HomeMy WebLinkAboutExhibit63. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
BACKGROUND
The City of Miami located in the most southeastern point of the United States and surrounded by the
Atlantic Ocean and the Gulf of Mexico is highly vulnerable to severe weather storm caused by these warm
bodies of water creating intense low pressure areas. Several possibilities from this Mother Nature
occurrence are high winds (causing tornadoes), severe thunderstorms, excessive rain and lightning (causing
flooding). Depending on the speed of the winds, this can lead to tropical disturbances (winds up to
38mph), tropical depressions (winds over 38 mph), and hurricanes (winds over 73mph). There are different
types of hurricane categories, which are category 1 (winds of 74-95 mph), category 2 (winds of 96--110
mph), category 3 (winds of 1 1 1-130mph), category 4 (winds of 131-155mph), category 5 (winds over
155rnph).
Besides these natural disasters, they are also manmade disasters that the City of Miami is highly vulnerable
to, such as oil spills, hazardous material spills or releases, accidents, riots or civil disturbances, explosions,
etc. Disasters usually produces mass destruction and damages to homes, buildings, automobiles, trees,
streets, highways, sidewalks, etc. creating dangerous conditions to the public health, welfare and safety,
which result in the disruption to our normal lives. Recovery from these disasters will require a
comprehensive debris monitoring management plan to monitor contractors clean-up, pick-up, remove,
reduce, haul, and dispose debris collected. Depending on the extent of the disaster the proposer must have
the ability to provide large numbers of manpower to supervise and document debris hauling contractor's
employees, equipment, trucks, time and effort, debris collected, hauled, and disposed, etc.
These contract monitoring services are required in case of a declaration of an emergency by the governor
of the State of Florida and the president of the United States of America (required by the Robert T. Stafford
Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended (the Stafford Act), which
will probably result in public assistance from the Federal Emergency Management Agency (FEMA) to
provide public assistance funds for debris clearance, removal, and disposal operations. Typically FEMA
provides public assistance under the Public Assistance Program and Hazard Mitigation Assistance
Program. However, in order to be eligible for these funds from the Federal and State agencies trained
monitors must be deployed to observe and provide documentation of the collection and disposal of debris.
The goal of the City is to have services provided that will enable the City to maximize reimbursement of
costs expended for its recovery efforts.
3.2 SCOPE OF WORK
The City of Miami has contracts with several firms to remove and transport emergency disaster debris
from the public access roadways, rights -of -way and public property within the City to designated debris
management sites. As a result, the City is soliciting proposals from qualified proposers to provide
comprehensive debris management, debris loading site monitors, reduction/disposal site monitors and
roving debris monitors of those hired contractor(s) in accordance with Federal Emergency Management
Administration (FEMA) guidelines as well as any additional guidelines promulgated by the State of Florida
(State) and the City of Miami (City) required due to natural disasters or manmade disasters. The City of
Miami Solid Waste Department will provide overall coordination and direction with the following
agencies/entities:
FEMA or Federal Agencies
State Agencies
Local Agencies
Emergency Debris Removal and Disposal Contractor(s)
• City Departments
And All Other Agencies/Entities
The Debris Management and Contract Monitoring firm will provide assistance to the City. The Successful
Proposer shall provide primary support to the City's Solid Waste Department. It is possible that other City
Departments inay also require assistance pertaining to recovery operations from the management and
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monitoring of collection of debris.
The Successful Proposer shall, at a minimum, perform the following services:
3.2.1 Within twenty four (24) hours of notification, the SuccessfuuI Proposer shall provide adequate
number of trained professionals and qualified personnel to monitor debris -loading sites and debris
management sites along with associated roving debris monitors. It is anticipated that up to 100 loading
operations may be required. Two or more temporary debris management sites may be utilized to stockpile
and process collected debris. The Successful Proposer may be required to increase its staffing as required
depending on the severity of the debris generating event. At the discretion of the City's Solid Waste
Director, the Successful Proposer may be required to replace any debris monitor. As part of this proposal,
the Successful Proposal must indicate and explain how it plans to supply adequate personnel to support this
scope of work and must describe how it would hire additional personnel to meet the needs of the City.
3.2.2 The Successful Proposer will provide debris monitors with the means to communicate (cell
phone, satellite phones, radio, etc.) with their supervisor or project manager as may be necessary. The
Successful Proposer supervision is responsible for resolving issues with emergency debris collection,
removal and disposal along with resolving issue involving its own personnel.
3.2.3 Temporary field offices may be required for debris monitoring coordination activities. Portable
field offices shall be provided by the Successful Proposer for these purposes. It is possible that a portable
field office may be required at each temporary debris management site. These offices shall include
lighting, power, and HVAC.
3.3 LOADING SITE MONITORING SERVICES
The primary function of the Loading Site Monitors is to issue debris load tickets for eligible debris cleared
and removed from the Public Right -of -Way within the City limits. The City shall define all areas that are
not the responsibility of the City for debris removal. These areas include State roads, County roads,
Federal roads, and private property, when and if applicable.
3.3.1 Successful Proposer shall, within twenty four (24) hours, be prepared to provide trained, qualified,
and professional on site personnel to monitor debris removal operations. Up to twenty (20) debris loading
operations located throughout the City may be required initially. Additional loading operations may be
added as debris removal efforts increase. Each loading operation will operate, at a minimum,
approximately 12 -14 hours per day, 7 days per week. Exact number and location of loading operations
will be determined by the City's Director of Solid Waste in coordination with the debris removal
contractor(s).
Monitoring Sites: The Successful Proposer shall provide one loading monitor for each loading
operation. A loading operation consists of contractor equipment used to pick up eligible debris from the
public right-of-way and load into a transfer vehicle. Each transfer vehicle driver will be given a load ticket
that validates where the material originated and that it is eligible for pickup. Load tickets will be issued in
accordance with established procedures and as a minimum must contain either a street address or the
nearest intersection to be valid. The volume of debris hauled will be estimated at the debris management
site by the Debris Management Site Monitor.
3.3.2 Successful Proposer shall provide all management, supervision, labor, transportation, mobile
communications equipment, all safety equipment, digital cameras, video cameras, and other equipment
necessary to initiate debris load tickets to document the removal of eligible debris from public access
roadways, public rights -of -way, and public property within the City of Miami.
3.3.3 Successful Proposer must be prepared to provide a minimum of one Loading Site Monitor per
site, per day at a minimum of a 12-14 hour shift. Successful Proposer must provide personnel with
transportation to and from the loading site(s), mobile communications equipment necessary to remain in
contact with dispatch and supervisor(s) at all times, and all logistic support.
3.3.4 All Loading Site Monitors must speak English, be a minimum of 18 years of age and have a valid
driver's license issued in the United States.
3.3.5 Supervisors and all identified Loading Site Monitors must be trained and perfonn monitoring
services based on FEMA's Debris Eligibility Guidelines.
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3.3.6 Monitors must be capable of working in an outside environment and be able to climb a staircase
ladder of 10 feet high.
3.4 DEBRIS MANAGEMENT SITE MONITORING SERVICES
3.4.1 The primary function of the Debris Management Site Monitors (tower monitor) is to complete the
load ticket and estimate volumes that have been transported to the debris management site for processing,
temporary storage, and disposal.
3.4.2 Successful Proposer must provide Debris Management Site Monitors with transportation to and
from the debris management sites and mobile communications equipment necessary to remain in contact
with dispatch and supervisors) at all times, logistic support, and all safety equipment, digital cameras,
video cameras, and other equipment necessary to safely perform the site monitoring functions.
3.4.3 Monitors must speak English, be capable of working in an outside environment and be able to
climb a staircase ladder of 10 feet high.
3.4.4 Monitors must be a minimum of 18 years of age, and have a valid driver's license issued
in the United States.
3.4.5 Supervisors and all identified Debris Management Site Monitors must be trained and perform
monitoring services based on FEMA's Debris Eligibility Guidelines.
3.5 ROVING DEBRIS MONITOR SERVICES
3.5.1 The function of the Roving Debris Monitors is to verify that only eligible debris is being reproved
from designated public rights -of -way and public property within assigned debris pickup zones within the
City of 11iatni.
3.5.2 Successful Proposer shall provide at least two monitors for each debris pickup zone to monitor
and verify eligible debris removal from designated public access roads within the debris pickup zone. It is
anticipated that the City will be divided into two major zones (north and south of the Miami River. These
zones will be further divided into collection zones defined by the City's Solid Waste Department. The
Roving Debris Monitor(s) must be prepared to operate minimum of 12 to 14 hours per day, 7 days per
week.
3.5.3 Successful Proposer must provide Roving Debris Monitors with transportation, mobile
communications equipment, all safety equipment, digital cameras, video cameras, and other equipment
necessary to perform the roving debris monitoring functions.
3.5.4 All Roving Site Monitors must speak English, be a minimum of 18 years of age and have a valid
driver's license issued in the United States.
3.5.5 Supervisors and all identified Roving Debris Monitors must be trained and perforrn monitoring
services based on FEMA's Debris Eligibility Guidelines.
3.5.6 Successful Proposer shall provide all management, supervision, labor, transportation, and
equipment necessary to monitor the operations of the debris removal and disposal contractor.
3.5.7 Roving Debris Monitors must be capable of working in an outside environment and be able to
climb a staircase ladder of 10 feet high.
•
3.6 DEBRIS MANAGEMENT CONSULTING SERVICES
3.6.1 The Successful Proposer will provide, if requested by the City, the services of an experienced
professional (Consultant) to assist the City in the operations and coordination of activities for the debris
monitoring program. The qualified individual must have direct debris management experience including
the management of debris removal operations, the oversight of temporary debris storage and reduction
sites, debris recycling and disposal. Emphasis on management and coordination of post debris causing
event recovery and FEMA reimbursement guidelines are required.
3.6.2 The Consultant shall report to the City's Solid Waste Director. The Consultant shall perform
work as assigned which may include but not be limited to review of plans and procedures, drafting task or
work orders, work plans and reports, audit of Debris Removal Contractor(s) efforts and operations, develop
information for public dissemination on debris removal, reduction and disposal, and other duties as
assigned.
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3.6.3 The City will issue a task or work order or a notice to proceed to mobilize the Consultant for these
services. The Consultant shall be available at the City's offices. The City Debris Manager will establish
the service requirements and length of time those services are needed based on needs of the City.
3.6.4 The Consultant shall insure that appropriate monitoring labor supervision is provided as
required. The supervisor shall insure that appropriate labor levels are maintained as determined by the
City.
3.7 OPERATIONAL REQUIREMENTS
3.7.1 General Operating Procedures: The City has hired a Contractor(s) to remove and transport
emergency disaster debris from the public access roadways, rights -of -way and public property within the
City to designated debris management sites. Each load of eligible debris shall be tracked using a
multi -page load ticket. The Successful Proposer shall provide to Emergency Debris Removal and Disposal
Contractor(s) the pre-printed load tickets to be used: The Successful Proposer shall establish the
procedures for completing the load tickets in accordance with the FEMA Guidelines. These procedures
may be required to be revised by the Successful Proposer at no additional cost to the City.
3.7.2 Load Ticket (P t 1): The Debris Loading Site Monitor will be responsible for completing the
initial information required on load ticket. This information will include the truck number, location of load,
date, time, monitor name, collection crew name, collection zone, and other information that may be
required. The Loading Site Monitor will retain one copy of the load ticket and give the remaining copies to
the truck driver. Proposer shall provide a sample of this portion of their Load Ticket with proposal at
the time of submittal.
3.7.3 Load Ticket (Part 2): The Debris Management Site Monitor (Tower Monitor) is responsible for
completing the remaining sections of the load ticket. The Debris Management Site Monitor will verify that
all required information is completed by the Loading Site Monitor. After verifying that the Load Site
Monitor section of the load ticket is complete, the monitor in the inspection tower will make an estimate of
the volume of debris contained in the trick or trailer in cubic yards, or tons or volume percent. Each truck
or trailer will have the measured size in cubic yards or tons recorded on the side of the truck or trailer. That
number should be validated with the volume previously recorded by the Load Site Monitor.
The Debris Management Site Monitor will indicate the name of the debris management site, arrival time of
the truck, and estimate the volume of material contained within the bed of the truck or trailer. The
estimated volume will he recorded on the load ticket in the Estimated Debris Volume block and the Debris
Management Site Monitor will print his/her name and sign in the designated block. The Debris
Management Site Monitor wilt retain the designated copy(ies) of the load ticket and give the remaining
copies to the truck driver. The Debris Management Site Monitor's copy will be turned into their supervisor
at the end of each day. Proposer shall provide a sample of this portion of their Load Ticket with
proposal at the time of submittal.
3.7.4 Operational Requirements of Roving Debris Monitor)
The Roving Debris Monitor(s) will provide oversight of all field debris removal and disposal operations
provided by the debris removal and disposal Contractor(s). The Roving Debris Monitor(s) will be the "eyes
and ears" in the field for the Debris Manager. Therefore their observations and reports must be backed up
with digital photographs, field notes and video as necessary. The Roving Debris Monitor(s) is expected to
make multiple visits to all loading sites and debris management sites on a random daily basis. The Roving
Debris Monitor(s) shall inspect the load tickets being prepared by the loading site monitor and verify that
the debris collection contractor is receiving the appropriate guidance and direction based on FEMA
Guidelines.
3.8 REPORTING
3.8.1 The Loading Site Monitor will turn in their copy of the load ticket to their supervisor at the end of
each shift. The Successful Proposer's supervisor will ensure that the load tickets have been completed
correctly and legible. All collected tickets will be maintained at the City's Solid Waste Department or at a
location detemnined by the City. Tickets collected from the previous day shall be delivered to the Solid
Waste Department no later than 9:00 a.m. on the following day. Also by 9 a.m. on the following day, the
Successful Proposer shall submit reports concerning the debris collection progress in a format designated
by the City.
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3.8.2 The Roving Monitor or Monitor supervisor shall maintain a daily log for each loading site monitor
that will include, but not limited to, the following:
a) Debris loading site location
b) Loading Site Monitors' Narne
c) Supervisor's Name
d) Number of Load Tickets issued during the shift
e) Starting load ticket number and ending load ticket number.
f) Any problems encountered or anticipated
g) Other labor management information as required
h) All field notes trust be recorded on the load tickets
i) AU encounters with FEMA representatives must be documented
and reported to the City within 24 hours.
3.8.3 The Debris Management Site Monitor will tum in their copy of the load ticket to their supervisor
at the end of each shift. The Successful Proposer's supervisor will ensure that the load tickets are submitted
to the City Solid Waste Department not later than 9 a.m. the following day.
3.8.4 The Debris Management Site Monitors will ensure the security of all collected tickets from the
incoming debris collection vehicles.
3.8.5 The Roving Debris Monitor(s) will be responsible for reporting any problems identified with the
performance of the loading site monitors, contractor(s) collection crews or other problems to the project
manager.
3.8.7 The Roving Debris Monitor(s) will report any serious or safety related discrepancies observed to
their supervisor. Supervisor will keep Debris Manager informed of situations that impact the execution of
the debris removal contract.
3.9 SAFETY REQUIREMENTS, PROCEDURES, LAWS, RULES AND REGULATIONS
3.9.] The Successful Proposer shall provide all of its employees with appropriate personal protective
and safety equipment to include, but not be limited to, eye protection, hearing protection, safety shoes,
safety reflective vests, long pants, hard hats, and wet and cold weather clothing, etc. to comply with all
federal, state and local laws, administrative orders, rules and regulations.
3.9.2 The Successful Proposer will ensure its personnel adhere to al/ debris management site(s) safety
requirements and complete safety checklists.
3.10 OTHER CONSIDERATIONS
3.10.1 The Successful Proposer shall supervise and direct the work, using qualified tabor and proper
equipment for all tasks. Safety of the Successful Proposer's personnel and equipment is the responsibility
of the Successful Proposer. Additionally, the Sucessful Proposer shall pay for all materials, personnel,.
taxes, and fees necessary to perform under the terms of this contract.
3.10.2 The Successful Proposer must be duly licensed in accordance with federal, state, and local
statutory and regulatory requirements to perfonn the work. The Successful Proposer shall obtain all
licenses and permits necessary to complete the work. The Successful Proposer shall be responsible for
determining what licenses and permits are necessary to perform under the contract. Copies of all permits
shalt be submitted to the Department of Solid Waste or the City's Contract Administrator before
commencing work.
3.10.3 The Successful Proposer will maintain a telephonic contact list at each loading site and debris
management site of the Successful Proposer's supervisor, Debris Manager, City staff and nearest fire,
police, and emergency medical facilities.
3.10.4 Ensure all trucks are empty before loading debris on to the trucks.
3.10.5 Implement and maintain a disaster debris operations management system linking load ticket and
Temporary Debris Management Site (TDMS) information to support reconciliation and documentation.
3.10.6 Conduct post -storm debris quantifications and response operations planning.
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3.10.7 Troubleshoot collection delays and other operational issues in work areas.
3.10.8 Review and validate Emergency Debris Removal and Disposal Contractor(s) invoices prior to
submission to the City for processing.
3.10.9 The Successful Proposer will be supported by the full array of resources to enhance efficiency
and expedite deliverables, including but not limited to, coordinating and providing daily and weekly
briefing/updates to the City, work progress, staffing, scheduling work for all team members on a daily
basis, scheduling and managing field staff, monitoring recovery Emergency Debris Removal and Disposal
Contractor(s) progress and making/implementing recommendations to improve efficiency to expedite the
recovery work, conduct safety inspections of Emergency Debris Removal and Disposal Contractor(s),
ensuring compliance with contracts by all subcontractors.
3.10.10 Conduct final inspections, monitor TDSM restoration, deliver closeout and final reports and
necessary for reimbursement by FEMA or any other applicable agency for disaster recovery efforts.
3.10.11 As may be needed, assist City staff with seeking obtaining applicable reimbursement from state
and federal agencies for costs incurred in the debris removal and disaster recovery efforts.
3.10.12 Oversee Emergency Debris Removal and Disposal Contractor(s) in performing other related
duties such as, but not limited to, tree trimming, stump removal, construction debris removal, vegetative
wastes, commingled wastes, etc.
3.10.13 Determine the impact and magnitude of the disaster event before federal assistance is requested,
identifying damaged locations and facilities, pre and post disaster estimates of debris quantities,
documenting eligible costs and describing the physical and financial impact of the disaster.
3.10.14 Digitization of all source documentation (such as toad tickets and supplies to the City with
each invoice). Consult with departmental staff on computer applications such as GIS mapping of the
progress of debris removal and disaster recovery efforts.
3.10.15 Assist the City in assessing and documenting the debris accumulation and damage in the City
of Miami drainage system and canals with GIS map depicting canals requiring focused maintenance, with
GIS tiles and maps.
3.10.16 Assist in the coordination and communication with appropriate local, state and
federal governmental agencies.
3.10.I7 Perform other related assignments as determined by the City and directed by the Director
of Solid Waste.
3.11 Deliverables
It is anticipated that the Successful Proposer will complete all required work as described in Section 3.2
through 3.10.17.
The City reserves the right to add, or delete, at any time during the Contract, services to be performed by
the Successful Proposer, under the tenns of the Contract. Should the City determine to add an additional
service for which pricing was not previously secured, the City shall seek the Successful Proposer to provide
reasonable cost(s) for same. Should the City determine the pricing unreasonable, the City reserves the right
to negotiate cost(s) or seek another vendor for the provision of said service(s).
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