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HomeMy WebLinkAboutAddendum No. 3 & 4KENNETIl ROBERTSON JO.HNNY MARTINEZ, P.E Chief Procurement Officer City Manager ADDENDUM NO. 4 IFB No. 274253 August 22, 2011 Emergency Debris Removal and Disposal Services TO: ALL PROSPECTIVE PROPOSERS: The following changes, additions, clarifications, and deletions amend the IFB documents of the above captioned IFB, and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. Line Items 19-24 have been deleted from this IFB: Line 19: Description: Hauling (Cubic Yard) Line 20: Description: Hauling (Ton) Lino 21: Description: Description: Disposal (Cubic Yard) Line 22: Description: Disposal (Ton) Line 23: Description• Single Fee- 1a4 f• g rl• osal) (Cubic Vary) Line 24: The following answers from Addendum No. 3 dated August 18, 2011, have been changed as follows: Q9. " Line items #7-and #8='Does'final disposal mean direct hauling to an acceptable and lawful disposal facility? A9. = Yes. Line No.7 is -for hauling from TDSRS to Disposal Site and Line No. 8 is for hauling from origin point of debris directly to Disposal Site. Disposal Site is a lawful disposal facility. Addendum No. 4 IFB274253 pip osal facility. Q10. Line item #9- Is this item for site reclamation only? • A10. No. This line item is forthe management of all activities of the Temporary Debris Storage and Reduction Site as defined in Section 3.4.6 INCLUDING basic site.reclamation. -=es Q11. Line item #19- The line item indicates hauling only. Hauling of what to where? All. Line No. 19 is hereby deleted from the IFB. v torage and Reduction Site (if utilizod), Reduction (if utilized), Q12. Line Item #20- Same as #11. Al2. Line No. 20 is hereby deleted from the IFB. e pick up, Temporary Debris Storage and Re utilized) and Haul Out to Final Disposal. Q13. Line item #21 and #22. Disposal of what and where? A13. Line Nos. 21 and 22 are hereby deleted from the IFB. vegetative, C&D, hangers, learners, stumps) per Cubic Yard (Line Item-t21) or by Ton (Line Item #2)- Q14. Line #23 and #24- Hauling and disposal. Hauling and disposal of what and where? A14. Line Nos. 23 and 24 are hereby deleted from the 1FB. meant to ceps as a total su-mmation for Linc Items 1t20 and it22. Q15. a) Please clarify Line Items 19 - 24. Is "Hauling" defined as from "row to TDSRS", as in Lines 2 and 3, or is it cradle to grave from row to TDSRS to final disposal (all-inclusive rate)? A15. a) Line No. 19 through 24 are hereby deleted from the IFB. {vegetative, non vegetative; C� D hangers, leaners, stumps) -,per Cubic Yard (Line -Item #19) and per. Tn =/I o Item 20) -'This ono costs ^•^'- •• . +.•. I is T.,m core r,r'Tlohric_C4nr�no corn Page 2 Addendum No, 4 IFB274253 Reduction Site (if utilized), Reduction (if utilized), Management (if utilized) and Haul Out to Final Disposal, Line Item No Ton (Line Item #22). meant to serve as a total summation for Line Items #20 and /122. Q19. Does the entire IFB document have to be included in our proposal if we are submitting by hardcopy? Or are only the "required documents" to be included? A19. If you are submitting a hardcopy, the only pages from the IFB document to be provided are pages 2- 11 2 12 along with the attachments as required in the IFB. Q28. The contractor will be required to operate TDSRS sites to manage the debris. The sites have to be returned to their pre -disaster condition upon completion of operations. There is no line item for the restoration for these sites. The current disaster debris contract was recently amended to include this language. Can a line item be added for this function? A28. Standard, minimal site restoration should be included in Line Item No. 9 on Page 7 of the IFB. Section 3.21 on Page 50 of the IFB addresses the changing needs of the City's with respect to TDSRS locations and the need to potentially use substantially improved sites. This section includes a provision for submittal of a proposal from the selected vendor(s) for substantial site restoration needs. Please refer to Line Item Number 9. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, Kenneth Robertson Director/Chief Procurement Officer Page 3 itttT KENNETH ROBERTSON JOHNNY MARTINEZ, P.E Chief Procurement Officer City Manager . ADDENDUM NO. 3 IFB No. 274253 August 18, 2011 Emergency Debris Removal and Disposal Services TO: ALL PROSPECTIVE PROPOSERS: The following changes, additions, clarifications, and deletions amend the IFB documents of the above captioned 1FB, and shall become an integral part of the Contract Documents. Words and/or figures stricken through shall be deleted. Underscored words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents .herein and reflect same on the documents you have on hand. The IFB closing date and time has been extended to Thursday, September 1,2011 at 12:00 PM. The City is extending the due date to allow bidders ample time to secure the requisite commitment letter from their surety..company. The following section has been added to -the Special Conditions: .2.26 DUMPING/TIPPING FEES •AII dumping (tipping) fees are to be billed- as a passed through- to the City of Miami. Successful Bidder(s) is/are required to pay the fee and evidence of payment must be provided with invoice. Section2.18 Performance and Payment Bond, has been amended to add language as follows: As this contract is on a standby emergency basis, -the City must be certain that the offeror has the capability to obtain, within a few days. in the face of a major disaster. a surety bond to cover the extensive emergency work which may be required to be initiated almost immediately. Therefore, to ensure such capability, the City requires all Bidders to provide a signed Letter of Commitment from their surety company meeting the. requirements delineated above with their proposal, in the prescribed form'and containing all of the required terms and conditions as set forth herein. The Letter of Commitment shall exhibit clearly the Bidder's ability to obtain. and upon a valid Notice to Proceed. the surety's obligation to provide, a surety Payment and performance Bond for the project for an amount up to $5.000.000. The City reserves the right to seek clarifications to satisfy the requirements of the commitment letter. See Attachment H. Sample Surety Commitment Letter. Failure to include an appropriate executed letter from the surety company in an acceptable format may deem your proposal non -responsive. The following line in the Header Attributes/ "Certifications" section of the IFB document has been revised to read as follows: ' Respondents certifies that (s) he has read and understood the provisions of City of Miami Ordinance No.10032(Section 18-1-05-110 of the City Code) pertaining to the implementation of,a "First Source Hiring Agreement. "(Yes or No) Line item #5 should read as follows: Description: Sand scrccning, Debris sorting, grinding, chipping, mulching and reduction of debris at Temporary Debris Storage and Reduction Site based on cubic yards hauled in. Addendum No. 3 IFB274253 The following line items have been added as follows: Line 25: Description: Sand screenings at Temporary Debris Storage and Reduction Site based on cubic yards hauled in. Line 26: Description: Additional cost for EWaste handling (Cubic Yard) Line 27: Description: Additional cost for EWaste handling (Ton) For the following line item: Line 1: Description: Emergency road clearance* * Bidders should provide a cost breakdown for Emergency Road Clearance per hour that details crew personnel and equipment costs. FEMA will need to verify the reasonableness of costs of equipment and crew in order to see that the hourly rate is appropriate. The following is the City's answers to questions received from prospective bidders: Q1. Is a bid bond required? If So, please state the amount requested. Al. No. There is no bid bond required for this IFB. Q2. Does the Occupational License have to be submitted with the proposal? A2. Traditionally, a copy of the occupational license is submitted with the response;_ however, the City may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award. Q3. In regards to Performance & Payment bonds: What amount and at what time will these need to be -executed? Will it be at Contract signing or upon a Notice to proceed? A3. Please refer to Section 2.18, Performance and Payment Bond, as amended. Q4. a) Who is responsible for landfill tipping fees? b) Are they to be included in our prices? A4. a) The City will be responsible for payment of the dumping/tipping fees on a reimbursement pass - through basis. Successful Bidder (s) is/are required to pay the fee and evidence of payment must be provided with the invoice to the City; b) Prices bid should not include dumping/tipping fees as these will be billed as a pass -through to the City. Please refer to section 2.26 Dumping/Tipping Fees.. Page 2 Addendum No. 3 IFB274253 Q5. Just a quick clarification regarding bid bond requirements and liquidated damages; as none are specified in the Special Conditions am I correct in assuming they do not apply to this solicitation? A5. There is no bid bond requirement for this solicitation. Please refer to Section 3.10 for the liquidated damages information. Q6. Respondents must certify that they have read and understood the provisions of City of Miami Ordinance NO 10032(Section 18-105 of the City Code) - "First Source Hiring Agreement" - Page 3 of 52. Where I can retain a copy of these provisions or who do I contact for further information in this matter? A6. Please visit http://library. municode.comlindex.aspx?clientlD=10933&statelD=9&statename=Florida Go to Chapter 18, then click on City of Miami Procurement Ordinance. Section 18-110). The correct section of the code is now reflected on the IFB document. Q7. Will Hardcopy submissions only be acceptable or will respondents need to also submit electronically? A7. Responses shall be submitted either electronically or in hardcopy format to the City Clerk's Office. Please refer to Section 1.79 in the General Terms and Conditions section. Q8. Bid Line Item #5-Sand screen is a totally different operation than vegetative debris reduction. Sand screening can actually be performed on the beach at a reduced cost. Can this be bid as two separate line items? A8. Line item #5 has been revised and a new line item (#25) has been added, accordingly. Q9. Line items #7 and #8- Does final disposal mean direct hauling to an acceptable and lawful disposal facility? A9. Yes. These two line items are for hauling from origin point of debris directly to Disposal Site. Disposal Site is a lawful disposal facility. Q10. Line item #9- Is this item for site reclamation only? A10. Yes Q11. Line item #19- The line item indicates hauling only. Hauling of what to where? All. This line item is meant to serve as an all-inclusive cost to haul or remove all debris (vegetative, non - vegetative, C&D, hangers, leaners, stumps) per Cubic Yard. This one cost should include pick-up, haul to Temporary Debris Storage and Reduction Site (if utilized), Reduction (if utilized), Management (if utilized) and Haul Out to Final Disposal. Q12. Line Item #20- Same as #11. Al2. This line item is meant to serve as an all-inclusive cost to. haul or remove all debris (vegetative, non - - vegetative, C&D, -hangers, learners, stumps) per Ton. This one cost should include pick-up, haul to -Temporary Debris Storage and Reduction Site (if utilized), Reduction (if utilized), Management (if utilized) and Haul Out to Final Disposal. Page 3 Addendum No. 3 IFB274253 Q13. Line item #21 and #22. Disposal of what and where? A13. Thisiine item is meant to serve as an all-inclusive cost to dispose of all debris (vegetative, non - vegetative, C&D; hangers, learners, stumps) perCubicYard (Line Item #21) or by Ton (Line Item #22). Q14. Line #23 and #24- Hauling and disposal. Hauling and disposal of what and where? A14. Line Item #23 is meant to serve as a total summation for Line Items #19 and #21. Line Item #24 is meant to serve as a total summation for Line Items #20 and #22. Q15. a) Please clarify Line Items 19 - 24. Is "Hauling" defined as from "row to TDSRS", as in Lines 2 and 3, or is it cradle to grave from row to TDSRS to final disposal (all-inclusive rate)? b) Does "Disposal" only reflect tipping fees or is it hauling from TDSRS to final site? c) Are tipping fees treated as a pass -through for this contract? d) If "Disposal" includes hauling from TDSRS, should reduction and processing be included here? A15. a) Line Item Nos. 19 and 20 are meant to serve as an all-inclusive cost to haul or remove all debris (vegetative, non -vegetative, C&D, hangers, leaners, stumps) per Cubic Yard (Line Item #19) and per Ton (Line Item #20). This one cost should include pick-up, haul to Temporary Debris Storage and Reduction Site (if utilized), Reduction (if utilized), Management (if utilized) and Haul Out to Final Disposal. Line Item Nos. 21 and 22 are meant to serve as an all-inclusive cost to dispose of all debris (vegetative, non -vegetative, C&D, hangers, leaners, stumps) per Cubic Yard (Line Item #21) or by Ton (Line Item #22). Line Item #23 is meant to serve as a total summation for Line Items #19 and #21. Line Item #24 is meant to serve as a total summation for Line Items #20 and #22. b) Please refer to Q4. c) Yes. Please refer to Q4. d) Yes. Q16. Should contractors submit pricing for white goods and Ewaste, as they are not identified on the schedule? A16. Please refer to new Line items #26 and 27. Q17. Should contractors submit a supplemental hourly schedule? A17. No. For Line Item No. 1, however, Bidders should provide a cost breakdown for Emergency Road Clearance per hour that details crew personnel and equipment costs. FEMA will need to verify the reasonableness of costs of equipment and crew in order to see that the hourly rate is appropriate. T Q18: How -is this iFB being evaluated? Is it strictly based on pricing? Will contractor background, history,. experience and qualifications have any bearing --besides references that are submitted? Page 4 Addendum No. 3 IFB274253 A18. Please refer to General Condition 1.34, Evaluation of Responses, Special Condition Section 2.10, Method of Award, and Special Condition 2.12, Bidder's Minimum Qualifications. Award of this contract will be made to the three (3) lowest responsible and responsive bidder(s) who bids on all items, and whose bid offers the lowest cost when all items are added in the aggregate, conforming to the specifications herein. Bidders must bid on all items. Q19. Does the entire IFB document have to be included in ourproposal if we are submitting by hardcopy? Or are only the "required documents" to be included? A19. If you are submitting a hardcopy, the only pages from the IFB document to be provided are pages 2- 12 along with the attachments as required in the IFB. Q20. The IFB says electronic submittals "shall" be submitted through the Oracle System and hardcopy "may" be submitted direct to purchasing. Are we required to do both or can we submit by hardcopy only? A20. Please refer to Q7. Q21. Who will be responsible for locating TDSR sites? A21. The City of Miami has multiple FDEP/DERM- approved TDSR sites. Under extreme circumstances or based on the magnitude of the disaster, the City may request assistance from the selected vendor(s) on additional site locations. Q22. Does the City of Miami have a current contract for these services? If so, are the contract terms and prices available? A22. Yes. The Contract Terms are substantially the same as those included with this IFB. The previous contract was awarded in September 2006 and is due to expire on January 21, 2012. Attached for your reference is a copy of the Award Sheet containing rates for the existing contract. Q23. Does the City of Miami have a Debris Management Plan approved by FEMA? If so, could copies be made available to bidders? A23. The City's Debris Management Plan has been attached to this addendum. Q24. The IFB requires that the contractor identify new job positions that will be created at the time of activation: We fully understand the importance of creating jobs and we have provided local employment on every project we have performed. We are able to identify the potential positions to be created. However, we have no knowledge of when or if the contract will ever be activated. We are unable to establish pay rates until we are actually activated and until we have the opportunity to evaluate wages in that current/actual market. Will it be acceptable to identify positions, potential duties and projected durations and establish pay rates at the time of the event? A24. Yes. This is acceptable. Q25. In regards to subcontractors, we will provide a list of subcontractor's as requested. However, there is no license (contractor's license) for debris removal. Many of our subcontractors are independent truckers, landscape contractors, tree companies, etc. These disciplines don't require licenses other than business or occupational license. Further, many subcontractors do not survive economic times such as these, so we would need to update our list at the time of an event. Could we delete this item in the IFB and submit our list at activation? A25. The license requested for each subcontractor included in the response to the IFB (first line of Page 4 on the IFB) is the occupational license and should meet the requirements as stated in Section 1.56 of the IFB.-`If you have an updated list of subcontractors at a later date it can be submitted to the City' for review as necessary. Page 5 Addendum No. 3 IFB274253 • Q26. Section 2.15 states that additional contractors can be added at any time. If the successful contractor has to post 100% performance and payment bonds how will this apply to additional contractors being added? Will the bonds be reduced and will the other contractors be required to post bonds as well? The bonds are the assurance that the contractor will perform. A26. Any selected vendor(s) will be provided an assigned scope of work or area of work within the City to perform requested services as detailed in the IFB. The amount of the required bond will be commensurate with the amount of area that the vendor is assigned to perform the requested services and/or the estimated cost to perform the services. Every vendor awarded a contract from this IFB will be responsible to post a bond for the work that they are tasked with performing. Q27. There is no language in the IFB for tipping or disposal fees. Whose responsibility is it to pay these fees? A27. Please refer to Q4. Q28. The contractor will be required to operate TDSRS sites to manage the debris. The sites have to be returned to their pre -disaster condition upon completion of operations. There is no line item for the restoration for these sites. The current disaster debris contract was recently amended to include this language. Can a line item be added for this function? A28. Please refer to Line Item Number 9. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. Sincerely, Kenneth Robertson Director/Chief Procurement. Officer Page 6