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HomeMy WebLinkAboutR-01-0672J-01-507 7/6/01 RESOLUTION NO. 01— 672 A RESOLUTION OF THE MIAMI CITY COMMISSION, AUTHORIZING THE CITY MANAGER TO PROCURE THE PROVISION OF DISASTER RECOVERY SERVICES FROM GRUBBS EMERGENCY SERVICES, INC. FOR THE PURPOSE OF PROVIDING TECHNICAL ASSISTANCE, IF NECESSARY, DURING DISASTER DEPLOYMENT FOR THE DEPARTMENT OF FIRE -RESCUE FOR CITYWIDE USE, ON AN AS -NEEDED CONTRACT BASIS, UNDER EXISTING PASCO COUNTY, FLORIDA RFP NO. 99-186S, EFFECTIVE UNTIL AUGUST 21, 2005, FOR A FIVE-YEAR PERIOD, AND ANY EXTENSIONS. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is authorized!' to procure the provision of disaster recovery services from Grubbs Emergency Services, Inc. for the purpose of providing technical assistance, if necessary, during disaster deployment for the department of fire -rescue for citywide use, on an as -needed contract basis, under existing Pasco County, Florida RFP No. 99-186S, effective until August 21, 2005, for a five-year period, and any extensions. 1� The herein authorization is further subject to compliance with all. requirements that may be imposed by the City Attorney, including but not limited to those prescribed by applicable City Charter. and Coda provisions. ;Cm ao�wQ11 oa JUL 10 2001 smakAm N& ©1- 672 *1111;WAK Section 2. This Resolution shall become effective immediately upon its adoption and signature of. the Mayor.' PASSED AND ADOPTED this _10th day of July , 2001. JOE CAROLLO, MAYOR In a000rdanos wkh Miami Code Seo. 2.38, shoe the Mayor did not hr icatte approval of this Wghlation by signing k in the designated pia said legisla now ATTEST: biomes effBCtive wkh the elapse of fen 110) Bayo the too C action regarding same, wtt W the Mayor enc 8 'a _ % �J WALTER J. FOEMAN CITY CLERK AND CORRECTNESS:r 393:db:LB If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 Of— 672 • CITY OF MIAMI, FLORIDA •- INTER -OFFICE MEMORANDUM TO . Honorable Mayor and DATE f-iLE . IWI-Uft•doc Members of the City Commission JUN 2 5 1 7-1 SLI JECT Procure the Service of Grubbs Emergency Services, Inc. for Disaster Recovery Services FROM im ez REFERENCES City Manager Resolution ENCLOSURES. RECOMMENDATION It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the City Manager to procure the services of Grubbs Emergency Services, Inc., for Disaster Recovery Services, for the purpose of providing technical assistance to the various City of Miami Departments in case of disaster deployment, on a contract basis, from an existing Pasco County, Florida RFP No. 99-186S, for a five (5) year period when commenced on August 22, 2000. BACKGROUND The City of Miami has experienced massive destruction wrought by the impact of a hurricane landfall, violent storms spawning tornadoes as well as other natural and/or manmade disasters. Entering into this Agreement will allow disaster recovery and technical assistance to the various City of Miami Departments. This service will allow quick removal of all hazards to life and property resulting in the City of Miami. CAG/R'W /MLKIJF/jam FM.066.doc 01- 672 FROM : 7Fe ALLEN MaRRIS CO 0 FAX No. : 9547920-,54 • Jun. 07 2001 01= 59PM P2 daus� EN=dwmcv ammo . INC. 1115 Smb Mala Street Broaknvilk, Florida 34601 1.818-CRUBHS-1 June 6, 2001 B& Wiliiaw W. Bryson Fire Chief City of Miami Fire -Rescue Depwtaadra 444 S.W. tad Avenue hfawi. FL 33130 Deaf Chief Bryson: it is understood that the Ciro of Miami has a desire to "PilWbW the A memag 8or Disaster Recovery Services bctwieen Grubbs Construebioa Company and Pasco County. FL. Pursuant to the City of Miami's request, Grubbs Emergency Services, Inc, hcraby agneas to o&r the City of Miami Disaster Recovery SeMocs under the saute price(s), terms and coalitions as RFP #99-1865, Disaster Recovery Services, awarded to Cnubbs Construction Company on August 22, 2000, by Pasco County, Mrida. Ali references to RFT 099-186S, Disaster Reoovary Services, shall be asavned to pertain to the City of Miami. Florida. Please do not besitate to call me at 813-240.6197 if you have any questions. Sinoerely, Don Madio Senior Specialist 01- 672 • • AGREEMENT FOR DISASTER RECOVERY SERVICES THIS AGREEMENT made and entered into this 22 day of August , 2000, by and between the COUNTY OF PASCO, a political subdivision of the State of Florida, hereinafter referred to as "COUNTY" and GRUDDS CONSTRUCTION COMPANY, hereinafter referred to as "CONTRACTOR" WHEREAS, the COUNTY lies on the west coast of the State of Florida and, as such, may experience massive destruction wrought by the impact of a hurricane landfall, violent storms spawning tornadoes as well as other natural and/or manmade disasters (Events); and WHEREAS, it is foreseen that it may be necessary to provide for debris removal and disaster recovery technical assistance to appointed and elected officials within the COUNTY, resulting from these Events; and WHEREAS, the COUNTY has determined after extensive efforts that this is an area of specialized services and as such is considered to be a sole source; it is further understood that CONTRACTOR will perform as prime contractor for all operations outlined in this Agreement. NOW, THEREFORE, CONTRACTOR, for and in consideration of the sum Ten Dollars and no/100 (S10.00), and for other good and valuable considerations acknowledged by the parties, said parties hereto agree as to the following: SCOPE OF SERVICES ONE — DEBRIS REMOVAL It is the intent of this Agreer. teu; for the CONTRACTOR to remove as quickly as possible all hazards to life and property resulting in the COUNTY. Clean up, demolition and removal will be limited to (1) that which is determined to eliminate immediate threats to life, public health, and safety; (2) that which has been determined to eliminate immediate threats of significant damage to improved public or private property, and; (3) that which is considered essential to ensure economic recovery of the affected community to the benefit of the community -at -large. The Services shall consist of clean up, demolition, removal, reduction and disposal of debris as directed by the designated representative of the COUNTY. Specifically the Scope of Services will include the items listed in Attachment I and priced in Attachment 2 and Attachment 3 of this Agreement under the corresponding heading. OPE OF SERVICES TWO — TECHNICAL DISASTER RECOVERY It is the intent of this Agreement for the CONTRACTOR to provide disaster recovery technical assistance to appointed and elected officials within the COUNTY. This service shall include Program Management Assistance. Specifically the Scope of Services will include the items listed in Attachment 1 and priced in Attachment 2 of this Agreement under the corresponding heading. 01- 672 S IMCE3 MR F&CILM ES It is understood that, except as otherwise specifically stated in this Agreement and Attachments to this Agreement, the CONTRACTOR shall provide and pay for all labor, tools, equipment, transportation, supervision, and all other services and facilities of any nature whatsoever necessary to execute, complete and deliver the services within the time specified in the Notice - to -Proceed as agreed upon by both parties. Permits and licenses of a temporary nature necessary for the prosecution of the Services shall be secured and paid for by the CONTRACTOR unless otherwise stated in this Agreement. The CONTRACTOR will supervise and direct all Services. The CONTRACTOR is solely responsible for the means, methods, techniques, sequences, safety program and procedures. The CONTRACTOR will employ and maintain on the work site a qualified supervisor(s) who shall have full authority to act on behalf of the CONTRACTOR and all communications given to the supervisor by the COUNTY's Authorized Representative shall be as binding as if given to the CONTRACTOR- The ONTRACTOR The name(s) of the supervisor(s) will be supplied to the COUNTY for each issuance of a Notice- to- Proceed through an attachment to this Agreement in the form of a Memorandum for the Record. r Nu NJ The COUNTY and CONTRACTOR may at any time order changes within the scope of services without invalidating this Agreement. All changes affecting the project's costs or modifications of the terms, conditions, and the scopes of services of this Agreement shall be authorized by means of an official written Contract Change Order that is mutually agreed upon and signed by the COUNTY and the CONTRACTOR_ All changes must be recorded on a written Contract Change Order before CONTRACTOR may proceed with the changes to the Services provided. The term of this Agreement shall be for five consecutive years beginning on the date of acceptance by and signatures of the COUNTY and CONTRACTOR, whichever comes later. [;1 �L7� 14 This Agreement may be renewable on a five-year basis after a concurrence of both parties on any negotiated changes to the terms and specifications contained in this Agreement. Attachment 2 and Attachment 3 of this Agreement may be reviewed on an annual basis. Amended unit costs 01- 672 9 • may be submitted by CONTRACTOR to COUNTY to reflect the current disaster recovery market value of services listed in Attachment 1 and priced in Attachment 2 and Attachment 3 of this Agreement. Such amendments shall become part of this Agreement after a concurrence and signature of both parties. TEIIMINATION Either party upon 365 days written notice to the other party may terminate this Agreement. INSURANCE ANDS,BONDS CONTRACTOR shall name the COUNTY as additional insured on CONTRACTOR's insurance policies. CONTRACTOR shall maintain the following insurance limits: Worker's Compensation - Statutory Limits of the State of Florida (or the applicable State at the Cane of an event); General Liability — One Million Dollars (51.000,000.00) any single occurrence; Additional Liability Umbrella — Five Million Dollars ($5,000,000.00) Automobile — One Million Dollars (S 1,000,000.00) CONTRACTOR shall provide COUNTY a Certificate of Insurance evidencing such coverage. At the COUNTY's option the CONTRACTOR will furnish a performance and payment bond for any and/or all Notices -to -Proceed. The cost of said bond premium will not be an additional cost to the COUNTY. IFICATES OF INSURANCE Required insurance shall be documented in certificates of insurance which provides that the COUNTY shall be notified at least thirty (30) days in advance of cancellation, non -renewal, or adverse change. New certificates of insurance are to be provided to the COUNTY at least fifteen (15) days prior to coverage renewals. Receipt of Certificates or other documentation of insurance or policies or copies of policies by the COUNTY or by any of its representatives, which indicate less coverage than is required, does not constitute a waiver of CONTRACTOR's obligation to fulfill the insurance requirements herein. 1''ARRANTY OF TITLE AND WAIVER OF LIEN The CONTRACTOR shall not at any time sutler of permit any lien, attachment, or any other encumbrance under the laws of the State of Florida, or otherwise by any person or persons whomsoever to remain on file with the COUNTY against any money due or to become due fbr any work done or materials furnished under this Agreement of by any reason or claim or demand against CONTRACTOR. Such lien, attachment, or encumbrance, until it is removed, shall preclude any and all claims or demands for any payment by virtue of this Agreement. til- 672 • ) _TqLtux M: �_Mh The CONTRACTOR shall be fully responsible to COUNTY for the acts and omissions for its subcontractors and of persons directly or indirectly employed by them, as the CONTRACTOR is for the acts and omissions of persons employed by it. The CONTRACTOR small cause appropriate provisions to be inserted in all subcontractors relative to the services give the CONTRACTOR the same powers regards terminating any subcontract that the COUNTY may exercise over the CONTRACTOR under any provisions of this Agreement. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and the COUNTY. The CONTRACTOR shall supply the names and addresses of subcontractors and materials suppliers when requested to do so by the COUNTY upon activation of the Agreement and updated by the CONTRACTOR to the COUNTY on a biweekly basis during said activation. The CONTRACTOR shall not use a subcontractor or material supplier against whom the COUNTY has a reasonable objection to, and shall make all reasonable attempts to subcontract with local firms currently doing business within the COUNTY and/or Pasco County, Florida AH subcontractors will operate in strict accord with Subcontracting Pians and Policies, as well as local, State, and Federal laws governing this type of work The COUNTY shall fumish all information and documents necessary for the commencement of work, to include valid written Notices to Proceed. A representative will be designated by the COUNTY to be the primary contact person for inspecting the work and answering any on-site questions prior to and after activation of this Agreement via a Notice -to -Proceed. Providing inspectors for the monitoring of debris operations shall be the responsibility of the COUNTY, as required by Federal law and policy governing those specific operations. This person shall be Walter Spiedel, Administrative Services Manager, Public Works Payment to the CONTRACTOR by the COUNTY will not be contingent on funding from any source. Payment shall follow the time parameters outlined in the section titled "Contractor Invoicing" of this Agreement. This Agreement and Attachments referred to herein, contain the entire Agreement of the parties, and there are no other binding promises or conditions in any other Agreement whether oral or written. ' 01- 672 The laws of the State of Florida shall govern this Agreement. Venue of this Agreement shall be in Pasco County, Florida. ON B OF: Pas County, orida f: By: Pat Mu sari, Chairman ro Date: AUG 2 2 2000 ATTEST: Approved as to form and legal sufficiency. �-. By: �� _mA ClaidDeputy Clerk of the Board County Attorney ON BEHALF OF: GRUBBS CONSTRUCTION COMPANY By-. Title: Vice President ATTEST: Secretary STATE OF FLORIDA County of Hernando e regain instrument was aclQww as CONSTRMMON COMPANY, a Flori personally known to be or has produced 2 6 r' SANDRA L. OLEINICZAK ccmmsoN # CC 684588 W" SEP W '001 %OP ATI WW 80NMG CO.. ING before me this CrOU i 2000, by of 13RUBBS i%a ation, on behalf of the Corporation. He/she is M --,m - ;IJ P�cf ". identification. Notary PASCO COUNTY ATTORNEY'S OFFICE �'• Approved as to a /Q Name a d Tit Qi-- 672 � Date: S AGREEMENT FOR DISASTER RECOVERY SERVICES Attachment I The following is a listing of services and/or tasks to be provided by CONTRACTOR to COUNTY upon receipt by CONTRACTOR of a Notice-to-Proceed: SCOPE OF SERVICE ONE — DEBRIS UMOML Emergency Road Clearance The CONTRACTOR shall accomplish the cutting, tossing and/or pushing of debris from the primary transportation routes as identified by and directed by the COUNTY. This operational aspect of the scope of services shall be for the first 100 (plus or minus) hours atter an event. Once this task is accomplished, the following tasks will begin as required. Debris Removal from Public Property (Rights-of-way) As identified by and directed by the COUN'T'Y, the CONTRACTOR shall accomplish the pick-up and hauling of all eligible debris to the Temporary Debris Staging and Reduction Sites (TDSRS's) from public rights-of-way, and shall maintain debris work sites to appropriate use standards, safety standards, and regulatory requirements. Debris Removal from Public Property (Special Considerations) The Contractor will operate beyond public rights-of-way only as identified by and directed by the COUNTY. Operations beyond the rights-of-way on public property will be only as necessary to abate imminent and significant threats to the public health and safety of the community. These operations will be closely monitored and will be in strict compliance with 44 CFR 206.224, Debris Removal, regarding eligibility. Debris Removal from Private Property (Right-of Entry Program) Should an imminent threat to life, safety and health to the general public be present on private property, the CONTRACTOR as identified by and directed by the COUNTY, will accomplish the removal of debris from private property. Upon receipt of completed right of entry form, and hold harmless agreement from private property owner's, and execution of the non-duplication of benefits agreement from the COUNTY, the CONTRACTOR shall remove all eligible debris, as identified by the COUNTY. The CONTRACTOR will place all debris collected through this process in the right-of-way, where the above scope of services Debris Removal from Public Property (Rights-of-way) shalt commence. The COUNTY feels that it is potentially in the best interest of the health and safety of its citizens to provide this service. Attached to this Agreement are copies of the forms to be executed by the individual property owners. The CONTRACTOR shall maintain debris work sites to appropriate use standards, safety standards, and regulatory requirements. Of-- 672 Hazardous Stumps As identified and directed by the COUNTY, the CONTRACTOR shall remove all hazardous stumps that pose a threat to life, public health and safety, as identified by the COUNTY, and haul each stump to the TDSRS's. Each stump shall be inspected by the COUNTY and CONTRACTOR and documented as to the appropriate category of size. Fill Dirt As identified and directed by the COUNTY, the CONTRACTOR shall place compatible ffii dirt in ruts created by equipment, holes created by removal of hazardous stumps, and other areas that pose an imminent and significant threat to public health and safety. Temporary Debris Staging and Reduction (TDSRS) The CONTRACTOR will, prepare and maintain TDSRS's to accept and process all eligible storm debris; maintain the TDSRS approach and interior road(s) for the entire period of debris hauling; will provide stone for any roads that require stabilization for ingress and egress; will build and maintain a roofed inspection tower sufficient for a minimizer of three (3) inspectors for the inspection of every load in and out which shall be fiuther defined in documentation section below; will process all debris in accordance with all local, State and Federal rules, standards, and regulations. Processing may include, but is not be limited to, reduction by tub grinding and/or incineration when approved. Prior to reduction, all debris will be segregated between vegetative debris, construction and demolition debris (C&D), recyclable debris, white goods and hazardous wastes. All reduced debris as well as non-reducible debris will be disposed of at a location(s) agreed to by both parties. TDSRS Site Reclamation Site reclamation shall be accomplished in accordance with all Federal, State and local laws, standards and regulations; Site reclamation shall be accomplished in accordance with the CONTRACTOR's Debris Removal Operations P/m and Frrvironmental Protection Plan. Disaster Event Generated Hazardous Waste Abatement CONTRACTOR shall abate all hazardous waste identified by the COUNTY in accordance with all applicable Federal, State and local laws, standards and regulations to include but not limited to 29 CFR 1910.120, 40 CFR 311 and 49 CFR 100-199; Hazardous waste abatement shall be accomplished in accordance with the CONTRACTOR's Debris Removal Operations Plan and Environmental Protection Plan. Freon recovery will be treated as a hazardous material and handled in accordance with the aforementioned Plan and Regulations. Prices for this Service will be negotiated at 01- 672 time of Event dependent upon types of materials, quantities and hazards present. Prices shall be attached to the Agreement in the form of a Memorandum for the Record. Sand Screening The CONTRACTOR shall screen all sand as directed by the COUNTY, to remove all eligible debris. This task includes the pick-up of debris -laden sand, hauling debris -laden sand to the processing screen located on the beach, processing the debris laden -sand through the screen and returning clean sand to the approximate original location on the beach as directed by the COUNTY. Debris removed from sand will be picked -up, hauled and processed utilizing the scope of services located above for Debris Removal from Public Property (Rights-of-way). Debris Disposal The CONTRACTOR shall dispose of all eligible debris, reduced debris, ash residue and other products of the debris management process in accordance with all -applicable Federal, State and local laws, standards and regulations. Final disposal locations shall be at the discretion of the CONTRACTOR with prior acceptance of the COUNTY. Information regarding the location of final disposal shall be attached to this Agreement in the form of a Memorandum for the Record. The CONTRACTOR and COUNTY inspector assigned to the disposal process shall maintain disposal records and documentation. Documentation shall be quantified in cubic yards or tons depending on terms of the executed Agreement. Documentation and Inspections All storm debris shall be subject to inspection by the COUNTY or any public Authority. Inspections shall be to insure compliance with the contract and applicable local, state and federal laws. The CONTRACTOR will, at all times, provide the COUNTY access to all work sites and disposal areas. In addition, authorized representatives and agents of any participating federal or state agency shall be permitted to inspect all work and materials. The CONTRACTOR and the COUNTY will have in place at the TDSRS's, personnel to verify and maintain records regarding the contents and cubic yards of the vehicles entering and leaving the TDSRS's. The CONTRACTOR and the COUNTY will monitor the material to determine that it in fact consists of eligible debris. The CONTRACTOR and the COUNTY will have in place at the pick-up site, personnel to verify the contents, location, date and time of the vehicles departing for the TDSRS. Prior to use, the CONTRACTOR and the COUNTY shall establish and record each haul truck's certified cubic yard capacity. The CONTRACTOR will include and provide disposal tickets, field inspection reports, and other data sufficient to provide substantiation for Federal (FEMA, etc.) and State reimbursement, if applicable. The CONTRACTOR will assist the COUNTY in preparation of Federal (FEMA) and State reports for any potential reimbursement through the training of COUNTY employees and the review of documentation prior to submittal. The CONTRACTOR will work closely with the �1_ 672 U 0 Florida Division of Emergency Management, FEMA and other applicable State and Federal Agencies to ensure that eligible debris collection and data documenting appropriately address concerns of the likely reimbursement agencies. Priority of Work Areas The COUNTY will establish and approve all areas that the CONTRACTOR will be allowed to work. Daily and/or weekly scheduled meetings wilt be held to determine approved work areas. The CONTRACTOR shall remove all eligible debris and leave the site from which the debris was removed in a clean and neat condition. There wiU be certain debris that is not picked up by equipment, machinery and general laborers used by the CONTRACTOR Determination of when a site is in a clean and neat condition will be at the reasonable judgment of the COUNTY. Working Hours All activity associated with gathering and loading of eligible debris shall be performed during visible daylight hours only. hauling of eligible debris to the TDSRS's will be allowed during visible daylight hours only between dawn and dusk. The CONTRACTOR may work during these hours seven (7) days per week including holidays. It is understood between the parties that at the TDSRS's, debris reduction may take place twenty-four (24) hours, seven (7) days per week if the CONTRACTOR deems it necessary and safe. The CONTRACTOR shall be responsible for obtaining sites to stage equipment, such as trucks, while not in use. White Goods The CONTRACTOR may expect to encounter white goods available for disposal. White goods will constitute household appliances as defined in the Florida eve Code. The CONTRACTOR shall dispose of all white goods encountered in accordance with applicable Federal, State and local laws. Any white goods that may contain Freon, such as refrigerators, freezers, or air conditioners, shall have the Freon removed by the CONTRACTOR in accordance to applicable regulatory requirements. 01- 672 ' 1 ' I sl WA PTEM I: PROGRAM MANAGEMENT ASSIS'T'ANCE =Nora hl 1. PUBLIC ASSLS'I'ANCE PROGRAM a) 20= Survey ENO (DSR1 or ft*9 Worksheet (IM i) Official DSR/PW rogtaests — Asda COUNTY personnel in tate following: a) Identification of expenditm= cligibie for reimbursement b) Submission of official "request for DSR inspection" ii) Local government representation on DSR/PW team — Train and asda COUNTY personnel to aeeompllsh the following a) Identification ofeligible items for reimbursement b) Review of DSR/PW for actuate scope of wait Q Review of DSR/PW for accm to out oasts iii) Recovery process doaaamittion — Assist COUNTY perso nd in the following: a) Cratlon of recovery process doannentation plan b) Maintenance of doanoentalion of recovery pttxxas fv) Force account labor vs. contract labor a) Reoommendadons to government officials on teed to contract or utilize force account labor V) Recovery ;,+ , "-, oversight a) Rl oommendatiem to gavernmeat officials on nood to contract for projm manag maw for projects m pdring intense oversight b) DSR/PW tracims through State and Federal process C) Written and oral status reports to government officials b) i) Review of rooer 1 syaem for applicability to Federal and State requireunts ii) Orientation and training of Department/Division Heads on requirements for gtulity and quaatitp of required dom mentation iii) Assist in selection of "Cleric of Records" and provide detailed trarung for documentation iv) Review dacamentation for acmuipy and quantity V) Assist in preparation of Claim docs mentation c) Consirltatka and neaotiadon gM jets i) Reoom nandattions to gcverntoont officials on plans of action Provide guidance to goveronu= off icuds on issues inwlving Federal and State iii) reimbursement Assist COUNTY olliiaials in negotiations with Federal and State officials d) Other MMutations as may beMO/ rnauired NOTE (1): ?Ids is the concept ojeomp/ete recovery management support when Grubbs Construction Company's Emergency Services Do Witon would assist an applicant on all aspects ofd a recovery Proem Grubbs Construction Company's Emergency Services Division personnel cannot assume the Sovereign Dudes ajthe COUN77offidals, therefore these services shad be in the form ojguidance and conaultatiora. 01- 672 AGREEMENT FOR DISASTER RECOVERY SERVICES Attachment 2 The following is a listing of costs for technical services and/or tasks to be provided by CONTRACTOR to COUNTY upon issuance to the CONTRACTOR of a Notice -to - Proceed. Costs denoted by a dollar amount represent a unit cost for materials or an hourly rate for personnel and equipment services. Costs denoted by a unit price denote the cost per cubic yard to provide the appropriate services of debris removal. CONTRACTOR MMICiNG The CONTRACTOR may invoice the COUNTY not more than once every fifteen (15) days. The payment request shall be filled out and signed by the CONTRACTOR covering the work performed during the invoice period and supported by such data as the COUNTY may reasonably require. The COUNTY shall, within five (5) working days of receiving such payment request, finalize review of documentation and make payment to CONTRACTOR CONTRACTOR will be subject to audit by Federal, State, and local agencies pursuant to audit requirements outlined in the Code of Federal Regulation, Title 44. Payment to the CONTRACTOR for services outlined in this Agreement shall not be contingent on funding from any source. COSTS FOR SCOPE OF SERVICES ONE — DEBRIS REMOVAL Measurement and Payment for Gathering, Pick-up, Hauling and Processing of Debris from Public Property (Rights-of-way) The CONTRACTOR will not be compensated for disposing of any material not defined as eligible debris. The CONTRACTOR and COUNTY will inspect each load to verify that the contents are in accordance with the accepted definition of eligible debris. If any load is determined to contain material that does not conform to the definition of eligible debris, the load will be ordered to be deposited at another landfill or receiving facility. No payment will be allowed for that load, and the CONTRACTOR will not invoice the COUNTY for such loads. For each suitable load picked up, hauled, and processed, a record of the cubic yards will be recorded by the CONTRACTOR and COUNTY numbered tickets supplied by the CONTRACTOR Copies of each load record will be available to the CONTRACTOR and the COUNTY's designee on site. Each invoice shall contain verification of each cubic yardage load ticket and also contain a summary sheet indicating, by day, the individual verified load receipt and invoice amounts. The COUNTY may temporarily remove any disputed amount line items in the bill from the invoice for review. Disposal tickets disputed will be returned to the CONTRACTOR within five (5) working days of invoice date for additional clarification prior to payment of those tickets. The CONTRACTOR shall receive Twenty Dollars ($20.00) per cubic yard for debris removal from public property (Rights of Way). ©1- 672 • • This cost is Fifteen Dollars (515.00) per cubic yard that is picked up and hauled to a temporary debris storage and reduction site (TDSRS) by the CONTRACTOR- This ONTRACTOR This cost also includes a Five Dollars (SS -00) per cubic yard charge for processing (grinding or burning) of debris that is deposited at the temporary debris storage and reduction site (TDSRS) by the CONTRACTOR The two aforementioned costs are invoiced together to equate to the Twenty Dollars ($20.00) per cubic yard for simplicity and adequate tracking of debris hauled by the CONTRACTOR to the TDSRS. All debris hauled to the TDSRS by any other parties (such as residents) and processed (s& diag) by the CONTRACTOR shall be invoiced at Five Dollars (S5.00) per cubic yard. Debris Disposal For each suitable load disposed of by the CONTRACTOR in county, the CONTRACTOR will receive Five Dollars and 00/100 ($5.00). If the CONTRACTOR is required to dispose of material outside of the county, the cost will be negotiated at the time of the event to provide the COUNTY with the best price for operations. Disposal costs (Tipping Fees) shall be invoiced to the COUNTY by the CONTRACTOR based on the Pasco County Landfill's actual current tipping fee at the time of disposal. This reference of cost does not preclude the CONTRACTOR from utilizing alternative disposal sites as agreed by both parties (See Attachment 1, Page 5, Debris Disposal, of this Agreement). White Goods The CONTRACTOR will receive Twenty Dollars and oo/loo (S2o.00) per cubic yard for pick-up and haul of white goods from public property (Rights -of. way). For each suitable load of white goods disposed of by the CONTRACTOR in county, the CONTRACTOR will receive Five Dollars and 00/100 ($5.00). If the CONTRACTOR is required to dispose of white goods outside of the county, the cost will be negotiated at the time of the event to provide the COUNTY with the best price for operations. pl- 672 0 Demolition Material PJ The cost for disposal of material generated from demolition operations will be negotiated at the time of event based on distance of haul and tipping fees to provide the COUNTY with reasonable cost. The cost will be negotiated by the ton. Site Remediation TDSRS site reclamation will be negotiated at the time of the event. Measurement and Payment for Emergency Road Clearance, Demolition of Structures, Debris Removal from Private Property, and Special Considerations on Public Property Measurement of these services utilizing other than an hourly rate is difficult at best and would potentially lend itself to unnecessary disputes. Therefore, the COUNTY and the CONTRACTOR agree that the CONTRACTOR shall invoice the COUNTY utilizing the hourly rates listed in Attachment 3 to this Agreement. A not -to -exceed amount shall be placed upon any specific work performed at an hourly rate. The COUNTY and the CONTRACTOR shall have inspectors in the field with each work crew to monitor, record, and sign timesheets for the actual times worked for each piece of equipment and crew member present at a particular work site. These signed records shall be the basis for the CONTRACTOR's invoice to the COUNTY. Hazardous Stumps The removal and hauling of hazardous stumps is a unique process requiring specialized equipment. As such, this process requires unique documentation and costing. The COUNTY and CONTRACTOR will measure each stump three (3) feet above normal ground level, to determine the diameter of the trunk Once the diameter is established, the stump will be physically removed by the best means available. The stump will be photo documented by the COUNTY and recorded on a specific stump log provided by the CONTRACTOR. The CONTRACTOR shall invoice the COUNTY for hazardous stump and root removal and hauling to the TDSRS utilizing the following categories: Up to but less 6 inch diameter - 6 inch diameter and up, but less than 12 inches - 12 inch diameter and up, but less than 24 inches - 24 inch diameter and up, but less than 48 inches - Equal to or greater than 48 inch diameter - S 250.00 per stump $ 500.00 per stump $1,000.00 per stump 51,500.00 per stump 52,000.00 per stump ©1- 672 Fill Dirt The CONTRACTOR shall invoice the COUNTY market price for acquiring back-SU material to I" holes that pose immediate tb=u to the rife, health and aft of the community. The fill will be quantifced by the cubic yard. Placement of the back-fill material will be invoiced utilizing the hourly rates listed in Attachment 3 of this Agreeinent. Saud Screening The CONTRACTOR shall invoice the COUNTY Ten DoUars and 00/100 ($10.00) per cubic yard of sand screeaed, to remove eligible debris deposited by and Event. This cost includes pick-up of debris laden and, hauling to processing screw located on the beach, proceswS the and through the screen and returning clean sand to the beach as directed by the COUNTY. Debris removed i}om and will picked-up, hailed and processed udliang the costs located above for Debris Removal from Public Property (Rights-of- Way) CQM FOR SCOPE OF SERVICAS MQ TECHMCAL ]2h% ER RECOVERY ASSISTANCE rTEM I: PROGRAM MANAGEMENT ASSISTANCE All costs associated with this service are included in the costs listed above. There will be no additional cost for this service. 4 01- 672 AGREEMENIVOR DISASTER RECOVERY WVICES Attachment 3 tiourw rates to be aoolied to Services as referenced in AtbeMeent 2 of this Anrwenm mt E ui ment 1 Personnel Unit Unit Price Traffic Control Personnel Hour 131.00 Laborer Hour $26.00 Survey Penton w/ Trude Hour $31.00 Inspector w/ Vehicle Hour 121.00 O r w/ Chainsaw Hour 0§.00 Foreman with truck Hour $55.00 Superintendent with Truck Hour 05.00 Climber w/Gear Hour 116.00 5 CY Dume Trek Hour !35.00 Tractor wl Boxblmde Hour $26.00 Bobcat Loader Hour !80.00 Thinsporb Hour $90.00 Rubber -Tired Backhoe Hour $90.00 Trackhoe 690 J.D. Hour $120.00 Air Curtain Sumer Hour $140.00 Water Truck 4000 Ga. Hour $100.00 D-6 Dozer or equivalent Hour $100.00 Feller Sunchers 811Hydra-Ax Hour $120.00 Skidders 64BE Hour $130.00 Front End Loader 544 Hour 110.00 Front End Loader 644 Hour $120.00 Prentice Knuddeboom Loader Hour $140.00 50 foot Bucket truck Hour $120.00 30 ton + crane Hour $170.00 Diamond Z or E uiv. Tub Grinder Hour NN.00 Fill Dirt Market Price ©1-- 672 _IirrrLIft j► 0 PASCO COUNTY BOARD OF COMMISSIONERS PURCHASING DEPARTMENT 8919 GOVERNMENT DRIVE a NEW PORT RICHEY, FLORIDA 34654 TELEPHONE: (727) 847-8194 FACSIMH,E: (727) 847-8065 REQUEST FOR PROPOSALS RFP NO. 99-186S PROFESSIONAL SERVICES RELATED TO EMERGENCY DEBRIS MANAGEMENT. The intent of this request is to describe professional services necessary to coordinate Emergency Debris Management Activities. This RFP includes several scopes of work or scenarios for which any awarded contract may be used. The Pasco County Purchasing Department will receive sealed proposals until 2.:00 p.m., local time, (our clock) on September 13, 1999, in the Pasco County Purchasing Department, 8919 Government Drive, New Port Richey, Florida. Proposals received after this time will not be accepted. Proposals will be publicly opened at the above stated time and date, with only the names of the offerors submitting proposals being read. All interested parties are invited to attend. Offerors shall submit five (5) proposal copies. Questions eoneeming the scope of work or proposal process should be directed to the Purchasing Director, Scott P. Stromer, (727) 847-8194. Copies of the RFP documents may be obtained from the Purchasing Department at no cost. The County is not responsible for expenses incurred in prior to award by the Board of County Commissioners. Pasco County reserves the right to reject any and all proposals and to waive any irregularities or informalities. We look forward to receiving your proposal. Sincerely, Scott P. Stromer, CPPO, C.P.M. Purchasing Director August 11, 1999 01- 672 IMPORTANT! - PLEASE READ CAREFULLY BEFORE MAKING PROPOSAL GENERAL PROVISIONS ACMQY&EDGMENT OF AMENDMENTS Offerors shall acknowledge receipt of any amendment to the solicitation by identifying the amendment number in the space provided for this purpose on the proposal form, by letter, or by returning a copy of the issued amendment with the submitted proposal. The acknowledgment must be received by Pasco County by the time and at the place specified for the receipt of proposals. Failure to acknowledge an issued amendment may result in proposal rejection and disqualification. ADDITIONAL INFORMATION Questions conceming the contract or technical portions of the proposal document must be submitted in writing to Scott P. Stromer, Purchasing Director, Pasco County Purchasing Department; 8919 Government Drive; New Port Richey, Florida 34654; fax machine number (727) 847-8065. Offerors are cautioned that any statements made by individuals, or employees of Pasco County, that materially change any portion of the proposal document shall not be relied upon unless subsequently ratified by a formal written amendmcm to the proposal document. No contractual or technical questions will be accepted after ten (10) days prior to the date set for proposal opening. PR PQ OSAL ENVELOPES Envelopes containing proposals must be sealed and marked in the lower left hand comer with the request number, commodity, and date and hour of opening of proposals. Failure to do so may cause proposal not to be considered. Express Company, or Express Mail envelopes containing a sealed proposal sball also be sealed and marked in the lower left hand corner with the invitation number, commodity, and date and hour of opening of proposals, PROPOSAL MCEIPT AND OPENING Pasco County will receive sealed proposal proposals until date and time indicated on proposal cover. Proposals must be delivered, by hand or mail, to the Pasco County Purchasing Department, located at 8919 Government Drive, New Port Richey, Florida, where they will be opened at the stated time, READING ONLY TETE NAMES OF THE SUBMITTING OFFERORS. Proposals must be time stamped in the Purchasing Deplirtrnent before or on the hour and date indicated on the cover sheet for the proposal opening. Proposals received after the date and time of the proposal opening will be received, date stamped, and returned to the offeror unopened. It is the responsibility of the offeror to ensure that proposals arrive at the designated opening place on time. Late or non-delivery due to mail or express delivery company failure will not be considered adequate reason for consideration of late proposals. FACSIMILE (FAXED) PROPOSALS WILL NOT BE ACCEPTED, AND SHALL NOT BE CONSIDERED FOR EVALUATION OR AWARD. Notes may be taken at the public reading of the proposal(s) at the specified time and date of the opening or a personal inspection may be made of the proposal(s) after award has been made and documents are placed in central and public files. DEBARMENT By submitting a proposal, the offeror certifies that it is not currently debarred from submitting proposals for contracts issued by any political subdivision or agency of the State of Florida and that it is not an agent of a person or entity that is currently debarred from submitting proposals for contracts issued by any subdivision or agency of the State of Florida. Page 2 RFP No. 99-1865. Emaguncy rxbris Mmagcawt Saviors; Pasco County Board of Commissioner 01- 672 LJ • EXPENSES INCURRED IN PREPARING PROPOSAL Pasco County accepts no responsibility for any expense incurred by the offeror in the preparation and presentation of a proposal. Such expenses shall be borne exclusively by the offeror. INFORMALITIES AND IRREGULARITIES Pasco County has the right to waive minor defects or variations of a proposal from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of the services being procured. if insufficient information is submitted by a offeror with the proposal for Pasco County to properly evaluate the proposal, Pasco County has the right to require such additional information as it may deem necessary after the time set for receipt of proposals, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured. The Pasco County Board of Commissioners reserves the right to reject any or all proposals in whole or in part, to award by any item, group(s) of items, total proposal, or accept the proposal which is most advantageous and in the best interest of Pasco County. Prior to the time contractor is entitled to commence any part of the project, work, or services tinder this contract, contractor shall procure, pay for, and maintain at least the following insurance coverages and limits. Said insurance shall be evidenced by delivery to the County of 1) certificate of insurance executed by the insurers listing coverages and limits, expiration dates and terms of policies; and 2) upon request, a certified copy of each policy, including all endorsements. The insurance requirements shall remain in effect throughout the term of this contract. _. 1. Workers' Compensation in at least the limits as required by law; EMloyers' Liability Insurancg of not less than $100,000.00 for each accident. 2. Comprehensive General Liability Insurance, including, but not limited to, Independent Contractor, Contractual, Premises/Operations, Products/Completed Operation and Personal Injury covering the liability assumed under indemnification provisions of this contract, with limits of liability for personal injury and/or bodily injury, including death, of not less than $300,000.00, each occurrence; and property damage of not less than $100,000.00 each occurrence. (Combined single limits of not less than $300,000.00, each occurrence, will be acceptable unless otherwise stated). Coverage shall be an an `occurrence" basis, and the policy shall include Broad Form ProMrtv Damage coverage and Fire 1 -Ml Liability of not less than $50,000.00 per occurrence, unless otherwise stated by exception herein. 3. Comprehensive Automobile and Truck liability covering owned, hired, and nonowned vehicles with combined single limits of not less than $300,000.00, each occurrence. Coverage shall be on an "occurrence" bases, such insurance to include coverage for loading and unloading hazards. 4. Professional Liability Insurance (including Ek7ors and Omissions) with minimum limits of $300,000.00 per occurrence, if occurrence form is available; or claims made from the "tail coverage" extending three (3) years beyond completion and acceptance of the project with proof of "tail coverage" to be submitted with the invoice for final payment. In lieu of "tail coverage", consultant may submit annually to the County a current Certificate of Insurance proving claims made insurance remains in force throughout the same three (3) year period. Page 3 RFP No. 99-1MS; FxwrV=y Debris blanaganunt. Saviors; Pasco County Board or Co=ussioners 01-- 672 • Each insurance policy shall include the following conditions by endorsement to the policy: 1. Each policy shall require that thirty (30) days prior to expiration, cancellation, nonrenewal, or any material change in coverages or limits, a notice thereof shall be given to the County by certified mail to: Pasco County Purchasing Department, 8919 Government Drive, New Port Richey, Florida 34654. Contractor shall also notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, nonrenewal, or material change in coverage received by said contractor from its insurer; and nothing contained herein shall absolve contractor of this requirement to provide notice, 2. Companies issuing the insurance policy, or policies, shall have no recourse against County for payment of premiums or assessments for any deductibles which all are at the sole responsibility and risk of contractor. 3. The term "County" or "Pasco County" shall include all Authorities, Boards, Bureaus, Commissions, Divisions, Departments, and Office of County and individual members, employees thereof in their official capacities, an/or while acting on behalf of Pasco County. 4. Pasco County Board of County Commissioners shall be endorsed to the required policy or policies as an additional named insured. 5. no policy clause "Other Insurance" shall not apply to any insurance coverage currently held by County to any such future coverage, or to County's self-insured retentions of whatever nature. County hereby waives subrogation rights for loss or damage against the County. RMEMNIFICA'nO In consideration of the sum of Fifteen and 00/100 Dollars ($15.00), the receipt and sufficiency of which is acknowledged by contractor to be included and paid for in the contract price, the contractor shall indemnify, defend, and hold harmless the County and its agents and employees from and against all liabilities, claims, damages, losses, and expenses, including attorneys' fees, arising out of or resulting from the performance of the work, provided that any such liability, claim, damage, loss, or expense: a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property (other than the work itself), including the loss of use resulting therefrom; and b) is caused in whole or in part by any negligent act or omission of the contractor, and subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in whole or in part by the County. In any and all claims against the County or any of its agents or employees, by any employee of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation under the previous paragraph shall not be limited in any way as to the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractor under Workers' Compensation Acts, disability benefit acts, or other employee benefit acts. Page 4 RFP No. 99-1865; Emergency Debris Managen aK Saviom-, Pawn Couuity Board of Conurdmianers 01- 672 L_J 0 NONCONFORMEM TERMS AND COMMONS A proposal response that includes terms and oonditions that do not conform to the terms and conditions in the proposal document is subject to rejection as nonresponsive. Pasco County reserves the right to permit the offeror to withdraw nonconforming terms and conditions ii+oom its proposal response prior to a detannination by Pasco County of nonresponsiveness based on the submission of monoomforming terms and conditions. PROCUREMMa REGULATIONS A copy of the Pasco County Procurement Ordinance and Operational Regulations are available for review at the County Parcbasimg Departrnmt, 8919 Government Drive, Now Port Richey, Florida. • END OF GENERAL PROVISIONS Pane RFP Ivo, W1 W; EMWSeexy Debe» Manaasn" Service ' Pawn Courcy Hoard orcaem aimeee ©1- 672 • RESPONSE FORMAT • Offerors shall present their responses to the Request for Proposals in the manner and format listed below, identifying each response by its respective tab numeral: Imb Im Management summary. The offeror shall provide a cover letter indicating the underlying philosophy of the firm in providing the service. Offeror shall also provide a comprehensive organizational chart. The cover letter and organizational chart shall be limited to one (1) page each. U Proposal. Describe, in detail, how the service will be provided. The offeror shall address each of the scopes of work specified. III Corporate experience and capacity. The offeror shall state the size of the firm, the size of the firm's engineering staff, the location of the office from which this service is to be performed and the number and nature of the professional staff to be employed in the performance of this service on a full-time basis and the number and nature of the staff to be so employed on a part-time basis. IV Qualifications. The offeror shall attach resumes of all involved in the delivery of the offered services. V References. The offeror shall provide at least three (3) references for contracts of similar size and scope, (if available) including at least two references for current contracts or those awarded during the past three years. Include the name of the organization, the length of the contract, a brief summary of the work, and the name and telephone number of a responsible contact person. VI Pricing. The offeror shall provide pricing information relative to providing the services outlined herein. Pricing shall include all direct and indirect costs including all out-of- pocket expenses. Pasco County is not responsible for expenses incurred in preparing and submitting a proposal. Such costs shall not be included in the proposal. Pricing shall include the following information: a) Name of firm; b) Certification that the person signing the proposal is entitled to represent the firm, authorized to submit the proposal and pricing data, and authorized to sign a contract with Pasco County; and c) A fee schedule for the services specified in the various scopes of work. END OF RESPONSE FORMAT Paee 6 RFP No 99-1865; Finwgmey Debris Manaaarwm Sarviaa; Pano County Hoard of Commis ionan 01- 672 0 REVIEW AND ASSESSMENT • Profeak W firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. I. Qualifications and experience of the firm and assigned staff members; 2. Understanding of the required services and their respective objectives; 3. The degree of completeness of response to the specific requirements of the Request for Proposals; 4. Experience and history of the firm, and assigned personnel, in the disciplines covered by the Request for Proposals; 5. Availability of personnel, in the necessary disciplines, for the performance of the work; The offeror may be required before the award of any contract to show to the complete satisfaction of Pasco County that it has the necessary facilities, ability and financial resources to provide the service specified therein in a satisfactory manner. The offeror may also be required to give a past history and references in order to satisfy Pasco County with regard to the offeroes qualifications. Pasco County may make reasonable investigations doomed necessary and proper to determine the ability of the offeror to perform the work, and the offeror shall furnish to the County all information for this purpose that may be requested. The County reserves the right to reject any proposal if the evidence submitted by, or investigation of, the offeror fails to satisfy the County that the offeror is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the offeror's qualifications shall include: 1. The ability, capacity, skill, and financial resources to perform the work or provide the service required; 2. The ability of the offeror to perform the work or provide the service promptly or within the time specified, without delay or interference; 3. The character, integrity, reputation, judgment, experience, and efficiency of the offeror; 4. The quality of performance of previous contracts or services; and 5. Cost of proposed services. Page 7 RFP Km 99-1665; Emargmay DeWs NWagamanh Savim; Pasco Comity Hard orC*nUW slams Ot- 672 • SCOPE OF WORK DEBRIS MANAGEMEw CONTRACT Pasco County is seeking a Firm to coordinate Emergency Debris Management Activities. This RFP includes several scopes of work or scenarios for which any awarded contract may be used. Respondents may submit proposals on any or all of the scenarios or may propose alternate scopes of work or scenarios. Proposals shall clearly indicate which scope of work is being described; when submitting on more than one scope of work, please separate, by index, each scope of work submitted. All proposals will be evaluated as to their appropriateness. Any proposal requesting exclusivity will not be considered. In each scope -of -work scenario, the Contractor(s) will be required to produce any and all records and reports required by the County and to assist the County, when applicable, in the documentation for reimbursement from FEMA or other government agencies, as may be applicable. In each scenario, the County will give specific instructions and record keeping instructions and requirements prior to the commencement of any work. SCOPE OF WORK NO. 1: SPOT JOBS — LOCALIZED In this scenario, the contractor may be called upon only to provide removal, hauling, and/or reduction by chain saw of localized woody debris. The work will most likely be assisting government resources. Much of this work will be awarded by personnel and equipment rates or in combination thereof with an individual job total. SCOPE OF WORK NO. 2: SMALL EVENT — WIDESPREAD OR COUNTYWIDE In this event, the contractor may provide all necessary supervision, labor, and all equipment to clear, remove, haul, recycle, and/or dispose of all types of debris with its own resources except that government land may be provided for temporary storage. The quantity shall not be so significant as to require specialized reduction in volume such as by burning. Any debris waste (anything not recyclable) can be disposed of at the County Resource Recovery Facility either by burning or landfilling. SCOPE OF WORK NO. 3: SIGNIFICANT EVENT — REMOVAL, REDUCTION, HAULING — WOODY DEBRIS ONLY — WIDESPREAD OR COUNTYWIDE In the event the contractor may provide all necessary supervision, labor, and all equipment to remove, reduce (grind and mulch) and haul woody debris to a disposal site designated, managed, and operated by a government agency or contractor. ©1- 672 SCOPE OF WORK NO. 4: SIGNIFICANT EVENT — REMOVAL, REDUCTION, HAULING, AND SEPARATNG — MIXED DEBRIS — WIDESPREAD OR COUNTYWIDE In this event the contractor may provide all necessary supervision, labor, and all equipment to remove, reduce (grind and mulch woody.- recycle other) and haul mixed debris to a recycling and disposal site(s) designated, managed, and operated by a government agency or contractor. SCOPE OF WORK NO. 5: CATASTROPHIC EVENT — REMOVAL, REDUCTION, HAULING, AND SEPARATING — MIXED DEBRIS — COLTITYWIDE In this event the contractor may provide all necessary supervision, labor, and all equipment to remove, reduce, recycle, and haul mixed debris to multiple disposal sites designated, managed, and operated by government agencies SCOPE OF WORK NO. 6: CATASTROPHIC EVENT — SITE MANAGEMENT — COUNTYWIDE In this event the contractor will be tasked to plan, setup, mobilize equipment, manage, operate, and close our one or more mixed debris management sites countywide including burn operations. The contractor will be responsible for all necessary traffic control, weighing, measuring, reduction, recycling, and all other necessary operations for the operation of the site(s) through close out of the site(s). Permitting will be in the name of the guvernment agency. Proposers shall prove experience with site management and FEMA requirements, rules, and regulations to qualify for this scope. SCOPE OF WORK NO. 7: CATASTROPHIC EVENT — TOTAL MANAGEMENT — COUNTYWIDE In this event the contractor will be tasked to combine site management and field operations as listed above for the removal through disposal of mixed debris at multiple and differing sites countywide. Proposers shall prove experience with overall management and FEMA requirements, rules and regulations to qualify for this scope. SCOPE OF SERVICES NO. 8: TECHNICAL DISASTER RECOVERY The contractor may be called upon to provide disaster recovery technical assistance to appointed and elected officials within the county. This assistance shall include Public Assistance Program Management Assistance. This Scope of Services may be implemented alone or in conjunction with any of the Debris Management Scopes of Work described previously. 0Ap&UNC%9Q-116 wotwak 01- 672 TO: Honorable Chairman and Members of the Board of County Commisaloners �""""V � � ry " - ' FROM: Scott P. Stromer Purchasing Director PASCO COUNTY, FLORIDA INTEROFFICE MEMORANDUM DATE: 8/8100 FILE: PUOD-819 SUBJECT: Emergency Debris Management Services REFERENCES: RFP No. 99-186S It is recommended that the data heroin presented be given formal consideration by the Board of County Commissioners. DESCRIPTION AND CONDITIONS: On August 11, 1958, the Purchasing Department, at the request of the Office of Emergency Manage- ment, solicited proposals for emergency debris management services that may be necessary following a disaster. The scope of work was prepared by the Office of Emergency Management. Notice of Proposal was published in the St. Petersburg Times on August 17, 1999. All provisions of the Purchasing Ordinance have been mel. On September 13, 1999, all proposals received were publicly opened, with only the names of the offerors submitting proposals being read. Eighteen vendors were mailed Requests for Proposal, of which nine were from Pasco County Four responses were received, none from Pasco County. The responding firms were Ashbritt, Inc., of Pompano Beach, Florida; Grubbs Construction Company of Brooksville, Fionda; Crowder/Gulf of Pascagoula, Mississippi; and DRC, Inc., of Mobile, Alabama, ALTERNATIVES AND ANALY5IS: 1. Approve staffs recommendation. 2. Choose one of the other offerors. 3. Reject all proposals and readvartise. RECOMMENDATION ANQ FUNDING: The Purchasing Department, with concurrence from the Office of Emergency Management, recommends award to Grubbs Construction Company for the specified and offered services. Grubbs Construction Company was selected by an evaluation committee formed by the Office of Emergency Management. The committee consisted of the Fleet Services Manager, the Uldities Fiscal Servicas/Special Projects Director, the Public Works Director, and the Emergency Management Manager. The firms were ranked following interviews and proposal evaluations. The following represents the composite rank of each of the four firms (a lower number indicates a higher ranking): Company ft -019 Company Score Grubbs Construction Company 1.95 Crowder/Gulf 2.4 DRC, Inc. 2.3 Ashbritt, Inc. 2.5 The committee found Grubbs Construction Company the most qualified and capable of providing the necessary services. The Purchasing Department further recommends that the Board approve the attached contract, authorize the Chairman to execute the four original contracts provided, and direct Secretarial Services to distribute 41- 672 (PUOD-519) �jZ { •� Pagj 1 of 2 ti 11416 w Nw Pat RWw. one the Off+oe of Emwgw oy Menepert*K New Pat RMar. and one oipinN lo;i�. rraued to: Anthony Tanner. Vice President Grubbs Construction Company x Er+aoksv�fs. Ft. 34601 vY > fi T -1912 Pederat ID No. x-2340230 Payfnenis wN be MOM to the above address. AIM OlU' rKfNg is Containedd in A000unt fro, SWI -1170"400 of the 1000-00 frleoai ?+rieMr f iaf tMll } .4ortifdprauon amount of 1100.00. �is.Li OMENIA: 1. Proof of Pubilcation , 2. Proposal Coplask 3 Request for Prowls and CtardlOation <3wetlaa ° `� r ;rte 4. Contrects (Pour of%* ) k# a r, z ,11 8Ptihilp080ti�8130 �' i v'r L"e ry1^;"k u •}�� -I 1 Mkhael Nurren>xgckl OMB Dbweftor ��' � ti0ehala L filar,NtpM>Cptltilla...7.'.^.nt ( t' 6 a�� g a nss(v yk a �iyp, aSW r� rcm " ;s} arYn �`z +' aS� �L�•i:'�rti� ell `? � IX �� h ��� � � 'F S � y� y 1y�-'��' i �*¢�iw�,p�'i�',£t„"$*a"'�Y3"'�:r*.+i,�-YY�x"�,,� i-',�••�#. �i+� _ Ix ti Sri x *�' �„d b'✓ �-��>a � {�Mx i r.'' 4t•,*fit,�:� 7° 5�^,u/tr +c �, .#' .. i Y ,s Se.p3, ',� -.4* i }5 � a„4 e t A=i ,v �, i'�s�`k6( i ;�„t`l`& �. �:. ,�� t� � • { �ki���[;�+e �.; '��.i *� ?a4�iK �'^�. �x�v�v!!§ k��” tr*,,,5��Y�'(�� 9t'm'''�� t t a , x" e 31 - C'"x'-�'yr'+r" n.sF<v WON', � k • J}S vi �L,�, vn q�Y �Sk C>. � 1 +•A .h k,J - f" 2 1 k ..... //��/�Q}}1l���/�cuAw /lam �» �t°�.`"'°'ilk� M1 X oven Af3fiwi iT9M iron �a4k7 8Y 01- 672 (Puo"10) Pape 2 of 2 0 RFP Evaluation Form RFP No. 99-1865 • Firm:—G,^ RUBBS CONSTRUCT AN --- Criteria Rank • Qtalmeatbas and esporl= or tie am and Mbped staff menaben• Undentandkx of &@ required eervkee andibeIrreweedv ftedmf IMwdeg of eompktsa of rsspoase to tie spedee requbm"ses of the teat Pe sad it;te� of tie tbM4 and awlpsd perssraaeb V tie dts PM eoverod by els R"oMt !br hhi a" 3 AvatlsbUlly of W;Mse4 in tie aeeomy disetplloea, for the of As Werk. 1 Overall Average (Mean) Itsak ** 1.4 Rater: Date:. 3122/-00 Rater Comments: All four of the firms demonstrated competency during the Bid Review process and all were competitively priced. We are recommending award of the bid to Grubb's Construction Company because the firm has demonstrated the ability to deliver quality performance, has the necessary resources to perform the contract, and is a local firm with a commitment to Pasco County. *A lower number indicates a Wgher ranking (Le., the best -qualified or highest ranked firm should receive a "1 "ra ting, and the second best -qualified or second highest ranked firm should receive a 12" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rank as number "1" for one of the criteria, and number "2'' on another criteria). It *•The lovmw overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01- 672 IZIIIli �� . -1. ---- . ..-a CIL 0 • RFP Evaluation Form RFP No. 99-186S Firm: Criteria Rank Qwlt kato0e "'I esperleass Grebe 3 drm am ed staff seendien undentandms o[ tie regalred.ssvleee epg tltidr ob eetlrn• e degree of eomplebsees o[ response to tie speefbe requireseests of the Best for Faperknoe sod hisom of the Mm. and oa'end by eest dor P. lei end AveYOWW of perso; >a tis 009062/27 49e10104% for the of work. Overall Avenge (Metra) Bank Datet w Rater Comments: *A lower number indicates a higher n Being (Le., the best-qua)ified or higbest ranked firm dwuld receive a "1 "ra ting, arta"second best -qualified or second highest ranked fern should receive a 12" rating. Each firm must be Tanked independently for each listed criteria (Le., one fm may radk as number "1" for one of the criteria, and umber 12" on another criteria). **IU lowest overall mean average rank Indicates the highest overall ranked fain, with all criteria being doetned equally important. 01- 672 TOTPL P.O1 Iltlllii.` & RFP Evaluation Form RFP No. 99•186S FiM; Ashbritt Criteria Rask f Qadilipteloas sod experkne of the ![eass�dIVIEO gffasembeM 4 ado sf tM SwMea 4 die d saetPl�sw of rnpaaa to tw sped ee r"dresests of at 4 !hr Espo bM" and tifdoq► the a. and •srigsed pawaad, is the die ipUm eowred by the R"wd for Propoak; 1 Avaflabitlty of pumand, In the �7diodplineel Isr the 4 oertwusneotdw w Overall Average (Meaa) Rank ** 3.4 lister: Date: 3/22/00 Ytater Comments: All four of the firma demonstrated competency during the bid review process and all were competitively priced. •A lower number indleges a higher ranking (Le., the beat- qualified or highest ranked firm should receive a "l "ra ting, and the secoad best-quallfiod or socond WOM taaked firm should receive a "2" rating. Each firm must be ranked indepeudtutly for each listed criteria (Le., one firm may rank as number "I" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally knportaw. 01- 672 1Z1I,1•%Z[: Finn: DRC Ra E RFP Evaluation Form RFP No. 99-186S • Criteria Rank " Qnaulkatbns sad es�srissuee o! ebe and rs• 2 Understaadbs of tis requind services lbsir afflmft ob setlwes INS degree of empktensw of response to the Speckle requiresseats of the lW—M forlir RVerisaft and bbtwq of the thm, and swiped pave ul, to the disdplian cowered by tis Regoen for Yropemb; and AvaUlMity of peooaael, in the oseaesOT disewbe% for fife verformace of the wo& Overall Ave 0 (Mean) itaok ** 2.4 Rater Comments: All four of the firms demonstrated competency during the bid review process and all were competitively priced. *A lower number indicates a higher ranking (i.e., the best -qualified or highest ranked firm should receive a "1 "ra ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rant: as number "1" for one of the criteria, and number 12" on another criteria). It "The lowest overall mean average rank indicates the highest overall ranked &m, with all criteria being deemed equally important. tai— 672 ToI�L F.oi RFP Evaluation Foran RFP No. 99-186S CROWDER GULF 1 Thr; �r Criteria Rank t*t 3/22/00 Rater Comments: All four of the firms demonstrated competency during the bid review process and all were competitively priced. •A lower number indicates a higher r&nWg (Le., the best -qualified or bigbest reeked firm should receive a "1 "ra ting, and the second best -qualified or second higbest ranked firm should receive a'2" rating. Each firm must be ranked independently for each listed criteria (Le., one firm may rank as number "I" for one of the criteria, acid amber "2" on another criteria). "The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally ingtortant. oi- 672 TOTAL P.OS + QnaHdenttonr wed esprlsaa et the nes rise Uaderelesdbs of tis regttieed services end ob e deirt+e a[ eampkteee.e et rapoase to tine Ruda re4eierseats of the end �7 ett6e tk�m, mad ottael, to tie diidpliea for h 1�rNnae owtped pats eoverrd 67' do Rogow for lroposaLf Mad2 Availa6iNtyetpenoaseb V Ike aeaesery dtseipfiess, for me o! work. Overall Average (Mean) hank +* 2.6 Firm: G>3dib's • RFP Evaluation Form RFP No. 99-186S • Criteria ..- Rank Qualifications and experience of the firm and asst nod staff members; 2 Understanding of the required services and their respective objectives; The degree of completeness of response to the specific requirements of the Request for Proposals; 2 Experience and history of the firm, and assigned personnel, in the disciplines covered by the Request for Proposals; 2 and Availability of personnel, in the necessary disciplines, for the performance of the work. 2 Overall Average (Mean) Rank ** 2 ..t Rater/�� 9 Date: 3/imoo0 Rater Comments: A very qualified contractor. 1. A local firm, employing many Pasco County residents. 2. Being local, a strong commitment to Pasco County. 3. Large percentage of equipment is in the Tri -County area. 4. First hand knowledge of Pasco County. S. Response time a minimus factor, both field and E.O.C. 6. Owner of local resources - limerock, sand, asphalt, act. *A lower number indicates a higher ranking (i.e., the best -qualified or highest ranked firm should receive a "I"ra ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rank as number "1" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01- 672 • RFP Evaluation Form RFP No. 99-186S Firm: D R G 9 Criteria Rank Qualification: and experience of the liras and assigned staff members,• Understanding of the required services and their respective objectives; 2 The degree of completeness of response to the specific requirements of the Request for ProposaW 2 Experience and history of the firm, and sniped personnel, in the disciplines covered by the Request for Proposals; and 2 Availability of personnel, in the necessary disciplines, for the Z performance of the work. Overall Average (Mean) Rank ** 2 RAte�f Date: 3/17/2000 Rater Comments: A very qualified contractor *A lower number indicates a higher ranking (Le., the best -qualified or highest ranked firm should receive a "I"m ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (Le., one firm may rank as number "I" for one of the criteria, and number "2" on another criteria). "The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01— 672 RFP Evaluation Form RFP No. 99-186S Firm: crm4er / Gulf • Criteria Rank Qualifications and experience of the firm and asst ued staff members; 2 Understanding of the required services and their respective ob ectives• The degree of completeness of response to the specific requirements of the Request for Proposals, 2 Experience and history of the firm, and assigned personnel, in the disciplines covered by the Request for Proposals; and 2 Availability of personnel, in the necessary disciplines, for the performance of the work. 2 Overall Average (Mean) Rank ** 2 i Rater.." ---/Date: 3/im000 Rater Comments: A vary qualified contractor *A lower number indicates a higher ranking (i.e., the best -qualified or highest ranked firm should receive a "1 "ra ting, and the second best -qualified or second highest ranked firm should receive a2" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rank as number "I" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. O1- 672 RFP Evaluation Form RFP No. 99-186S Firm: wR% Brut • Criteria Rank Qualif estlons and experience of the firm and *Wined waft members Understanding of the rsgnired services and their respective obiectivesi The degree of completeness of response to the specific requirements of the Request for Proposals; 2 Experiewe and history of the firm, sad assigned personnel, In the disciplines covered by the Request for Proposals; and 2 Availability of personnel, in the necessary disciplines, for the rformance of the work Overall Average (Mean) Rank ** 2 Rater:,l / Date: 3!177/2000 Rater Comments: A very qualified contractor *A lower number indicates a higher ranking (i.e., the best -qualified or highest ranked firm should receive a "I" m ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rank as number "1" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01- 672 0 RFP Evaluation Form RFP No. 99-186S Fum:_ GRUBBS CONSTRUCTION COMPANY 0 RECEIVED MAR 2 1 2000 EMERGENCY MOMEMEW Criteria Rank Qualifications and esperkaes of the firm and assl itned stafrmembers; Understanding of the required services and their ra a ob eedves• The degree of eampleteaess of response to the speeme requWwab of the Re Amt for FaWrieaee and history of the Sem, and assigned personnel, in the disciplines covered by the Request for Propomab; and Avallabltity of personnel, in the necessary disciplines, for the rformance of the work. Overall Average (Mean) Rank ** Rater: c-:2�-25'4zz . Date. RLES E. BELL£ROSE FLEET SERVICES MANAGER Rater Comments: All Vendors demonstrated equal competency in qualification and ability. Their resources are located in the County which is a logistical asset. Their existing knowledge of the County and business existing in the community should be a plus regarding communications, coordination, motivation, and financial matters. *A lower number indicates a higher ranking (Le., the best -qualified or highest ranked firm should receive a "1"ra ting, and the second best -qualified or second highest ranked fum should receive a "2" rating. Each firm must be ranked independently for each listed criteria (Le., one firm may rank as number "1" for one of the criteria, and number "2" on another criteria). "The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. ©1- 672 • RFP Evaluation Form RFP No. 99-196S Firm: (:MER/GULF JOINT VENTURE • R MAR `L 1 2000 EMERGENCY MANAGEMENT Criteria Rank Qus]Nadoas and esperlene of the tlnn send stafsaeaaben• 2 Understeading of tie rapdred services 2 and their nwmdve ob eedvee The degree of eoWletenew of resposse to the speetde regdreseab of abe Requat for Bsparkwe and bbtoey of the 9rse, and mdgned personnel, V the db dpVm covered by the Aegnest for Proposebi and Avaibbllity of persoand, is the seeanry disciplines, for the rformsnee of the work. Overall Average (Mean) Rank ** 2 Rater: v z-00Date: CHARLES E. BELLEROSE FLEET SERVICES MANAGER Rater Comments: All Vendors demonstrated equal competency in qualification and ability. *A lower number indicates a higher ranking (La., the best -qualified or highest ranked firm should receive a "1 "m ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rank as number "1" for one of the criteria, and number "2" on another criteria). '*The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01— 672 rzrz1161a.1M • Finn: ASBBRITT, INC. E U RFP Evaluation Foran MAR 2 1 2000 RFP No. 99-186S EMERGENCY MMAGEMENT Criteria Rank " Q=Uflcsdm and esperkme of the Brae and anizood staff members; 2 Understanding of the required services and their res ob ectivcs• 2 The degree of completeness of response to the speeWc requirements of the opt for 2 Experience and history of the RM and sudpaed personae!, in the disciplines co rod by the Request for Proposats; and 2 Avsilnbillty of persoanel, in the necessary discipliaes, for the rformance of the work 2 Overall Average (Mean) Rank ** 2 Rater: Y22 - Date:, -F—;?/ -2000 CHARLES E. BELLEROSE FLEET SERVICES MANAGER Rater Comments: All Vendors demonstrated equal competency in qualification and ability. •A lower number indicates a higher ranking (i.e., the best -qualified or highest ranked firm should receive a "1 "ra ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one first may rank as number "1" for one of the criteria, and number "2" on another criteria). "The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01- 672 RFP Evaluation Form + MAR 2— RFP No. 99.186S 1 2000 DCR, INC. UM!GENCY MANAGEMENT Criteria Rank " Quonfludow and onwrteaee of the Am ad amimed staff mon"n; 2 Undenteadiog of the required serviea and their ra ob eadvw 2 Tie deme of a plebrues of response to The sped& regoireeeats of the for 2 Espeeleaee and iWory of the ftc4 and aalpaed personnel. to the dhelplioee a mered by the Regaed lbr Pmposoh; and 2 Availability of personal, in the aeaasary d idplines, for the rlormaace o[ a ~rock. 2 Overall Average (Mean) Rank "* 2 • - Z/-Zyoa Rater. � Date. CHARLES E. BELLEROSE FLEET SERVICES MANAGER Rater Comments: All Vendors demonstrated equal competency in qualification and ability. *A lower number indicates a higher ranking (Le., the best -qualified or highest ranked firm should receive a "1"m ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (Le., one firm may rank as number "1" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 41- 672 RFP Evaluation Form RFP No. 99-186S Firm: Grubbs Criteria Rank QMi ications and experience of the Qrm and assigned staff members; 2 Understanding of the required services and their resffgdve objectives; 2 The degree of completeness of response to the specific regnlrements of the 3 Reaunt for ls; Experience and history of the 5rm6 and assigned personnel, in the disciplines 3 covered by the Request for Proposals; and Availability of personnel, in the necessary disciplines, for the 2 performance of the work. Overall Average (Mean) Rank ** 12, ,? . 4 Rater:(G.�i�.�c �5 iw•o .�-a Date: 3 • a Sr w Rater Comments: *A lower number indicates a higher ranking (i.e., the best -qualified or.highest ranked firm should receive a 61 1 "ra ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (Le., one firm may rank as number "1" for one of the criteria, and number `Z" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01-- 672 Firm:. RFP Evaluation Form RFP No. 99-196S Ashbritt/Waste Management Criteria Rank • Qualifications and esperlenee of the firm and ase ed staff members; 2 Understanding of the required services and their respective ob ectives; 4 IMe degree of completeness of response to the specific requirements of the 2 PAquest for ls; Experience and history of the firm, and assigned personnel, in the disciplines 2 covered by the Request for Proposals; and Availability of personnel, In the necessary disciplines, for the 3 rformance of the work. Overall Average (Mean) Rank Rater: C-'-ack Date: 3- ar- m Rater Comments: *A lower number indicates a higher ranking (i.e., the best -qualified or highest ranked firm should receive a "I "ra ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one firm may rank as number "I" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01- 672 u RFP Evaluation Form RFP No. 99-186S Firm: Crowder/Gulf Joint • Criteria Rank Qualifications and experience of the firm and assigned staff members; 3 Understanding of the required services and their respeefte ob ecdves• 4 Tre degree of completeness of response to the specille requirements of the 3 R nest for Pr ls• Experience and history of the farm, and sniped personnel, in the disciplines covered by the Request for Proposals; 4 and Availability of personnel, in the 1 necessary disciplines, for the erformance of the work. Overall Average (Mean) Rank Rater:— Date: 3 Rater Comments: *A lower number indicates a higher ranking (i.e., the best -qualified or highearanked firm should receive a "1 "ra ting, and the second best -qualified or second highest ranked firm should receive a "2" rating. Each firm must be ranked independently for each listed criteria (i.e., one furn may rank as number "1" for one of the criteria, and number "2" on another criteria). **The lowest overall mean average rank indicates the highest overall ranked firm, with all criteria being deemed equally important. 01- 672 E AWARD 11NDER PASCO MMM FLORIDA REP MO. 99-1116 ITEM: Disaster Recovery Services DEPARTMENT: TYPE OF PURCHASE: REASON: RECOMMENDATION: A W AMPALMBEACHCOUNTY01h Fire -Rescue, Citywide Contract For the provision of disaster recovery services, in case of disaster deployment. Approval is recommended for the provision of disaster recovery services from Grubbs Emergency Services, Inc., for the purpose of providing technical assistance in case of disaster deployment, on an as needed contract basis, under existing Pasco County, Florida RFP No. 99-186S, effective until August 21, 2005, subject to further extension therto by Pasco, County, on a five-year basis, for the Department of Fire -Rescue to be utilized citywide. tor oftw�kngli-3 Date I ©1-- 672