, and any exceptions to the above requirements, such as ¾” minimum plywood, must be approved in
writing by the City Debris Manager.
Trucks or equipment that are designated for use under this contract shall not be used for any other work. The Contractor
shall not solicit work from private citizens or others to be performed in the City during the period of this contract. Under no
circumstance will the Contractor mix debris hauled for others with debris hauled under this contract.
3.6.3. Other Considerations
The Contractor shall assign and provide an Operations Manager (OM) to serve as the principal liaison between the City
Debris Manager and the Contractor's forces. The assigned OM must be knowledgeable of all facts of the Contractor's
operations and have authority in writing to commit the Contractor. The OM shall be on call 24 hours per day, seven (7) days
per week and shall have electronic linkage capability for transmitting and receiving relevant contractual information and
make arrangement for on site 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 Debris Manager. This position will not require constant
presence; rather the OM will be required to be physically capable of responding to the City Debris Manager within one hour
of notification.
Phase 1 Clearing will be limited to no more than 70 work hours under the Time and Materials portion of this contract. Phase 1 Clearing operations will not continue past the 70 work hours unless specifically approved in writing by the City Debris Manager.
The Contractor shall be knowledgeable on the rules and regulations governing the transport of heavy
equipment and oversized loads across state boundaries. An emergency situation in the City does not assure any waiver of regulations or assistance in expediting equipment transportation by other
regulatory entitles.
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The Contractor shall be responsible for control of pedestrian and vehicular traffic in the work area. At a minimum, one flag
person should be posted at each approach to the work area.
The Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the
Contractor's personnel and equipment is the responsibility of the Contractor. Additionally, the Contractor shall pay for all
materials, personnel, taxes, and fees necessary to perform under the terms of this contract.
3.6.4. The City disposal facility monitors will use their best judgment in estimating the quantity of debris in the trucks. For purposes
of this contract the City monitors are the final authority. Trucks are assumed to be carrying 100% full loads, but deductions
will be made for consolidation during hauling, lightly packed loads with excessive air voids, and voids caused by incomplete
loading at the loading site. Where trucks are weighed by certified scales, the weights shall take precedent.
3.6.5. Hazardous Waste
Hazardous waste collection schedules may not necessarily coincide with the debris removal work. Hazardous waste materials
include chemicals, petroleum products, paint products, asbestos, power transformers, oxygen bottles, propane tanks,
batteries, industrial and agricultural chemicals, cleaning agents and similar hazardous, dangerous or toxic materials.
Some preliminary curbside separation will be attempted, but the Contractor must be aware that hazardous waste materials
might be commingled with debris. The Contractor shall take every precaution to avoid loading and hauling hazardous waste
materials. Notwithstanding, the Contractor's labor forces must be aware of the appropriate safety precautions. Further, the
Contractor will be responsible for safe and proper handling of any hazardous waste materials inadvertently loaded by
Contractor labor forces. The Contractor's labor forces must notify the City Debris Manager or his designee of locations where
hazardous waste materials are encountered.
3.6.6. Other Non-Collection Items
The following items must not be removed or hauled to the designated disposal sites:
• Household garbage;
• Electric Company transformers, poles and other equipment and materials;
• Telephone Company telephone transformers, poles and other equipment and materials;
• Traffic signs, signals, and appurtenances;
• Debris on private property except as directed by the City Debris Manager; and
• Privately Owned Vehicles/Boats/Trailers except as directed by the City Debris Manager.
Curbside collection of household putrescible garbage will be handled by the usual public and private haulers. Household
garbage must not be mixed with storm debris. All electrical and telephone equipment, traffic signs and signals that are
encountered must be moved to a visible, accessible location at or near curbside for disposition by utility companies or the
City.
Debris on private property may not be removed without written authorization from the City Debris Manager and the FEMA
Public Assistance Officer. Vehicles that are in the way of debris removal operations may be moved. The Contractor shall
report the locations of such vehicles to the City Debris Manager or his designee.
3.6.7. Debris Removal
During debris removal operations, extreme caution must be exercised by the Contractor to ensure that no damage is done
to public or private properties. All crawler or tracked vehicles operated on public streets must have pads to prevent damage
to hard-surfaced streets. The Contractor will be responsible for repair/replacement of any damage caused by negligence to
public or private property.
• Loading: All loose debris, such as tree limbs, must be reasonably compacted on the hauling vehicles during loading.
All debris extending beyond the vehicle in any horizontal direction must be cut off or otherwise removed.
• Hauling: All vehicles utilized in hauling debris must be equipped with adequate means for containing the load, including
canvas covering while transporting the debris to approved landfills.
• Covering: All vehicles must effectively prevent debris from being blown or bounced off the vehicles.
• Sideboards: Sideboards or other extensions to the bed will be permitted provided they meet state and local
requirements, cover the front and two sides, and are substantially constructed. Sideboards must be constructed of 2”
by 6” boards or greater and may not extend more than 2 feet above the metal bed sides.
• Tailgates: Vehicles must be equipped with a tailgate or other devices that will effectively contain the debris on the
vehicle while hauling, and also permit the vehicle to be loaded to capacity.
3.6.8. Dumping
All debris must be hauled to an approved landfill. The Contractor must make every effort possible to separate trees, woody
debris, and brush from other types of debris at curbside. All trees, woody debris, and brush will be accepted at the North
Dade Landfill. Construction and demolition debris must be similarly segregated and transported directly to the North Dade
Landfill.
3.6.9. Equipment Storage
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The Contractor is responsible for locating areas where his/her equipment may be stored, serviced and repaired and
coordinating with the City Debris Manager if said location is within the City limits. Such areas must not be located within
rights-of-way or in any areas that would impact traffic flow or produce a safety hazard. This does not preclude parting
equipment for short periods of time, including overnight, in rights-of-way areas where work is in progress. On-site refueling
and operating checks including daily maintenance will be allowed.
3.7. SCHEDULE
3.7.1. Clearing Operations
Public rights-of-way clearing operations must commence as soon as possible after the hurricane/disaster event has subsided,
but no later than 12 hours from the time that Notice to Proceed is issued by the City Debris Manager. The duration of the
clearing operations will be limited to a total of 70 work hours.
The Contractor must provide sufficient equipment and labor to accomplish clearing of primary rights-of-way within 24 hours
of receiving Notice to Proceed. Failure to clear the primary rights-of-way will result in the Contractor remitting to the City
liquidated damages in the amount of the cost per hour of each clearing crew as defined in the Fee Schedule Form for each
hour exceeding the 24 hour cutoff plus 25% of the hourly rate as a premium to secure additional work crews from other
resources to complete the work immediately following the disaster.
The City Debris Manager reserves the right to discontinue the clearing operations as he deems necessary. Extension of the
clearing operations past the 70 hours must be approved in writing by the City Debris Manager..
3.7.2. Removal Operations
The Contractor must begin debris removal operations within 48 hours of receiving the Notice-to-Proceed and be underway
in all zones within three (3) days. Schedules for all other roads/streets will be determined in concert with the City Debris
Manager and the Contractor's representative. Removal may begin earlier and, if approved by the City Debris Manager, may
be combined with public rights-of-Way clearing operations, provided the equipment so used will be billed on a unit cost basis
rather than on a time and materials basis. The City Debris Manager reserves the right to increase or decrease the scope of
the removal activity as he/she deems necessary to ensure effective management of the overall debris removal/disposal
operations.
3.7.3. Working Hours
Unless otherwise permitted by the City Debris Manager, working hours for removal operations shall be limited to daylight
hours. The Contractor is responsible for coordinating with the City Debris Manager in the event weather conditions delay or
modify the proposed daily schedule.
3.8. EXTRA WORK
At the City Debris Manager's option, the scope of work for Phase 1, Clearing, may be expanded to include clearing on the Federal Aid
System roadways within the City's jurisdiction and for Phase 2, Removal, may be expanded to include public parks, other recreational
areas, drainage structures and channels, and sand removal all subject to the prices noted in the Fee Schedule Form.
3.9. MEASUREMENT AND PAYMENT
3.9.1. PHASE 1 COMPENSATION - TIME AND MATERIALS BASIS
Compensation for Phase 1 Debris Clearing will be measured and paid for based on an hourly rate only when equipment is
actively operating and documented by equipment logs and operator timesheets submitted to the City. The hourly rate for
each type of equipment must include all subsidiary costs including mobilization and demobilization, fuel, maintenance,
operator, overhead and profit. The Contractor must provide, as part of the Price Proposal, a list of basic equipment to be
used for clearing operations and the hourly rate to be charged for each.
3.9.2. PHASE 2 COMPENSATION - UNIT PRICE PER CUBIC YARD OR TON BASIS
Debris removal will be paid for on the basis of a unit price per cubic yard or ton for all debris loaded, hauled, and dumped
at an approved landfill. The unit price per cubic yard must include all subsidiary costs, including mobilization and
demobilization, labor, equipment, fuel, maintenance, overhead and profit. Compensation will be based solely on the volume
or tonnage of debris hauled as documented by completed load tickets administered and validated by City loading site and
disposal site monitors.
The Contractor shall ensure that wherever non-English speaking crews are utilized, at least one crew supervisor must be fluent in English.
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Payment for debris hauled will be based on the quantity of debris hauled in truck/trailer measured cubic yards or by the ton
and the distance hauled depending on where the debris is taken. Debris hauled to a landfill will require a validated load
ticket and scale house weight ticket. Drivers will be given load tickets at the loading site by a City loading site monitor. The
load ticket will include an original and four copies. The loading site monitor will retain one (1) copy of the load ticket and
give the original and three (3) copies to the driver. The quantity of debris hauled will be estimated in cubic yards at the
landfill by a City Disposal monitor or by weight. The estimated quantity will be recorded on the load ticket. The City disposal
site monitor will retain the original of the load ticket and give the driver the remaining three (3) copies of the load ticket.
Debris taken to landfills that have certified scales will be weighed and the tonnage will be recorded on the load ticket or will
be paid based on cubic yards and the distance hauled recorded on an approved load ticket. Payment will be made against
the Contractor's invoice once the loading site and disposal site monitor's copies match the Contractor's copies attached to
the invoice.
The Contractor shall include a signed load ticket with his/her invoice as proof that the quantity claimed on the invoice was
eligible debris and was delivered to an approved disposal site. Such load tickets shall be checked against the disposal site
monitor's log of deliveries, which shall be the basis for payment.
3.10. Recycling Program
The City will consider the recycling programs that are in use at the available landfills, in the process of assigning the Contractors to
use specific disposal locations. Recycling of debris removed by the Contractor is encouraged.
3.11. Debris Collection Efficiency/Cleanliness
The Contractor is responsible for collecting and removing, from public rights-of-way and public property, all debris that exceeds in
size, weight, volume, or shape that which can reasonably be collected by the average homeowner using a rake, broom, shovel and
plastic bags. Homeowners are responsible for collecting the small residual quantities of leaves, dirt, sawdust, twigs and similar small
items of debris that can be readily put into plastic bags. Except for the above, the Contractor will collect and remove all debris existing
on a street during each pass and not leave any debris for subsequent passes. This does not preclude the Contractor from using
separate vehicles and crews to: separate plastic bags from other vegetative debris; collecting C&D debris; collecting recyclable timber
or from hauling stumps with rootballs. The Contractor will organize his equipment and crews so that all types of debris are collected
within any one pass.
3.12. Damages to Public or Private Property
The Contractor shall be responsible for any damage to private or public property that results from his debris collection and removal
activities. Disagreements will be settled through negotiations. Repair of damaged areas will be performed immediately. The effected
area or item will be restored to equal or better than its original condition. The Contractor shall supply the City with semi-weekly lists
showing all damage claims that have been settled and all claim issues that remain outstanding.
3.13. Debris Removal from Drainage Systems
The Contractor may be required to remove debris from various drainage ditches, and other drainage system components. Removal
and disposal will be directed by the City Debris Manager or his designee. The City Debris Manager will develop a scope of work for
each system component including: description of debris to be removed including quantity and/or sizes and numbers of trees, locations,
photographs, access points and similar information. The Contractor will submit lump sum cost estimates for each location with unit
pricing taken from Part B of the Fee Schedule Form.
3.14. Tree and Limb Removal with Specialized Equipment
The Contractor may be required to remove hazardous hanging limbs and branches that have not completely fallen to the ground and
hazardous leaning or damaged trees that are still standing. The determination of the existence of a hazardous situation is the
responsibility of the City Debris Manager or his designee and direction to proceed and pricing will be handled in a similar manner as
Debris Removal from Drainage Systems. The City Debris Manager will provide a detailed description of the trees or limbs to be
removed and the Contractor will provide a lump sum cost estimate based upon unit prices from the Fee Schedule Form. Any deviation
from these unit prices will be the subject of negotiations.
3.15. Removal of Hazardous Stumps
The Contractor may be required to remove hazardous stumps that have not been fully uprooted located within the City maintained
rights-of-way. The determination of the existence of a hazardous situation is the responsibility of the City Debris Manager or his
designee. Direction to proceed and pricing will be handled similar to Debris Removal from Drainage Systems and Tree & Limb
Removal. The City Debris Manager will provide a detailed description of the stumps to be removed and the Contractor will provide a
lump sum cost estimate based upon the unit prices from the Fee Schedule Form. Any deviation from these unit prices will be the
subject of negotiations.
The loading, hauling and dumping of stumps and rootballs deposited on the rights-of-way by others that are already uprooted (not
requiring extensive digging and backfill) shaft be paid under Fee ScheduleLine # 2, with conversion done according to FEMA The City
Debris Manager or his designee will identify all hazardous stumps prior to removal by the Contractor.
3.16. Sand Collection and Screening
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The Contractor may be required to remove debris laden sand from public rights-of-way and return to the beach. Sand that is debris
laden will require screening prior to dumping on the beach. Debris-laden sand will be hauled to a designated location, screened, and
returned to the beach. Hauling and screening of sand will be based on unit prices from the Fee Schedule Form. Debris generated
from screened rejects will be hauled to a designated landfill and paid under the Fee Schedule Form.
3.17. Conversion Factors from Cubic Yards to Tons
• Mixed Debris - Vegetation and Construction & Demolition = 500 LBS/CY or CY x 0.25 = Tons
• Yard Vegetation - Soft Wood = 333.33 LBS/CY or CY x 0.167 = Tons
• Yard Vegetation - Hard Wood = 500 LBS/CY or CY x 0.25 = Tons
• Construction & Demolition = 1000 LBS/CY or CY x 0.5 = Tons
• Mulch = 1000 LBS/Cy or CY x 0.5 = Tons
• Regular Trash = 300 LBS/CY or CY x 0.15 = Tons
• Concrete = 2000 LBS/CY or CY x 1.0 = Tons
• Sand = 2600 LBS/CY or CY x 1.3 = Tons
3.18. ADDITIONAL CONSIDERATIONS
3.18.1. Contract Termination
The City shall have the right to terminate this contract or a part thereof before the work is completed in the event:
• Previous unknown circumstances arise making it desirable in the public interest to void the contract.
• The Contractor(s) is not adequately complying with the specifications.
• Proper techniques are not being followed after warning notification by the City
• The Contractor(s) refuses, neglects, or fails to supply properly trained or skilled supervisory personnel or workers or
proper equipment of the specified quality and quantity.
• The Contractor(s), in the judgment of the City is unnecessarily or willfully delaying the performance and completion of
the work.
• The Contractor(s) refuses to proceed with work when and as directed by the City
• The Contractor(s) abandons the work.
• The Contractor(s) employs subcontract who are on the Federal debarred listing.
3.19. CONTRACTOR(S) PETROLEUM, OIL, LUBRICANT (POL) SPILLS
3.19.1. The Contractor(s) shall be responsible for reporting to the City Debris Manager and cleaning up all petroleum, oil, lubricant
(POL) spills caused by the Contractor(s)'s operations at no additional cost.
3.19.2. Immediate containment actions shall be taken as necessary to minimize effect of any spill or leak. Cleanup shall be in
accordance with applicable Federal and local laws and regulations.
3.19.3. Spills other than on-the-site shall be reported to the National Response Center, and the City Debris Manager immediately
following discovery. A written follow-up shall be submitted to the City Debris Manager not later than 7 days after the initial
report. The written report shall be in narrative form, and as a minimum shall include the following:
• Description of the material spilled (including identity, quantity, etc.).
• Determination as to whether or not the amount spilled is EPA/State reportable, and when and to whom it was reported.
• Exact time and location of spill, including description of the area involved.
• Receiving stream or waters.
• Cause of incident and equipment and personnel involved.
• Injuries or property damage.
• Duration of discharge.
• Containment procedures initiated.
• Summary of all communications the Contractor(s) has had with press or other officials.
• Description of cleanup procedures employed or to be employed at the site, including disposal location of spill residue.
• Corrective actions taken to prevent reoccurrence of similar event.
END OF SECTION
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REVISED FEE SCHEDULE FORM
EMERGENCY DEBRIS CLEARING AND REMOVAL OPERATIONS
RFP NO. 14-06-02
NOTE: Where applicable, all final disposal costs
(tipping fees) shall be direct pass through to the
City with no markup. All disposal receipts must
accompany corresponding load tickets for
reimbursement through the invoice process.
ITEM DESCRIPTION
UNITS UNIT
PRICE
1
Load Vegetative Debris from Public Rights-of-
Way (ROW) and Haul to Debris Management Site
(DMS) or Final Disposal Site – 0-15 Miles
Cubic
Yard
2 Load Vegetative Debris from Public ROW and
Haul to DMS or Final Disposal Site – 16-30 Miles
Cubic
Yard
3 Load Vegetative Debris from Public ROW and
Haul to DMS or Final Disposal Site – 31+ Miles
Cubic
Yard
4
Load Construction & Demolition Debris (C&D)
from Public ROW and Haul to DMS or Final
Disposal Site – 0-15 Miles
Cubic
Yard
5
Load C&D from Public ROW and Haul to DMS or
Final Disposal Site – 16-30 Miles
Cubic
Yard
6 Load C&D from Public ROW and Haul to DMS or
Final Disposal Site – 31+ Miles
Cubic
Yard
7
Provide DMS Site Management including
Preparation, Management & Segregation of Debris
Cubic
Yard
8
Reduce Vegetative Debris by Incineration Cubic
Yard
9 Reduce Vegetative Debris by Grinding Cubic
Yard
10
Haul Out Processed Debris to Final Disposal –
0-15 Miles
Cubic
Yard
11 Haul Out Processed Debris to Final Disposal –
16-30 Miles
Cubic
Yard
12 Haul Out Processed Debris to Final Disposal –
31+ Miles
Cubic
Yard
13
Remove Hazardous Stumps – Greater than 24
inches to 36 inches in diameter
Each
14
Remove Hazardous Stumps – Greater than 36
inches to 48 inches in diameter
Each
15
Remove Hazardous Stumps – Greater than 48
inches in diameter
Each
16 Remove Hazardous Leaning Trees – 6 inches to 12
inches in diameter
Each
17 Remove Hazardous Leaning Trees – Greater than
12 inches to 24 inches in diameter
Each
11
18 Remove Hazardous Leaning Trees – Greater than
24 inches to 36 inches in diameter
Each
19 Remove Hazardous Leaning Trees – Greater than
36 inches to 48 inches in diameter
Each
20
Remove Hazardous Leaning Trees – Greater than
48 inches in diameter
Each
21 Remove Hazardous Limbs (Hangers) – Greater
than 2 inches in diameter
Each
22 Stump Fill Dirt after Stump Removal Cubic
Yard
23 Sand Collection and Screening – Pick-up, screen
and return
Cubic
Yard
24 Vehicle Removal and Haul to DMS or Final
Disposal
Each
25 Vessel Removal (Land) and Haul to DMS or Final
Disposal
LF
26 Vessel Removal (Water) and Haul to DMS or Final
Disposal
LF
27 Removal of White Goods from Public ROW and
Haul to DMS or Final Disposal
Each
28 Freon Management and Recycling Each
29
Electronic Waste Removal and Haul to DMS or
Final Disposal
Each
30
Removal of Household Hazardous Waste (HHW)
from Public ROW and Haul to DMS or Final
Disposal
Pound
12
Push services only
Use most the current version of the FEMA Schedule of Equipment Rates on the list below that appear in the FEMA Schedule of Rates. If not in the Schedule of
Rates, enter the unit price to be charged. This should be applied at all times for implementation of the Agreement.
Heavy Equipment Size or Type U/M Unit Price
Skid-Steer Loader (Mini-Loader) Bobcat 753/M648 Hour $__________
Backhoe, Wheel Loader, 1 0-1.5 CY Cat 416 Hour $__________
Backhoe, Extend-a-hoe Caterpillar Hour $__________
Wheel Loaders, 2.5 CY Cat 950/JD 644 Hour $__________
Wheel Loaders, 3.5-4 0 CY Cat 966 Hour $__________
Wheel Loaders, 4.5 CY Cat 980 Hour $__________
Tracked Loader Cat 955/JD 690 Hour $__________
Towed Loader w/ Tractor Prentice 210 Hour $__________
Knuckleboom Loader Truck (Self-Loading) 25-35 CY Body Hour $__________
Knuckleboom Loader Truck (Self-Loading)) 35-45 CY Body Hour $__________
Dozer Cat D4 Hour $__________
Dozer Cat D5 Hour $__________
Dozer Cat D6 Hour $__________
Dozer Cat D7 Hour $__________
Dozer Cat D8 Hour $__________
Hydraulic Excavators, 15 CY Cat 320 Hour $__________
Hydraulic Excavators, 2.5 CY Cat 325 Hour $__________
Hydraulic Excavators, 3.5> CY Cat 330 Hour $__________
Excavator, Rubber Tire (w/ debris grapple) Cat 325 Hour $__________
Tractor wi Box Blade 80 Hp Hour $__________
Motor Grader Cat 120G Hour $__________
Off Road Truck N/A Hour $__________
30 Ton Crane 30 Ton Hour $__________
50 Ton Crane 50 Ton Hour $__________
100 Ton Crane (8 hr minimum) 100 Ton Hour $__________
Bucket Truck tip to 50' reach Hour $__________
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Bucket Truck 50' to 75' reach Hour $__________
Trash Transfer Trailer Ny/ Tractor 110 Yard Hour $__________
Mechanized Broom Street Sweeper Hour $__________
Water Truck 2000 Gallon Hour $__________
Fuel/Service Truck N/A Hour $__________
Soil Compactor 81 HP Case/Cat/Wacker Hour $__________
Soil Compactor 80 HP Case/Cat/Wacker Hour $__________
Soil Compactor, Towed Unit Wacker Hour $__________
Stump Grinder Vermeer 252 Hour $__________
Stump Grinder Vermeer 752 Hour $__________
Stump Grinder Vermeer 60TX Hour $__________
Chipper w/ 2 man crew Morbark Storm Hour $__________
12-Foot Tub Grinder Morbark 1200 Hour $__________
13-Foot Tub Grinder Morbark 1300 Hour $__________
I4-Foot Tub Grinder Diamond Z 1463 Hour $__________
Air Curtain Incinerator (Self-contained) N/A Hour $__________
12T Lowboy Trailer (Equip Transport w/ Tractor) 12 Ton Hour $__________
35T Lowboy Trailer (Equip Transport sy/ Tractor) 35 Ton Hour $__________
50T Lowboy Trailer (Equip Transport wi Tractor) 50 Ton Hour $__________
Truck Mounted Winch Tow Truck Hour $__________
Log Skidder Cat 518/JD 648E Hour $__________
Waste Collection Rear Loader Truck N/A Hour $__________
Vacuum Truck/Jetter 3500 Gallon Hour $__________
Crash Truck w/Impace Attenuator N/A Hour $__________
Power Screen N/A Hour $__________
Stacking Conveyor N/A Hour $__________
Hauling Vehicles (Operator fuel. maintenance included)
Dump Truck 5 to 15 CY Hour $__________
Dump Truck 16 to 24 CY Hour $__________
Dump Truck 25 to 34 CY Hour $__________
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Dump Truck (Trailer Dump w/ Tractor) 35 to 44 CY Hour $__________
Dump Truck (Trailer Dump w/ Tractor) 45 to 54 CY Hour $__________
Dump Truck (Trailer Dump w/ Tractor) 55 to 64 CY Hour $__________
Dump Truck (Trailer Dump vv/ Tractor) 65 to 74 CY Hour $__________
Dump Truck (Trailer Dump w/ Tractor) > 75 CY Hour $__________
Walking Floor Trailer w/ Tractor 100 CY Hour $__________
Pickup Track 11/2 Ton Day $__________
Pickup Truck 3/4 Ton Day $__________
Pickup Truck 1 Ton (4x4) Day $__________
Box Truck 3/4 Ton Day $__________
Utility Van 314 Ton Day $__________
Passenger Van 9 Passenger Day $__________
Passenger Car Full size Day $__________
Response Trailer 20-30 Foot Day $__________
Flatbed Trailer GWV to 450 Day $__________
Personnel
Project Operations Manager Individual Hour $__________
Superintendent with Cell/Truck Individual Hour $__________
Supervisor with Cell/Truck Individual Hour $__________
Foreman with Cell/Truck Individual Hour $__________
Inspector with Cell/Vehicle Individual Hour $__________
Health/Safety or QC Manager with Pickup Truck Individual Hour $__________
Safety Superintendent Individual Hour $__________
Mechanic with Truck and Tools Individual Hour $__________
Climber with Gear Individual Hour $__________
Labor/Operator with Chainsaw Individual Hour $__________
Laborer with Tools Individual Hour $__________
Traffic Control Personnel Individual Hour $__________
Ticket Writers Individual Hour $__________
Survey Personnel with Vehicle Individual Hour $__________
15
Project Engineer Individual Hour $__________
Equipment Operator Individual Hour $__________
Truck Driver Individual Hour $__________
Administrative Assistant Individual Hour $__________
Clerical Individual Hour $__________
Field Hazardous Material Manager Individual Hour $__________
Haz Mat Containment Area Supervisor Individual Hour $__________
Haz Mat Containment Area Foreman Individual Hour $__________
Field Haz Mat Technician Individual Hour $__________
Haz Mat Containment Area Technician Individual Hour $__________
Field Project Supervisor Individual Hour $__________
Field Project Foreman Individual Hour $__________
Project Geologist Individual Hour $__________
Project Chemist Individual Hour $__________
Regulatory Manager Individual Hour $__________
Asbestos Abatement Supervisor Individual Hour $__________
Asbestos Abatement Worker Individual Hour $__________
Asbestos Inspector Individual Hour $__________
Marine Resources (Fuel, maintenance included)
56' Shallow Draft Landing Craft with Crane Crew of 2 Day $__________
40' Sectional Barge vi/ Mounted Excavator & Pushboat With Crew Day $__________
33' Fast Barge with Winch Crew of 2 Day $__________
14' Utility Boat with Motor (Work Boat) With Crew Day $__________
12' Utility Boat with Motor (Work Boat) With Crew Day $__________
12' Utility Boat without Motor (Work Boat) With Crew Day $__________
Tank Diver with Gear Individual Hour $__________
Hardhat Diver with Gear Individual Hour $__________
Scuba Bottle Refill (Air) 80 Each $__________
Air Pump with multi breathing lines Brownie Lung Day $__________
Miscellaneous Equipment/Items (Fuel, maintenance included where applicable)
16
Light Tower w/ Generator Day $__________
Office Trailer 40 Foot Day $__________
Storage Container 40 Foot Day $__________
Portable Eyewash Station OSHA Spec Day $__________
First Aid Station OSHA Spec Day $__________
Portable Toilet (Port a John) Single Week $__________
Observation Tower USACE Spec Each $__________
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