Okaloosa County BOCC — November 4, 2012 — DRC Contract — reading text

bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and its decision shall be final. Any bidder failing to mark outside of envelope as set forth herein may not be entitled to have their bid considered. All bids should be addressed as follows: Clerk of Circuit Court Attn: Gary Stanford Okaloosa County Courthouse 101 E James Lee Blvd. #118 Crestview FL 32536 b-[Lo 5 Richard L Brannon Date Purchasing Director DON W. HOWARD Clerk of the Circuit Court By: Son p. Male Deputy Q) 101 EB. James Lee Bivp: ¢ P.O. DRAWER 1359 * CRESTVIEW, FLORIDA 32536-1359 * (850) 689-5800 * suNcoM 698-5800 RepLy To: C) SHALIMAR ANNEX * 1250 N. EGLIN PARKWAY * SHALIMAR, FLORIDA 32579 * (850) 651-7200 * SUNCOM 699-7200 SPECIFICATIONS BID #: SW 58-07 BID ITEM: EMERGENCY DEBRIS REMOVAL (STANDBY CONTRACT) The purpose of this document is to solicit bids from qualified contractors for the removal of debris generated as a result of damage sustained to a disaster (natural or otherwise) occurring in Okaloosa County. The resulting contract will be activated in the event of a disaster. Each City entity qualifies to use this contract and to enter into a stand alone contract with the low bidder meeting specifications. A. OBJECTIVES: Inherent within this plan are: 1. Fast mobilization and high removal capacity. 2. Environmentally acceptable handling and removal of debris. 3. Minimization of impact to surrounding residential and business communities. 4. Efficient handling and removal (the contractor shall have sufficient crews and equipment to remove all debris in a timely manner). 5. Contractor must show ability to comply with all FEMA procedures and documentation requirements. B. EQUIPMENT: Will be mobilized to designated zones (see attached map) for debris removal. Each contractor furnished crew will consist of a minimum of: Yes 7 No outractor Initial Above 1. One (1) mobile knuckle boom loader. 2. Five (5) 20-cubic yard trucks or three (3) 40-cubic yard tandems or any combination of trucks meeting a 100 cubic yard capacity. 3. Necessary personnel to issue safe operation and traffic control. 4. If equipment is operated in a manner causing traffic to be stopped, a minimum of one (1) flagman will be furnished with each crew. 5. In the event equipment assigned to a designated area breaks down, it will be repaired or replaced within 24 hours. Cc, ACCESS: The County will make every effort to guarantee access to County approved sites (one North county — one South county; see map). The contractor will provide equipment and personnel to offload loaded trucks at the County approved sites. Last Revised - 06/12/2007 2 F. ALTERNATE WORK WITH THE CONTRACTOR TO FIND OTHER SITES: In the event other locations are required, Okaloosa County will coordinate these locations and negotiate a hauling rate based on mileage. HAZARDOUS WASTE: Any hazardous waste found shall be segregated from other debris, secured and set aside, and the County/Entity notified. The Contractor shall be responsible for removal and transportation. DEBRIS REMOVAL: Debris removal shall be limited to the following categories (the contractor will make a continuous effort to separate): 1. Burnable/grindable — trees, vegetation, miscellaneous lumber, wood waste, etc. (Treated lumber; docks, walk ways etc. cannot be ground or burned). 2. Construction/Demolition debris — miscellaneous concrete items, metal, shingles, plaster, glass, furniture, etc. 3. White goods — stoves, refrigerators, dryers, water heaters, etc. 4. Tires. 5. NO Household Garbage. 6. Failures to separate as above can result in contract termination. GRINDING: The County/other entities will require the services of grinders. On the bid sheet, quote a per ton price for grinding. If grinding is required, the contractor will make every effort to adhere to all safety requirements and will make every effort to protect the grinding site from damage. Contractor also agrees to clean up the grinding site upon completion of work. HOURS OF OPERATION: Unless otherwise directed by the County/Entity, no work shall be done on Sunday or between the hours of 10:00 p.m. - Sundown. (Exception can be negotiated with Staff). HAUL DISTANCE: 1. Haul distance for each zone reflects the distance from the approximate center of each zone to the approved site. No differential payment will be made for pick ups anywhere else within the zone. 2. The County/Entity reserve the option to divide existing zones or create new zones on an “as needed” basis as the situation demands. METHOD OF REMOVAL: 1. Debris can only be removed from public property, i.e., the right-of-way easement. Permission to do otherwise must be obtained from the County/Entity Last Revised — 06/12/2007 3 10. 11. 12. 13. 14. 15. Project Manager. The contractor shall leave all standing trees and vegetation intact. All debris specified must be removed. All crawler or tracked vehicles must have pads to prevent pavement damage. Any cavity or hole resulting from debris removal shall be rough graded to remove hazardous conditions. Backfill material and all work necessary to backfill and grade shall be included in the price of debris removal. The County/Entity Project Manager may prioritize work areas within the zones. If so, the contractor shall cooperate and respond according to the County/Entity priority list. All loose debris (such as tree limbs) shall be compacted on the hauling vehicle by the use of loading equipment. All debris extending beyond the truck in any horizontal direction shall be cut off even with the truck or removed. Adequate means of containing loads while transporting will be provided. Debris must be prevented from being blown or bounced off transport vehicles. All trucks must be equipped with a tailgate. Paved areas must be cleaned to the satisfaction of the Project Manager after clearing. Areas repaired by the contractor, such as ruts and gouges, shall be repaired to original condition. Daily reports shall be submitted to County/Entity representatives showing roads cleared during the past 24 hours. Tree trunks must be cut in ten (10) foot lengths or shorter. Multiple passes through roads/neighborhoods may be required by the Project Manager. The County/other entity shall have a monitor with each crew and will have a monitor in the unloading area. K. STORAGE OF EQUIPMENT: The contractor shall be responsible for locating areas in which to store their equipment. Such areas shall not be located within right-of-ways or in areas which create a traffic/safety hazard. Last Revised — 06/12/2007 4 L. PROPERTY PROTECTION: 1, The contractor shall use every method at their disposal to protect all properties they are working on/around. If the County/Entity Project Manager finds unnecessary damage to properties (public or private), the County/Entity shall invoke its authority to immediately terminate the contract and pay the contractor for work completed to date. The termination shall be effective immediately upon written notice by the County/Entity to the contractor. 2. The contractor will take care and assume responsibility for any damage caused. 3. The contractor shall be held responsible for repairing or replacing property to the satisfaction of the County/Government Entity which is damaged by the contractor. M. PRE-BID CONFERENCE: A pre-bid conference will be held on June 26, 2007 at 9:00 a.m. (CST), with bidders, County representatives and representatives of other local municipalities. The meeting will be held at the Okaloosa County Water & Sewer Building, 1804 Lewis Turner Blvd., 37 Floor Board Room, Ft. Walton Beach FL 32547. N. DEBRIS MANAGEMENT SITES (SEE ATTACHED MAP): The contractor shall haul to and deposit all debris at the following sites unless otherwise designated. The County will be responsible for all tipping fees during the contract time. 1. Okaloosa County Wright Landfill (South County Site) 1671 N. Beal Extension Ft. Walton Beach FL 32548 850-651-7399 2. Okaloosa County Kaiser Mill Borrow Pit (North County Site) Kaiser Mill Rd. (Off Highway 4) Baker FL 32531 850-689-5780 O. The contractor shall be responsible for marking all hauling equipment on the driver's door with the following information: 1. Contractor’s company name. 2. Truck #. 3. Truck Capacity. P. OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS COMPENSATION (Bid prices will include all labor, tools, equipment, materials necessary to do the job). Last Revised ~ 06/12/2007 5 1, Before any vehicle is used for hauling, each vehicle shall have its empty (tare) weight and volume capacity established by weighing or measuring at either the Wright Landfill or Baker Landfill. 2. At the County approved site, County employees will log in (as appropriate): a. Arrival time/date. b. Tipping scale tonnage (incoming weight/volume). C. Truck #. d. Departure time. e. Tipping scale tonnage (departing weight/volume). 3. Hand tickets will be provided to drivers. It is the driver's responsibility to forward all tickets to the contractor. 4. Payment will be upon submission of two (2) copies of contractor's invoice to: Okaloosa County Courthouse Finance Office — Room #115 101 E. James Lee Blvd. Crestview FL 32536-3502 This address is strictly for the Board of County Commissioners. All other government entities will provide a separate billing address. Frequency of payment will be negotiated with County Staff. 5. Compensation will be passed on a “per ton and cubic yardage” bid price (see attached bid sheet). Contractor understands that Florida State Department of Transportation may assign clean up crews/equipment within Okaloosa County to assist with recovery. The contractor will assign no penalty to Okaloosa County or any other public entity due to the acceptance of this assistance. Although this bid is based on needs generated by major storms (i.e., hurricanes), the County/public entity may use this contract in the event of other natural disasters (i.e., tornadoes, etc.). ACTIVATION: The County/Entity shall retain the option to activate whatever zones it deems appropriate, to add zones as it deems necessary, and to divide zones among contractors. If, in the County/Entity’s opinion, the debris within a zone cannot be cleared in a timely manner by the awardee of the zone, a second vendor may be called in to assist with the debris removal. If a work order is issued, the contractor shall have Last Revised - 06/12/2007 6 48 hours from the issuance of the work order to mobilize and be on site as directed by the County. Note: Ability to mobilize within 48 hours? Yes LE Wo Cc ontractor Initial Above T. VOLUME: Although no one can predict the amount of debris resulting from any storm, for information purposes only, the following is a list of fill areas and tonnage processed at each site after Hurricane Opal in September 1995. Wolverine (Valparaiso) Fill Area 2,774 tons Destin Fill Area 23,569 tons Niceville Fill Area 4,830 tons Wright (Ft. Walton Beach) Fill Area 56,109 tons TOTAL _ 87,282 tons Note: Approximately 80% of this material was processed through a tub grinder; also, approximately 2,500 yards of sand were removed due to soil contamination (glass, metal, etc.). Okaloosa County is interested in obtaining information from all proposers outlining additional services that your company can provide in the event of an activation to include (but not limited to): Food Service Bathing Facilities Water Washing Facilities Portable Office Space Generators Tentage >, +, \? \? \? >, we a He Oe me +e SCs % If you submit information addressing additional items, please include availability and costs. These items may be added under