HomeMy WebLinkAboutAddendums 1-5 for RFP 29-05/06MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305-673-7490 , Fax: 305-673-7851
May 19, 2006
RE: ADDENDUM NO. 1 TO REQUEST FOR PROPOSALS (RFP) No. 29-05/06 —
DISASTER RECOVERY SERVICES (the "RFP")
1. The Pre -Proposal submission meeting is scheduled for May 31st, 2006 at 11:00 a.m. at
the following address:
City of Miami Beach, City Hall
1700 Convention Center Drive
Four Floor City Manager's Small Conference Room
Miami Beach, FL 33139
Attendance (in person or via telephone) to this Pre -Proposal submission meeting is
encouraged and recommended as a source of information but is not mandatory.
Contractors interested in participating in the pre -Proposal submission meeting via
telephone must follow these steps:
(1) Dial the TELEPHONE NUMBER: 1-800-915-8704 (Toll-free North America)
(2) Enter the MEETING NUMBER: *2659980* (note that number is preceded and
followed by the star (*) key).
Contractors, who are interested in participating via telephone, please send an e-mail to
mestevez@miamibeachfl.gov expressing your intent to participate via telephone.
2. The Administration's additional review of the requirements set forth in the RFP, the RFP
is hereby amended as follows:
a) Section IV, on page 13, entitled "Evaluation/Selection Process" is revised to read
as follows:
The contractors with more than 50% of the Committee Members' first -place ranking
will be deemed the top-ranked contractor. Subsequent contractors will be ranked
based on the total low aggregate ranked score. For example, a committee of seven
(7) members ranks the contractors as follows:
Contractor A Contractor B
(4) 1st place votes (4x1=4)
(1) 2nd place votes (1x2=2)
(2) 3rd place votes (2x3=6)
12
January 25, 2006 (Amended)
City of Miami Beach
(2) 1st place votes (2x1=2)
(4) 2nd place votes (4x2=8)
(1) 3rd place votes (1x3=3)
13
Contractor C
(1) 1st place votes (1x1=1)
(2) 2nd place votes (2x2=4)
(4) 3rd place votes (4x3=12)
17
A
TOTAL LOW AGGREGATE RANKED SCORED
RFP No: 09-05/06
Contractor A received more then 50% (4 out of 7) first place votes, and is therefore the top
ranked contractor. Contractor B received a ranked score of 13, and is therefore, the second -
ranked contractor, and so forth. If no contractor receives more than 50% of the first -place votes,
then the top-ranked and subsequent ranked contractors will be determined on the total low
aggregate ranked score as shown on the above example.
Contractors are reminded to please acknowledge receipt of this addendum as part of your
proposal submission. Contractors that have elected not to submit a bid please complete and
return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a
bid.
CITY OF MIAMI BEACH
Gus Lopez, CPPO
Procurement Director
January 25, 2006 (Amended)
City of Miami Beach
RFP No: 09-05/06
� MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305-673-7490 , Fax: 305-673-7851
June 2, 2006
RE: ADDENDUM NO. 2 TO REQUEST FOR PROPOSALS (RFP) No. 29-05/06 —
DISASTER RECOVERY SERVICES (the "RFP")
In response to questions and requests for additional information received by prospective Contractors at
the Pre -Proposal Submission Meeting of May 31, 2006, and the Administration's additional review of
the requirements set forth in the RFP, the RFP is hereby amended as follows:
1. Please be advised that on June 8th, Dr. Dean Kashiwagi will be presenting a Best Value
Workshop which will discuss Risk Assessment Plans and the importance of Past
Performance Client Surveys in selecting high performance contractors. The Workshop will
be held from 2:00 p.m. to 5:00 p.m. at the Miami Beach Convention Center, Room C-219,
1901 Convention Center Drive, Miami Beach, Florida 33139. Attendance to this seminar is
not mandatory, but it is highly encouraged as a source of information.
2. The deadline for receipt the Performance Evaluation Surveys is June 29, 2006. A revised
Survey Evaluation Form Letter has been attached. Please understand that the
Performance Evaluation Surveys shall be submitted directly from your clients.
3. The Pre -Proposal Submission Meeting Sing -in sheet is attached as part of this addendum.
4. The RFP does not require a bid bond.
5. Exhibit A relative to the Cost Information has been revised. Please see attached. The Cost
Information provided in Exhibit A will be fixed for the first year of the contract. For the
remaining years, price will be receptive to an annual adjustment in accordance with the
CPIU increment.
6. The City will not require additional permits. Please provide copies of your occupational
licenses or permits with your proposal.
7. The City will provide the TDSRS or staging area. The site has approximately between 6
and 10 acres and is centered located within the City boundaries. The RDSRS is located
around 3.5 mile distance of any pick up point in the City.
8. The removal and disposal of derelict vessel is not part of the scope of work of this RFP.
9. The City contains 284 linear miles of road infrastructure.
10. The City is seeking to award multiple contracts, however the number of contract is
unknown at this point.
March 12, 2006 RFP No: 29-05/06
City of Miami Beach 1 of 11
11. Disaster recovery services for Hurricanes Katrina and Wilma amounted to
$5,234,689.79 for emergency clear operations, debris removal and hauling, and debris site
management.
Contractors are reminded to please acknowledge receipt of this addendum as part of your proposal
submission. Contractors that have elected not to submit a bid please complete and return the "Notice
to Prospective Bidders" questionnaire with the reason(s) for not submitting a bid.
CITY OF MIAMI BEACH
D7
Gus Lopez, CPPO
Procurement Director
March 12, 2006
City of Miami Beach
RFP No: 29-05/06
2 of 11
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305.673.7490 , Fax: 305.673.7851
June 2, 2006
To:
Phone:
Fax:
E-mail:
Subject: Performance Evaluation of
Number of pages including cover. 2
To Whom It May Concern:
The City of Miami Beach has implemented a process that collects past performance
information on various contractors that perform disaster recovery services. The information will
be used to assist City of Miami Beach in the procurement of various disaster recovery
projects.
The company listed in the subject line has chosen to participate in this program. They have
listed you as a past client that they have done work for. Both the company and City of Miami
Beach would greatly appreciate you taking a few minutes out of your busy day to complete the
accompanying questionnaire.
Please review all items in the following attachment and answer the questions to the best of
your knowledge. If you cannot answer a particular question, please leave it blank. Please
return this questionnaire to Maria Estevez by Wednesday, June 29, 2006 by fax:
305.673.7851; or e-mail mestevez ac miamibeachfl.aov
Thank you for your time and effort.
Gus Lopez, CPPO
Procurement Director
March 12, 2006 RFP No: 29-05/06
City of Miami Beach 3 of 11
MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305.673.7490 , Fax: 305.673.7851
PERFORMANCE EVALUATION SURVEY
Contractor Name:
Point of Contact:
Phone and e-mail:
Please evaluate the performance of the contractor (10 means you are very satisfied and have no questions
about hiring them again, 5 is if you don't know and 1 is if you would never hire them again because of very poor
performance).
NO CRITERIA UNIT
1 Ability to manage the project cost (minimize change orders) (1-10)
2 Ability to maintain project schedule (complete on-time or early) (1-10)
3 Quality of workmanship (1-10)
4 Professionalism and ability to manage (includes responses and (1-10)
prompt payments to suppliers and subcontractors)
Close out process (no punch list upon turnover, warranties,
5 as -built, operating manuals, tax clearance, etc, submitted (1-10)
promptly)
6 Communication, explanation of risk, and documentation (1-10)
(construction interface completed on time)
Ability to follow the users rules, regulations, and requirements
7 (housekeeping, safely, etc...) (1-10)
Overall customer satisfaction and hiring again based on
8 (1-10)
performance (comfort level in hiring contractor again)
Overall Comments:
Agency or Contact Reference Business Name:
Contact Name:
Contact Phone and e-mail:
Date of Services:
Dollar Amount for Services:
PLEASE FAX THIS QUESTIONAIRE TO MARIA ESTEVEZ AT 305.673.7851
March 12, 2006 RFP No: 29-05/06
City of Miami Beach 4 of 11
EXHIBIT A
RFP -29-05-06 DISASTER RECOVERY SERVICES
AH prices noted in this attachment are considered baseline estimate. Actual prices that will be change
will be justified at the time a work authorization in approved. All cost must be based upon reasonable
expenses for labor, equipment, material, and overhead/profit. Under no circumstances will costs that
exceed reimbursable limits acceptable to the Federal Emergency Management Agency (FEMA) be
proposed or approved in a work authorization.
Emergency Road Clearance
The contractor shall accomplish the cutting, tossing, and/or pushing of debris, hanging limbs, or
leaning trees from primary roads as identified and directed by the City of Miami Beach. The debris
shall be stacked on the right-of-way to allow passage of vehicles along the primary transportation
routes. Compensation shall be as per attached hourly rate schedule.
Hourly Equipment Schedule
With Operators for Emergency Road Clearance, Leaning Trees, Hanging Limbs, and Debris Removal from Private Property (ROE)
:::::::::.;:::::: �:::: c:-.:-c:•'•:«<c<.--x= •-::o:=-' :' •-x•r'•. r:: rs<•:ax�'-::xr'•:r- tr? •a .. _ _ _ _
......... -<_ }fes }�y� �. ':!c{ - <r{.�<.`,..viyi �,<>-.:-1Yi".'-:�iit!i. o -v, -'c'+' -'v h. •'-:ta��h _
.....-li'.:'2 +Y. YrM1 A• : v2 -v.- •= "• :R�.` � ?x �. .a�`.....:t '- •�:¢-3i.
[:;=:;%i<::#};ii:;i:_':=i:%;:"xf,•.•:'•<:'-v,;.`�?..aCa[-., t?Y•.xz, -••7.`a2x- o,r>
t;>::«-s.::;:±�::-:s::= ;:-;::h<:}:-,c:,.af.:x<-. -: .., ., ,. ,, h..r.r ,y :,;N A:,:-'•i:;::a :.',.x;{< } .,ry.,- } l•:
o q":r<-'-<t:�c7ta:•+'.Y#\':.2<.:,:,ai-i:���.. ..._.. �c.:�'<i..�t-.\.".».•,-..aa`.?#`tiy.,.._.3.,.Stax,,..
1 210 Prentice Loader
Self Loading Prentice Truck — 25 to 40 yard dump body
1 Wheel Loader, John Deere 544 or equivalent — 2/12 to 3 yard bucket
Tandem Dump Truck — 16 to 20 yards
Mini Loader Bobcat or equivalent
D6 Dozer or equivalent
Excavator, Cat 325 or equivalent w/ debris loading grapple
Wheel Loader, John Deere 644 or equivalent — 3 to 5 yard bucket
Chainsaw Operator with gear
Supervisor with pick-up truck
Safety Manager with pick-up
Mechanic's Truck with tools
Flagmen for Traffic Control
Trash Transfer Trailers- 110 yard with Tractor
Bucket Truck — 50 cubic yard bed
Equipment Transports
Clerical
Laborers
Mobilization and Demobilization
March 12, 2006 RFP No: 29-05/06
City of Miami Beach 5 of 11
Debris Removal from Public Right -of -Way
As directed by City of Miami Beach, the contractor shall Toad haul all eligible debris to a City
designated Temporary Debris Storage and Reduction Site (TDSRS) or other disposal destination.
Compensation shall be provided per cubic yards.
::.4.?......... n -.::: vifi:•:++i�.::4'}:•i:......�a. v' 4niv �••i :itii.4+i:::k:i..:{;}:
r+'+^]:`:-:'-:{-}ix:::n}-s'- :.?vvv - \Ax.... v.•+C:^}�•:$ .h.+:h::j:-}}+kk' {J-" {:'<:=:ki{�t
............ . .
0 to 15 miles
16 to 30 miles
Debris Separation/Reduction and TDSRS Management
The contractor shall operate and manage the TDSRS to accept and process all event debris. The
contractor shall perform any site preparation, to include but not be limited to: (1) building and/or
maintaining roads; (2) construction of a roofed inspection tower sufficient for a minimum of three
inspectors; (3) any environmental requirements necessary to include wind control fencing, silt fencing,
hazardous materials containment area, and/or water regulations. Processing may include, but is not
limited to, reduction by tub grinding, incineration when approved, or other alternate methods of
reduction such as compaction. Prior to reduction all debris will be segregated between vegetative
debris, C&D, recyclable debris, white goods, and hazardous waste. Upon the closure of the TDSRS
the site will be restored to its Pre -Use Condition. Compensation shall be provided per cubic yards.
Hazardous Stumps
_,.�:.}..... .yA:}iv`;::'k#,i`'{tia b+-tiff{'{-++•:s:<twk' . :x{:cy .;O:rA'£.{S:{} :h ...,} �a
The contractor shall remove hazardous stumps as identified and directed by City of Miami Beach.
Stump removal shall include backfilling the void with appropriate fill material and hauling the stump to
the TDSRS.
..-:..-::::::::::..;.{:^:x.<{..,.,+.-.>r•:::�.:._-..a-..:;x:.:.,.{sx:" - : a �•:{•,�•;+}x.•-•x{ :>;-.+:++;.::. �::{::.:_:f:-:.,-:.}-::.:v{:+•ra:f-+x{+:{-:.mm: a:{ec:�: - •:{•::r-}:.:.}-: - - -
_ . 4, T _ .:a: -}:-:}+:{:a a-:-.+- .•, :}.:• .. . v ::{;t"yYvik� ....: :;{$::k:;
:!�.vv{: - 'i'{+{$���' ...A4?{+"•ti'{�-+-{kv.. �-•• '{- -�i.4 .. )aCa la.{
Stumps up to 6 inches in diameter
Stumps greater than 12 inches, less than 24 inches in diameter
Stumps greater than 24 inches, less than 48 inches in diameter
Stumps equal to or greater than 48 inches in diameter
Sand Screening
As directed by the City of Miami Beach, the contractor shall screen sand to remove all eligible debris
deposited by the event. This process includes the collection of debris laden sand, transporting the
sand to the processing screen located on the beach, processing the debris laden sand through the
screen and returning the sand to the approximate original location. Debris removed from the sand will
be colleted, hauled, and processed as ROW debris. Compensation shall be provided per cubic yards.
March 12, 2006
City of Miami Beach
o..
6r��D:w,x
.r• ma-ic•}a?
RFP No: 29-05/06
6 of 11
Vegetation
The Contractor shall remove all eligible vegetation deposited by the event. Compensation shall be
provided per cubic yards.
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{;; iiv5}><:: t -C -{.t;; C};:;.;o-.:?xrar..'•3?}:,a}}c:�F:`;{i:¢R, +�;x:2•}}}?c •7• A: nD'_i6:G 24i �.• GCYw;o-{i-...,k:t} ?£;:':-`•'{-}3{.s:•:: ?:a.;':;::: oxa l
{.:.,.,.bc!•...,-....::.,.:,,..{{,....:x.::.::::.:xi :::.{{.:::i ,.. •i.>�c,.,..}:..-.ti...'::,v..l>.a-r.,t r:,...:..{,-'::.:-.,:....!F..sCi it--l..::,�z:�i'... -.-.. . -, .... ... , ... -}:%�ir:..,s..}
Final Disposal
The contractor shall load and transport processed debris to from the TDSRS to a final disposal site as
directed by City of Miami Beach. Compensation shall be provided per cubic yards.
}:,ROMIEWIMMONNOKESMINKf}:`,--.k- .a'C;tit-::.'-:d�Cwt` it -..-:x,-:. ir' 7.v:x:=::L::o-}}}:..
0 to 15 miles
15 to 30 miles I
Tipping Fees
4 ..........r.•..-rv:..--rn}}C.-.nn`�*...{+....r......•.-...-.�i�.��.•.•.-�..�.!R�4r.S.v. ��.-.. ...�:. .. l..t�. � : .: - !.
Technical Assistance
Sima {[ Y.•}}it1ti{j:ia- :vtii;{{%nri :tiiiii:{-iy?:$.`;: -•:i{
The contractor shall provide disaster recovery technical assistance to elected and appointed officials of
City of Miami Beach. This service shall include documentation and management for the public
assistance program, planning, training, and exercise development.
Service provided at no additional charge.
Permits and Licensina
The contractor shall obtain, with the assistance of City of Miami Beach, permits and licenses of a
temporary nature necessary for the execution of the scope of services.
Service provided at no additional charge.
Quality Assurance and Supervision
The contractor shall provide sufficient supervision and programmatic controls to ensure compliance
with procedural and regulatory standards established by FEMA, State of Florida, and City of Miami
Beach.
Service provided at no additional charge.
March 12, 2006 RFP No: 29-05/06
City of Miami Beach 7 of 11
DATE:
RFP No.:
TITLE:
CA MIAMI BEACH
CITY OF MIAMI BEACH
PRE -PROPOSAL SUBMISSION MEETING
SIGN -IN SHEET
May 31, 2006
RFP - 29-05/06
DISASTER RECOVERY SERVICES
NAME (PLEASE PRIM I) COMPANY NAME - E-MAIL ADDRESS
Maria Bsievez CMS —Procurement Division
mestevez(a miamtiboachfl.i9v
Ray Lara ! Ramon Lara Bergeron Emergency Services, Inc
John M. Sloke
Reinaldo Quiles
Carol A. Patton
David King (*)
Jorge Caras
Al .Dallas
Stacey Annaloro
Fabian Soto
Jasmine SchtiesmanMerkle
March 12, 2006
City of Miami Beach
estimating@bergeroninc.com
Stoke & Associates, Inc
isloke r(iicontcast.net
Ceres Environmental
rgceres®gmail.com
Storm Reconstruction Services, Inc
CarolPerunip@aol.com
Modarelli4SRS@aol.com
DSJ Disaster Services
dking®d disasterservices.com
Omni Pinnacle, LLC
Stacey ayomnipinnacle com
ManCon, Inc
Fabians@ra nancon.wss
Tech Law, Inc
JMerkle@TechLawlilc.com
RFP -29-05-06
PHONE# FAX#
305-673-7490 305-673-7851
954-680-6100 954-680-0666
Ext 251
941-448-5257
866-556-0049 205-469-2038
770-446-5300 770-446-5301
404-374-3082
954-427-0230
770-752-7585 770-752-9686
Ext 105
RFP No: 29-05/06
8 of 11
e MIAMI BEACH
CITY OF MIAMI BEACH
PRE -PROPOSAL SUBMITI'ION MEETING
SIGN -IN SHEET
NAME (MAST MINT)
Chuck Prieur
Bennett Zinn
Lily Munne
;NZ, z ?AL.A
yz.,4b
C/'crs
Osi1 l ey Qras
/y
March 12, 2006
City of Miami Beach
COMPANY NAME - E-MAIL ADDRESS
DRC Emergency
craieunimail.dreusa,com
S W S Environmental first Response
Bennett.zinn@swsefr.com
American Environmental Contractors
PHONE#
251-243-6447
407-854-5733
407-509-0256
305-865-6952
La1y904@aol.com
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7,r eedeuct' 1nom . r),..T.
RFP -29-05-06
FAX#
251-343-5554
407-854-5760
305-867-5050
iia4506
Ptaw—
€ "AGO.. 4.
C.e"
RFP No: 29-05/06
9of11
MIAMI BEACH
CITY OF MIAMI BEACH
PRE -PROPOSAL SUBMITTION MEETING
SIGN -IN SHEET
RFP No.: 29-05/06
NAME (PLEASE PRINT) COMPANY NAME - E-MATL ADDRESS PHONE#
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March 12, 2006
City of Miami Beach
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MIA Y It BEACH
CITY OF MIAMI BEACH
PRE -PROPOSAL SUBMITTION MEETING
SIGN -IN SHEET
RFP No.: 29-05/06
NAME (PLEASE PRINT) COMPANY NAME . E-MAIL ADDRESS
PHONE#
FAX"
Name -01v' 1347111 347.4�►bs/c/i9 �•�s�:/r�s Yy6 1749
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March 12, 2006
City of Miami Beach
0P-29-05-06
RFP No: 29-05/06
11 of 11
m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miomibeachfl.gov
PROCUREMENT DIVISION
Tel: 305.673-7490 , Fox: 305-673-7851
June 7, 2006
RE: ADDENDUM NO. 3 TO REQUEST FOR PROPOSALS (RFP) No. 29-05106 —
DISASTER RECOVERY SERVICES (the "RFP")
The RFP is amended as follows:
1. The attached document outlines important information as to FEMA's approved debris
management contracting and monitoring. This document is for informational purpose only.
Inasmuch as this change does not materially affect the RFP document, proposers are not required
to acknowledge this addendum to be deemed responsive.
CITY OF,MMA EACH
us L• • - , CPPO
ocurement Director
IMMO
RECOVERY DIVISION
FACT SHEET
DEBRIS REMOVAL
APPLICANT'S CONTRACTING CHECKLIST
ov t ry it \A
To be eligible for reimbursement under the Public Assistance Program, contracts for debris removal
must meet rules for Federal grants, as provided for in 44 CFR Part 13.36 Procurement
(http://www.access.gpo.gov/vara/cfr/waisidx 04/44cfr13 04.htm1). Public Assistance applicants should
comply with their own procurement procedures in accordance with applicable State and local laws and
regulations, provided that they conform to applicable Federal Iaws and standards identified in Part 13.
The following guidance is provided to assist Public Assistance applicants in the procurement process.
(4{mtrm tin Prmct'ss ('llu klist
❑ Use competitive bidding procedures. Complete and document a cost analysis to demonstrate price
reasonableness on any contract or contract modification where adequate price competition is lacking,
as detailed in 44 CFR 13.36(f).
❑ Provide a clear and definitive scope of work and monitoring requirements in the request for
proposals/bids. Use acceptable emergency contracting procedures that include an expedited
competitive bid process only if time does not allow for more stringent procedures.
❑ Require bidders to provide copies of references, licenses, financial records, and proof of insurance
and bonding.
❑ Obtain review from your legal representative of your procurement process and any contract to be
awarded to ensure they are in compliance with all Federal, State, and local requirements.
❑ Document procedures used to obtain/award contracts (procurement information, bid requests and
tabulations, etc).
❑ Use Load ticket requirement to record with specificity (e.g., street address) where debris is picked up
and the amount picked up, hauled, reduced and disposed of.
FEMA will, when requested by applicants, assist in the review of debris removal contracts. However,
such a review does not constitute approval.
A It
FEMA
RECOVERY DIVISION
FACT SHEET
DEBRIS REMOVAL
APPLICANT'S CONTRACTING CHECKLIST
ontra(i Prm (51(1[15 ('�ICCii�ISl
All contracts must contain/reflect the following provisions:
❑ All payment provisions must be based on unit prices.
D No payments may be based on time and material costs unless limited to work performed during the
first 70 hours of actual work following a disaster event.
❑ That payment will be made only for debris that FEMA determines eligible, referencing FEMA
regulations and Public Assistance guides and fact sheets. (This is an optional provision to protect the
applicant, and is used only following a major disaster declaration.)
❑ An invoice provision requiring contractors to submit invoices regularly and for no more than 30 -day
periods.
❑ A "Termination for Convenience" clause allowing contract termination at any time for any reason.
J A reasonable limit on the period of performance for the work to be done.
O A subcontract plan including a clear description of the percentage of the work the contractor may
subcontract out and limiting use of subcontractors to only those you approve.
❑ The preference that the contractor use mechanical equipment to load and reasonably compact debris
into the trucks and trailers.
❑ The requirement that the contractor provide a safe working environment, including properly
constructed monitoring towers.
❑ Option of a unit price for extracting from ground and removing FEMA -eligible stumps (only for
stumps with diameters larger than 24 inches, measured 24 inches above the ground, and with 50% or
more of the root ball exposed), or including all stumps in the unit price.
-1.111111
RECOVERY DIVISION
FACT SHEET
DEBRIS REMOVAL
APPLICANT'S CONTRACTING CHECKLIST
((mtra(t T'rn(t klist n11 11111c(1
All contracts must contain/reflect the following provisions:
0 Requirement that all contract amendments and modifications be in writing.
Cl Requirement that contractor obtain adequate payment and performance bonds and insurance
coverage.
Prc-Disatc'r and Stand B\ Conn -act, (l:list
O The solicitation for a pre -disaster contract must adequately define in the proposed scope of work all
the potential types of debris, typical haul distances, and size of events for which the contract may be
activated.
O You may request bids for multiple scenarios for varying sizes of events.
❑ To ensure reasonable debris removal costs, award pre -disaster debris removal contracts based on
either unit prices (volume or weight) or time and material.
O If the contract is awarded on a time and material basis, it should be limited to no more than 70 hours
of actual clearance and removal operations.
O After the initial 70 -hour period, payment should be on a unit price basis (volume or weight).
RECOVERY DIVISION
FACT SHEET
DEBRIS REMOVAL
APPLICANT'S CONTRACTING CHECKLIST
\�()idauct Chrtl:(ist
O 1111111 Award a debris removal contract on a sole -source basis.
❑ MIMI Sign a contract (including one provided by a contractor) until it has been thoroughly
reviewed by your legal representative.
❑ MEE Allow any contractor to make eligibility determinations, since only FEMA has that
authority.
❑ MEE Accept any contractor's claim that it is "FEMA certified." FEMA does not certify,
credential, or recommend debris contractors.
O 1111. Award a contract to develop and manage debris processing sites unless you know it is
necessary, and have contacted the State for technical assistance concerning the need for such
operations. Temporary debris storage and reduction sites are not always necessary.
❑ 1=1 Allow separate Iine item payment for stumps 24 inches and smaller in diameter; these
should be treated as normal debris.
❑ 11111111 "Piggyback" or utilize a contract awarded by another entity. Piggybacking may be legal
under applicable state law; however, the use of such a contract may jeopardize FEMA funding.
DIMAward pre-disaster/stand-by contracts with mobilization costs or unit costs that are
significantly higher than what they would be if the contract were awarded post -disaster. Such
contracts should have variable mobilization costs depending upon the size of the debris work that
may be encountered.
FEMA Public Assiganee.
D.�
ris Maagenlent baformatioa
Debris Management Contracting and Monitoring
Applicants may use force account labor and resources to accomplish part
or all of the work after a disaster or they may use contractors. If
contractors are used to do part or all of the work, the Applicant must
follow FEMA contracting guidelines to ensure maximum reimbursement
for debris removal and disposal efforts.
Acceptable Contract Types
1. Time and Materials — Cannot be used for more than 70 hours of
actual work. This type of contract is usually used immediately after a
disaster to mobilize contractors to start emergency removal efforts.
These contracts should have a termination clause and a not -to -exceed
limit for both time and costs. The contract should be terminated when
the first of these limits is reached.
2. Unit Price — Is usually used when the scope of work is hard to define
and is based on estimated quantities of debris. Unit price contracts
are based on weight (tons) or volume (cubic yards). These contracts
require close monitoring during removal, hauling and disposal to
ensure accuracy.
3. jump Sum — Should only be used when the scope of work is clearly
defined and the areas of work can be precisely identified. Lump
sum contracts establish one price for all work included in the contract.
The price is fixed unless the scope of work changes. This type of
contract is easy to monitor when the scope is well-defined.
A pre -awarded contract for emergency services may be used if the contract
was competitively bid and prices are comparable with established rates in
the region. The contract issuer may be a jurisdiction or a regional
operational authority. "Piggybacking" by using an existing contract
established by another jurisdiction is not recognized by FEMA as an
• acceptable form of contracting.
Cost plus a percentage, contingency contracts, and contracts awarded to
debarred contractors are not allowed.
Contract Monitoring/Debris Monitoring
As a condition of the FEMA grant funding program, the Applicant is
responsible for ensuring that the contract is properly monitored so that
quantities and expenses are documented to substantiate FEMA funding.
✓ Monitors should verify that debris picked up is eligible; measure truck
Toad capacities; verify volumes or weights of debris in trucks; inspect
pick-up areas, haul routes, temporary storage sites, and disposal sites;
verify the contractor is working in assigned areas; and ensure other
contract requirements are met.
1 The Applicant should train and deploy debris monitors to watch and
document contractor activities. Debris monitors may come from the
Applicant's full-time work force, temporary hires, or contracted
services. The Applicant may also request FEMA/State assistance with
debris monitoring. The costs of overtime, temporary hires, and
contractors performing disaster -related debris removal work are
eligible for reimbursement.
✓ For unit price contracts, the Applicant should use load tickets to
document weights and volumes of contractor vehicles and loads.
✓ For time and materials contracts, the Applicant should document the
times that Contractor manpower and equipment are actively used
(limited to 70 hours).
✓ The Applicant can request debris monitor training from the State and
FEMA.
Contracting Tips:
✓ FEMA does not recommend, pre -
approve, or certify any debris
contractor.
✓ Only FEMA has the authority to make
eligibility decisions; contractors
cannot make eligibility
determinations.
✓ FEMA does not credential any
personnel other than official employees
and Technical Assistance Contractor
personnel.
✓ Contracts should have a well-defined
scope of work, specified costs, basis of
payment, and delivery schedule.
1 Contracts must be competitively bid
and have "reasonable" costs.
✓ FEMA will participate in uniform
practices of reimbursing mutual aid
costs if a written agreement was signed
prior to the disaster occurring.
1 Communities cannot guarantee a
minimum number of hours for a time
and materials contract.
✓ For reimbursement, Applicants must be
able to provide FEMA with
documentation of competitive bidding,
bid tabulation, contract monitoring
including field monitoring of debris
operations, quantity of debris handled,
payment, and force account costs (if
applicable).
Contracting/Monitoring References
FEMA 321, Policy Digest
FEMA 322, Public Assistance Guide
FEMA 325, Debris Management Guide
FEMA 329, Debris Management Brochure
FEMA 9580.1, Debris Operations Job Aid
FEMA 9580.4, Fact Sheet: Debris
Operations
Questions? Call the FEMA Debris
Hotline, Orlando, FL at 1-407-858-4951
m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miomi Beach, Florida 33139, www.miomibeochfl.gov
PROCUREMENT DIVISION
Tel: 305673-7490 , Fax: 305-673-7851
June 9, 2006
RE: ADDENDUM NO. 4 TO REQUEST FOR PROPOSALS (RFP) No. 29-05/06 —
DISASTER RECOVERY SERVICES (the "RFP")
In response to questions and requests for additional information received by prospective Contractors
and the Administration's additional review of the requirements set forth in the RFP, the RFP is hereby
amended as follows:
1, You are hereby advised that this RFP is subject to the Campaign Contributions by Vendor
Ordinance No. 2003-3389.
2. Based on previous experience, The City does not anticipate the clean up of any hazardous
materials.
3. The TDSRS site will be in operations 24 hours a day. However, the circulation of trucks on the
City main roads will be permitted only from 7:00 am to 7:00 pm. The City reserves the right to
modify the operation schedule.
4. The TDSRS has approximately between 6 and 10 acres and it is located at the intersection of
Alton Road and 40 street. The final disposal site will be determined by the City and notify the
Contractors during the event.
5. Exhibit A relative to the Cost Information has been revised. Please see attached. The Cost
Information provided in Exhibit A will be fixed for the first year of the contract. For the remaining
years, price will be receptive to an annual adjustment in accordance with the CPIU increment.
Contractors are not required to provide cost information for all line items to be considered for
award.
6. The attached document provides guidance as to the development of the Risk Assessment
Plan. (Please see Attachment 4).
Contractors are reminded to please acknowledge receipt of this addendum as part of your proposal
submission. Contractors that have elected not to submit a bid please complete and return the "Notice
to Prospective Bidders" questionnaire with the reason(s) for not submitting a bid.
CITY OF MIAMI BEACH
Gu Lopez,
Proc rement Director
EXHIBIT A
RFP -29-05-06 DISASTER RECOVERY SERVICES
An prices noted in this attachment are considered baseline estimate. Actual prices that will be change
will be justified at the time a work authorization in approved. Ali cost must be based upon reasonable
expenses for labor, equipment, material, and overhead/profit. Under no circumstances will costs that
exceed reimbursable limits acceptable to the Federal Emergency Management Agency (FEMA) be
proposed or approved in a work authorization.
Emeraencv Road Clearance
The contractor shall accomplish the cutting, tossing, and/or pushing of debris, hanging limbs, or leaning
trees from primary roads as identified and directed by the City of Miami Beach. The debris shall be
stacked on the right-of-way to allow passage of vehicles along the primary transportation routes.
Compensation shall be as per attached hourly rate schedule.
Hourly Equipment Schedule
With Operators for Emergency Road Clearance, Leaning Trees, Hanging Limbs, and Debris Removal from Private Property (ROE)
210 Prentice Loader
Self Loading Prentice Truck - 25 to 40 yard dump body
Wheel Loader, John Deere 544 or equivalent - 2/12 to 3 yard bucket
Tandem Dump Truck -16 to 20 yards
Mini Loader Bobcat or equivalent
D6 Dozer or equivalent
Excavator, Cat 325 or equivalent w/ debris loadinggrapple
Wheel Loader, John Deere 644 or equivalent - 3 to 5 yard bucket
Chainsaw Operator with gear
Supervisor with pick-up truck
Safety Manager with pick-up
Mechanic's Truck with tools
Flagmen for Traffic Control
Trash Transfer Trailers- 110 yard with Tractor
Bucket Truck - 50 cubic yard bed
Equipment Transports
Clerical
Laborers
Mobilization and Demobilization
Debris Removal from Public Riaht-of-Way
As directed by City of Miami Beach, the contractor shall load haul all eligible debris to a City designated
Temporary Debris Storage and Reduction Site (TDSRS) or other disposal destination. Compensation
shall be provided per cubic yards.
Oto 15 miles
116to30miles
Debris Separation/Reduction and TDSRS Manaaement
The contractor shall operate and manage the TDSRS to accept and process all event debris. The
contractor shall perform any site preparation, to include but not be limited to: (1) building and/or
maintaining roads; (2) construction of a roofed inspection tower sufficient for a minimum of three
inspectors; (3) any environmental requirements necessary to include wind control fencing, silt fencing,
hazardous materials containment area, and/or water regulations. Processing may include, but is not
limited to, reduction by tub grinding, incineration when approved, or other altemate methods of
reduction such as compaction. Prior to reduction all debris will be segregated between vegetative
debris, C&D, recyclable debris, white goods, and hazardous waste. Upon the closure of the TDSRS the
site will be restored to its Pre -Use Condition. Compensation shall be provided per cubic yards.
�•�jl�, z� . r_kn s. c�,.
Hazardous Stumps
The contractor shall remove hazardous stumps as identified and directed by City of Miami Beach.
Stump removal shall include backfilling the void with appropriate fill material and hauling the stump to
the TDSRS.
ij �', f .� i.;..'k`.f'-,.-.r'.,•-ECii.Ht!�1tF1,-}'i`
Stumps up to 6 inches in diameter
Stumps greater than 12 inches, less than 24 inches in diameter
Stumps greater than 24 inches, Tess than 48 inches in diameter
Stumps equal to or greater than 48 inches in diameter
Sand Screening
As directed by the City of Miami Beach, the contractor shall screen sand to remove all eligible debris
deposited by the event. This process includes the collection of debris laden sand, transporting the sand
to the processing screen located on the beach, processing the debris laden sand through the screen
and retuming the sand to the approximate original location. Debris removed from the sand will be
colleted, hauled, and processed as ROW debris. Compensation shall be provided per cubic yards.
Vepetation
The Contractor shall remove all eligible vegetation deposited by the event. Compensation shall be
provided per cubic yards.
r
Final Disposal
The contractor shall load and transport processed debris to from the TDSRS to a final disposal site as
directed by City of Miami Beach. Compensation shall be provided per cubic yards.
0 to 15 miles
15 to 30 miles
11! AZ
Technical Assistance
The contractor shall provide disaster recovery technical assistance to elected and appointed officials of
City of Miami Beach. This service shall include documentation and management for the public
assistance program, planning, training, and exercise development.
Service provided at no additional charge.
Permits and Licensing
The contractor shall obtain, with the assistance of City of Miami Beach, permits and licenses of a
temporary nature necessary for the execution of the scope of services.
Service provided at no additional charge.
Quality Assurance and Supervision
The contractor shall provide sufficient supervision and programmatic controls to ensure compliance
with procedural and regulatory standards established by FEMA, State of Florida, and City of Miami
Beach.
Service provided at no additional charge.
PRICE SCHEDULE FOR DEBRIS REMOVAL & DISPOSAL
SERVICES
Item Description of Service Cost Unit
Mobilization and LS
Demobilization (Lump
Sum)
2 Debris Removal from CY
Public Property (right-
of-way) and Hauling to
Temporary Debris
Storage and Reduction
Site (TDSRS) 0-15 one
way miles
3 Debris Removal from CY
Public Property (right-
of-way) and Hauling to
Temporary Debris
Storage and Reduction
Site (TDSRS) 16-30 one
way miles
4 Debris Removal from CY
Temporary Debris
Storage and Reduction
Site (TDSRS) and Hauling
to Final Disposal Site 0-
15 one way miles
5 Debris Removal from CY
Temporary Debris
Storage and Reduction
Site (TDSRS) and Hauling
to Final Disposal Site 16-
30 one way miles
6 Processing CY
(Grinding/Chipping) of
Debris at TDSRS or Final
Disposal
7 Processing (Burning) of CY
Debris at TDSRS or Final
Disposal Site
8 Pick up and Haul of UNIT
White Goods to Disposal
Site within County
(NOTE)
9 Pick up and Disposal of LB
Hazardous Material
10 Freon Management and UNIT
Recycling
11 Dead Animal Collection, LB
Transportation and
Disposal
12 Sand Sifting, Remove, CY
Sift and Replace (Beach
Re -nourishment and
public & private
property removal)
13 Ice (per pound, LB
delivered)
14 Water (per gallon, GAL
delivered)
15 Emergency Fuel - GAL
Gasoline or Diesel •
16 HAZARDOUS STUMP
REMOVAL & HAULING
TO DISPOSAL SITE
17 Material, fill dirt for CY
stump holes, purchased,
placed and shaped
18 Disaster event Attach Time &
generated hazardous Price Materials
waste abatement; Schedule
Biohazardous waste
abatement
19 Emergency Road
Clearance
20 Debris Removal from
Water Bodies (Bays,
Rivers, Streams, Canals,
Lakes)
21 Debris Removal from
Private Property (right -
of -entry program) and
Public -own Property
(other than right-of-
way)
22 Leaning Trees/Hanging
Limbs/Tree-off Program
23 Demolition of
Structures
24 Pre -event Training for
Client Personnel
25 Tipping fees to be
reimbursed to
contractor by City at
actual cost
26 Emergency Power
Generator 5 KW
27 Emergency Power
Generator 10 KW
28 Emergency Power
Generator 15 KW
29 Emergency Power
Generator 20 KW
30 Emergency Power
Generator 25 KW
Attach
Price
schedule
Attach
Price
schedule
Attach
Price
schedule
Attach
Price
schedule
Attach
Price
schedule
Attach
Price
schedule
Actual
Cost
Time &
Materials
Time &
Materials
Time &
Materials
Time &
Materials
Time &
Materials
Time &
Materials
Cost
Reimbursement
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
31
Emergency Power
Generator 30 KW
32 Emergency Power
Generator 35 KW
33 Emergency Power
Generator 40 KW
34 Emergency Power
Generator 45 KW
35 Emergency Power
Generator 50 KW
36 Emergency Power
Generator 60 KW
37 Emergency Power
Generator 70 KW
38 Emergency Power
Generator 80 KW
39 Emergency Power
Generator 90 KW
40 Emergency Power
Generator 100 KW
41 Emergency Power
Generator 110 KW
42 Emergency Power
Generator 125 KW
43 Emergency Power
Generator 150 KW
44 Emergency Power
Generator 175 KW
45 Emergency Power
Generator 180 KW
46 Emergency Power
Generator 200 KW
47 Emergency Power
Generator 250 KW
48 Emergency Power
Generator 300 KW
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
weekly
49 Emergency
Generator
50 Emergency
Generator
51 Emergency
Generator
52 Emergency
Generator
53 Emergency
Generator
54 Emergency
Generator
55 Emergency
Generator
56 Emergency
Generator
57 Emergency
Generator
58 Emergency
Generator
59 Emergency
Generator
60 Emergency
Generator
Power
350 KW
Power
400 KW
Power
450 KW
Power
500 KW
Power
675 KW
Power
750KW
Power
800 KW
Power
1000KW
Power
1250KW
Power
1400KW
Power
1500KW
Power
1750KW
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
Triple Shift/
Weekly
ATTACHMENT 4 -
Risk Assessment Plan Guide
Introduct1 n
The purpose of the Riak Assessment (RA) plan is to capture the vendor's ability to preplan (identify the
risks on a future project in terms of cost (S), time, and client expectation of quality and performance). The
RA plan is used to:
1. Assist the client in prioritizing firms based on their ability to understand the risk of a project.
2. Provide high performing vendors the opportunity to differentiate themselves due to their experience
and expertise.
3. Giving the competitive edge to experienced companies who have done the type of work before, who
can see the job from beginning to end, and who know how to minimize the risk.
4. Provide a mechanism for the high performers to regulate the low performers by ensuring that if they
are not selected, the selected company will minimize the risk and provide the client with a comparable
performance.
Vendors should keep in the mind that the RA plan is only one step in the selection process. If all the RA
plans are the same, the RA plan will have little impact in the selection (other factors, such as past
performance and interview will dictate the selection). The RA plan will become part of the contract.
Bs Plan Format
The format for the RA plan is attached. The RA Plan should clearly address the following items in a non-
technical manner:
1. List and prioritize major risk items or decisions to be made that are unique to this project. This
includes items that may cause the project to not be completed on time, not finished within budget,
generate any change orders, or may be a source of dissatisfaction for the owner. Attach a cost ($), time
extension, or quality differential for every risk.
2. Explain how the vendor will avoid / minimize the risk. if the vendor has a unique method to minimize
the risk, it should be explained in non-technical terms.
3. Propose any options that could increase the value (expectation or quality) of their work. List any value
or differential that the vendor is bringing to the project.
4. Attach a schedule with up to six major milestones and weeks of each major task.
No nemesia - In order to minimize any bias by the evaluation committee, the RA Plans must not contain
ANY names (such as contractor, manufacturer, or designer names, personnel names, project names,
product names, or.company letterhead). The RA Plans should not contain any marketing information.
Length - The client's goal is to make the selection process as efficient as possible. Efficiency is to
minimize the effort of all participants, especially those who will not get the project. Therefore, the RA plan
should be a brief, well organized and concise. The RA plan must not exceed 2 pages.
Pont size - The font should be no smaller than 12 point.
Organization - Outline format. The attached format is only a sample.
10
Impact of Risks
Risks are any items that you should be concerned with throughout the entire project. They ane the most
critical items that can impact the cost, time, or quality expectation of the client. Think through the project.
What would bother the client? Why would you have to communicate with the client? What would make
someone call the client's representative and cause them stress? The risks should be prioritized, or listed in
order by the greatest risks at the top to the lowest risk in descending order. Each risk should have a cost
and/or time concern. If the risk has cost implications, the actual estimated cost should be listed. If it has
time concerns, the number of days should be listed.
Radutt of Risk Assessment Plans
RA plans will be rated by 3 or 4 individuals (technical and non-technical.)
Rating criteria will be:
I . The understanding and minimization of risks.
2. Contractor's differentiation of their value.
3. Schedule.
The process will take no more than 30 minutes. They will prioritize the best (10) to the worst (1). if they
all look alike, they are directed to give all "5a" and the project will be determined on the other factors.
ChM}t for Risk Assessment Plan
1. Are all names removed from the RA plan: personal, project, or company names?
2. Does every risk have a coat or time attached to it?
3. Are risks listed, high impact risks? (Do not list risks that you can easily handle unless you perceive
others are not doing it)
4. Does the RA plan include all service, quality control processes, documentation that you do that your
competition docs not.
5. Are you including PR risks such as interfacing with project managers, users of the facility, or
audit/inapection personnel?
6. Do you have a simple schedule with major milestones?
?. Do you understand that anything you list becomes a part of your contract?
8. Does your RA plan differentiate you? By how much?
9. Can your RA plan make a non-technical person comfortable with hiring you?
10. Did you num the pages of the risk assessment plan?
11. Did you gopies of your RA plan?
If all items are checked, your risk assessment plan is ready to submit.
11
ATTACHMENT 5 -
Risk Assessment Plan Format
Please prioritize the risks (list the greatest risks first). Indicate the potential impact to cost (in terms of $),
and/or schedule (in terms of calendar Days). You rosy iddldelctc the risk tables below u necessary.
Manor Risk Items
Risk 1:
Impact: Cost (5) Schedule (Days)
Solution:
Risk 2:
Impact: Cost ($) Schedule (Days)
Solution:
Risk 3:
Impact: Cost ($) __.._ Schedule (Days)
Solution:
Risk 4: _ __ — _._._
Impact: Cost (5) Schedule (Days)
Solution:
Risk 5:
Impact: Cost (5) Schedule (Days)
Solution:
Risk 6:
Impact: Cost (5) Schedule (Days)
Solution:
Risk 7:
Impact: Cost (3) Schedule (Days)
Solution:
Risk 8:
Impact: Cost (3) Schedule (Days)
Solution:
Risk 9:
Impact: Cost (5) __ Schedule (Days)
Solution:
Risk 10:
Impact: Cost (5) Schedule (Days)
Solution:
12
Value Added ptions or Differentials twhat vett will do that the others do notl
Vendors should identify any value added options or differentials that they are proposing, and include a
short description of how it adds value to the project. Identify if the items will increase or decrease
schedule, coat, or expectation. You may add/delete the value tables below a. necessary.
Item I:
Impact: Cost ($) Schedule (Days) _—_
Item 2:
Impact: Cost (S) Schedule (Days)
Item 3:
Impact: Coat ($) Schedule (Days)
Item 4:
Impact: Cost ($) --� Schedule (Days) --___--
Item S:
Impact: Cost (S) Schedule (Days)
Schedule (mazlesum six uailestonesl
Milestones (start, finish, no of workdays)
Total number of workdays
13
CA MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
PROCUREMENT DIVISION
Tel: 305-673-7490 , Fax: 305-673-7851
June 15, 2006
RE: ADDENDUM NO. 5 TO REQUEST FOR PROPOSALS (RFP) No. 29-05106 —
DISASTER RECOVERY SERVICES (the "RFP")
The RFP is amended as follows:
1. The attached document outlines important information as to City of Miami Beach storage
regulated and unregulated Tank Inventory. This document is for informational purpose only.
Inasmuch as this change does not materially affect the RFP document, proposers are not required
to acknowledge this addendum to be deemed responsive.
CITY OF MI MI EACH
Gupez, CPPO
Procurement Director
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