2015-35 Tidal Basin Government Consulting, LLC Agreement for Disaster Debris Monitoring ServicesRESOLUTION NO. 2015 -35
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
AVENTURA, FLORIDA, AUTHORIZING THE CITY MANAGER ON
BEHALF OF THE CITY TO EXECUTE AND OTHERWISE ENTER INTO
THE ATTACHED AGREEMENT BETWEEN THE CITY OF AVENTURA
AND TIDAL BASIN GOVERNMENT CONSULTING, LLC TO PERFORM
PROFESSIONAL DISASTER DEBRIS MONITORING SERVICES;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO CARRY OUT THE AIMS OF THIS RESOLUTION; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Aventura, pursuant to applicable state law, has solicited
and reviewed proposals from firms to provide professional services relative to Disaster
Debris Monitoring Services (RFP No. 15- 03- 11 -2), and
WHEREAS, Resolution No. 2015 -26 established the selection of Tidal Basin
Government Consulting, LLC to perform Disaster Debris Monitoring Services for the
City and authorized negotiations with the selected firm; and
WHEREAS, City Staff has negotiated fees and scope of services with the
selected firm (Tidal Basin Government Consulting, LLC) and recommends approval of
the Agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF AVENTURA, FLORIDA, THAT:
Section 1. The City Manager is hereby authorized on behalf of the City of
Aventura to execute and otherwise enter into that certain Agreement between the City
of Aventura and Tidal Basin Government Consulting, LLC for disaster debris monitoring
services.
Section 2. The City Manager is hereby authorized to do all things necessary
and expedient in order to effectuate the execution of the attached Agreement described
in Section 1 above, and to carry out the aims of this Resolution.
Section 3. This Resolution shall become effective immediately upon its
adoption.
The foregoing Resolution was offered by Vice Mayor Cohen, who moved its
adoption. The motion was seconded by Commissioner Weinberg, and upon being put
to a vote, the vote was as follows:
Commissioner Denise Landman Yes
Commissioner Marc Narotsky Yes
Commissioner Robert Shelley Yes
Commissioner Howard Weinberg Yes
Vice Mayor Enbar Cohen Yes
Mayor Enid Weisman Yes
Commissioner Teri Holzberg Absent
City of Avenlura Resolution No. 2015 -35
Page 2
PASSED AND ADOPTED this 511 day of May, 2015.
ATTEST:
G�
ELLISA L. HORVATH
CITY CLERK
APPROVED AS TO LEGAL SUFFICIENCY:
CITY ATTORNEY
ENID WE SMAN, MAYOR
AGREEMENT BETWEEN THE CITY OF AVENTURA AND
TIDAL BASIN GOVERNMENT CONSULTING, LLC FOR
DISASTER DEBRIS MONITORING SERVICES
THIS AGREEMENT, made and entered into the
of May , 20157 by and between:
CITY OF AVENTURA, FLORIDA
a municipal Corporation
19200 W. Country Club Drive
Aventura, Florida 33180
(hereinafter referred to as "CITY ")
AND
5th
TIDAL BASIN GOVERNMENT CONSULTING, LLC
an S Corporation organized in the District of Columbia
675 N. Washington Street, Suite 400
Alexandria, VA 22314
(hereafter referred to as "CONTRACTOR ")
day
WHEREAS, on February 11, 2015 the City issued a Request for
Proposals (RFP No. 15- 03 -11 -2) for Disaster Debris Monitoring Services; and
WHEREAS, staff recommends that the contract be awarded to Tidal Basin
Government Consulting, LLC; and
WHEREAS, the City Commission concurs with the staff recommendation
and deems it to be in the best interests of City;
NOW, THEREFORE, in consideration of the benefits provided by
CONTRACTOR to the citizens of Aventura and the covenants and conditions
herein expressed and the faithful performance of all such covenants and
conditions, the parties agree as follows:
SPCainn 1
1.01 The above recitals are true and correct and are incorporated
herein.
Section 2. TERM AND TIME OF PERFORMANCE
2.01 The initial term of this Agreement shall be effective upon the
approval of the City Commission and shall terminate after three (3)
2.02
years. This Agreement may be renewed for two (2) additional one
(1) year terms.
(a) All duties, obligations and responsibilities of CONTRACTOR
required by this Agreement shall be completed no later than the
deadlines established by the Contract Administrator. For the
purposes of this Agreement, the Contract Administrator is the
Community Services Director, or other individual as designated
by the City Manager's Office. Time shall be deemed to be of
the essence in performing the duties, obligations and
responsibilities required by this Agreement.
(b) The Contract Administrator shall be responsible for
coordinating and communicating with the CONTRACTOR and
to manage and supervise execution and completion of the
Scope of Services as set forth herein and in the respective Task
Authorization.
Section 3. SCOPE OF SERVICES
3.01 The CONTRACTOR shall complete the scope of services in
accordance with the requirements of CITY'S RFP outlined in Exhibit
"A ", attached hereto and incorporated herein. In addition, the
CONTRACTOR shall complete the CONTRACTOR's proposed
Scope of Services as attached hereto and incorporated herein as
Exhibit "A-1". The parties acknowledge that the Haul Pass System
designated in Exhibit "A -1" is subject to the approval of its usage by
the Federal Emergency Management Agency ( "FEMA ") and that
CONTRACTOR may need to utilize another system approved by
FEMA, subject to the approval of CITY.
3.02 CITY and CONTRACTOR acknowledge that the scope of services
is a description of CONTRACTOR's responsibilities and obligations
and is deemed to include preliminary considerations and
prerequisites and all labor, materials, equipment and tasks which
are such an inseparable part of the work described that exclusion
would render performance by CONTRACTOR impractical, illogical
and unconscionable.
3.03 No work shall begin or any costs incurred for any part of the
services without an approved Task Authorization. The Task
Authorization to be issued by CITY shall define and describe the
Scope of Services items in operational terms and will include the
maximum amount of compensation to the CONTRACTOR for the
2
completion of the Task Authorization. The Task Authorization must
be approved and executed by the CITY's Contract Administrator to
be valid. For the CONTRACTOR, the Task Authorization must be
approved and executed bye or 0 j
3.04 Each Task Authorization will designate a lump sum amount or time
and expenses method for compensation and the maximum amount
to be incurred to the specific tasks authorized by the Task
Authorization. All charges shall be in accordance with the Price
Proposal, attached hereto and incorporated herein as Exhibit "C"
No changes will be accepted for items not pre - approved within
Task Authorization.
3.05 Any change in the Scope of Services must be accomplished by
written amendment to this Agreement and executed by both
panties. The City Manager shall act for CITY under this Section
3.05.
Section . CONSIDERATION
4.01 CITY agrees to compensate CONTRACTOR for the services
performed by CONTRACTOR pursuant to the requirements of
Section 3 of this Agreement. The panties acknowledge and agree
that the pricing as designated in Exhibit "CP1, is inclusive of all costs
due CONTRACTOR for services rendered pursuant to this
Agreement, including but not limited to travel, subsistence and
reimburbl.
4.02 Method of Billing and Payment.
ent.
(a) CONTRACTOR shall submit invoices for compensation to
the CITY' Contract Administrator for completed services on a
monthly basis. Invoices shall be submitted no later than the 15 th
day of the month for services rendered during the prior month.
Invoices shall clearly designate the services es per formed in
accordance with the applicable Task Authorization.
(b) CITY will make its best efforts to part' CONTRACTOR within
thirty 3 calendar days of receipt of proper invoice the total
shown to be due on such invoice. All payments for services are
subject to the applicable Task Authorization; however, under no
circumstances will costs that exceed reimbursable limits
acceptable to FEIVIA be proposed or approved in ar Task
Authorization, unless otherwise approved by CITY. All invoices
must comply with the requirements of this Agreement and must
be submitted on ar form that is ceptarble to CITY. Payment
may be withheld for failure of CONTRACTOR to comply with a
term, condition, or requirement of this Agreement.
(c) Services under a Task Authorization shall not exceed the
approved amount. Should an additional amount be required,
the CONTRACTOR acknowledges that in accordance with
Section 2 -253 (5) of the City Code, the City Manager has the
authority to make emergency purchases. (Purchases arising
out of or because of emergencies shall be exempt from the
competitive bid requirements. Emergencies constitute a
situation, occurrence or matter necessitating immediate or quick
action and not permitting adequate time to utilize competitive
bidding). Any such authorization from the City Manager shall be
in writing.
4.03 Notwithstanding any provision of this Agreement to the contrary,
CITY may withhold, in whole or in part, payment to the extent
necessary to protect itself from loss on account of inadequate or
defective work that has not been remedied or from loss due to fraud
or reasonable evidence indicating fraud by CONTRACTOR or
failure to comply with this Agreement. When the above reasons for
withholding payment are removed or resolved in a manner
satisfactory to the Contract Administrator, payment may be made.
The amount withheld shall not be subject to payment of interest by
CITY.
4.04 Payment to CONTRACTOR shall be made payable to Tidal Basin
Government Consulting, LLC and sent to:
Tidal Basin Government Consulting, LLC
675 N. Washington Street, Suite 400
Alexandria, VA 22314
Section 5. DUTIES AND RESPONSIBILITIES OF CITY
5.01 The CITY shall issue Task Authorizations as required in
accordance with this Agreement, together with the applicable
purchase orders.
5.02 CITY shall be responsible for scheduling and coordinating all
required meetings with the applicable personnel, including any
other CITY Contractors.
5.03 The City shall designate the applicable Contract Administrator for
each designated event and notify CONTRACTOR in writing.
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5.04 Other assistance as may be reasonably required in assisting
CONTRACTOR to complete the required scope of services.
Section 6. INSURANCE REQUIREMENTS
6.01 Such policy or policies shall be without any deductible amount
unless otherwise noted in this Agreement and shall be issued by
approved companies authorized to do business in the State of
Florida, and having agents upon whom service of process may be
made in Miami -Dade County, Florida. The CONTRACTOR shall
pay all deductible amounts, if any. The CONTRACTOR shall
specifically protect the City by naming the "City of Aventura" and"
CITY'S officers, agents and employees" as additional insureds
under the Commercial Liability Policy as well as on any Excess
Liability Policy coverage. The official title of the certificate holder is
the "City of Aventura." This official title shall be used in all
insurance documentation.
6.02 The Contractor shall purchase and maintain, in full force and effect
for the life of the contract, at contractor's sole expense, the
following insurance policies:
(a) A business automobile policy (including automobile liability,
garage keepers, and garage liability) which covers any vehicles
used in connection with this agreement, regardless of whether
the vehicle is owned, rented, hired or borrowed by the
contractor. Minimum limits for bodily /property damage liability
shall be One Million Dollars ($1,000,000) per occurrence.
Coverage must be afforded on a form no more restrictive than
the latest edition of the Business Automobile Liability Policy,
without restrictive endorsements, as filed by the Insurance
Services Office, and must include:
• Owned Vehicles, if applicable.
• Hired and Non -Owned Vehicles, if applicable.
• Employers' Non - Ownership, if applicable.
(b) A Comprehensive general liability policy shall be provided
which shall contain minimum limits of One Million Dollars
($1,000,000) per occurrence and Two Million Dollars
($2,000,000) combined single limit for bodily injury liability and
property damage liability. Coverage must be afforded on a form
no more restrictive than the latest edition of the Commercial
General Liability Policy, without restrictive endorsements, as
filed by the Insurance Services Office and must include:
5
Premises and /or operations and independent contractors. Products
and /or Completed Operations for contracts. Broad Form
Contractual Coverage applicable to this specific Agreement,
including any hold harmless and /or indemnification agreement.
Personal Injury Coverage with Employee and Contractual
Exclusions removed, with minimum limits of coverage equal to
those required for Bodily Injury Liability and Property Damage
Liability.
(c) A workers' compensation and employer's liability policy
which covers all of the contractor's employees to be engaged in
work on this contract as specified by and in accordance with
Chapter 440, Florida Statutes, as may be amended from time to
time, the "Workers' Compensation Law" of the State of Florida,
and all applicable federal laws. In addition, the policy(ies) must
include:
• Employers' Liability with a limit of One Hundred
Thousand Dollars ($100,000) each accident.
• The CONTRACTOR acknowledges that the City will
not be held responsible for Workers' Compensation or
medical care for any /all of the CONTRACTOR'S
employees.
(d) A crime policy or fidelity bond covering, among other things:
theft, employee dishonesty, or embezzlement. The policy or
bond shall have minimum limits of Five Hundred Thousand
Dollars ($500,000) per occurrence.
6.03 The City of Aventura and City's officers, agents and employees
shall be named as additional insured on policies listed as (a) — (d)
of the contractor's above required policies of insurance except for
the Workers' Compensation insurance. The form and types of
coverage and sufficiency of insurer shall be subject to approval of
the City Manager.
6.04 The CONTRACTOR agrees to indemnify, defend and hold
harmless the City of Aventura from and against any and all claims,
suits, judgments, executions, and /or liabilities as to bodily injuries
and /or property damages which arise or grow out of this contract or
contractors performance or operations hereunder. Notwithstanding
any other provisions of this Agreement, it is hereby provided that to
the extent that any applicable statute is determined by a court of
competent jurisdiction to bar or impair the specific indemnification
provisions of this Agreement, the CONTRACTOR shall defend,
indemnify and hold harmless the City and City's officers, agents
0
and employees solely to the fullest extent authorized by applicable
law.
The CONTRACTOR shall, in its contract with the City, be required
to indemnify and hold harmless the City and its officers, agents,
employees and instrumentalities from any and all liability, claims,
liabilities, losses, and causes of action, including attorneys' fees
and costs of defense which the City or its officers, employees,
agents and instrumentalities may incur as a result of claims,
demands, suits, causes of actions or proceedings of any kind of
nature arising out of, or relating to or resulting from the provision of
services by the CONTRACTOR and /or its officers, employees,
agents or independent contractors. The CONTRACTOR shall be
required to pay all claims and losses in connections therewith, and
shall investigate and defend all claims, suits or actions of any kind
or nature in the name of the City, where applicable, including
appellate proceedings, and shall pay all costs, judgments and
attorneys' fees which may issue thereon. The City shall require
that the CONTRACTOR expressly understands and agrees that
any insurance protection required by this agreement or otherwise
provided by the CONTRACTOR shall in no way limit the
responsibility to indemnify, keep and save harmless and defend the
City and its officers, employees, agents or instrumentalities as
herein provided.
6.05 Copies of all policies or certificates of such insurance shall be
delivered to the City, and said documentation shall provide for the
City to be notified a minimum of thirty (30) days prior to any
cancellation, termination, reduction or non - renewal of any required
insurance policy.
The CONTRACTOR shall also, upon request by the City, provide
copies of all official receipts and endorsements as verification of
contractor's timely payment of each insurance policy premium as
required by this contract.
6.06 Coverage is not to cease and is to remain in force (subject to
cancellation notice) until all performance required of the
CONTRACTOR is completed. All policies must be endorsed to
provide the City with at least thirty (30) days' notice of expiration,
cancellation, and /or restriction. If any of the insurance coverages
will expire prior to the completion of the work, copies of renewal
policies shall be furnished at least thirty (30) days prior to the date
of their expiration.
7
The City reserves the right to review and revise any insurance
requirements at the time of renewal or amendment of this
Agreement, including, but not limited to, deductibles, limits,
coverage, and endorsements based on insurance market
conditions affecting the availability or affordability of coverage, or
changes in the scope of work or specifications that affect the
applicability of coverage. If the CONTRACTOR uses a
subcontractor, then the CONTRACTOR shall ensure that
subcontractor names the City as an additional insured.
Section 7. INDEMNIFICATION
7.01 GENERAL INDEMNIFICATION: The CONTRACTOR shall
indemnify, defend, save and hold harmless the CITY, its officers,
agents and employees, harmless from any and all claims,
damages, losses, liabilities and expenses, direct, indirect or
consequential arising out of or in consequential arising out of or
alleged to have arisen out of or in consequence of the negligent
acts, errors or omissions furnished by or operations of the
CONTRACTOR or his subcontractors, agents, officers, employees
or independent contractors pursuant to the Agreement, specifically
including but not limited to those caused by or arising out of any
act, omission, negligence or default of the CONTRACTOR and /or
his subcontractors, agents, servants or employees in the provision
of the services under the Agreement.
7.02 The CONTRACTOR shall pay all claims, losses, liens, settlements
or judgments of any nature whatsoever in connection with the
foregoing indemnifications including, but not limited to, reasonable
attorney's fees (including appellate attorney's fees) and costs.
7.03 CITY reserves the right to select its own legal counsel to conduct
any defense in any such proceeding and all costs and fees
associated therewith shall be the responsibility of CONTRACTOR
under the indemnification agreement. Nothing contained herein is
intended nor shall it be construed to waive CITY's rights and
immunities under the common law or Florida Statutes 768.28, as
amended from time to time.
7.04 PATENT AND COPYRIGHT INDEMNIFICATION: The
CONTRACTOR agrees to indemnify, defend, save and hold
harmless the CITY, its officers, agents and employees, from all
claims, damages, losses, liabilities and expenses arising out of any
alleged infringement of copyrights, patent rights and /or the
unauthorized or unlicensed use of any material, property or other
work in connection with the performance of the Agreement.
0
Section 8. TERMINATION
8.01 TERMINATION FOR CAUSE AND DEFAULT: In the event
CONTRACTOR shall default in any of the terms, obligations,
restrictions or conditions of the Proposal documents, CITY shall
give written notice by certified mail, return receipt requested to
CONTRACTOR of default and that such default shall be corrected
or actions taken to correct such default shall be commenced within
three (3) calendar days thereof. In the event CONTRACTOR has
failed to correct the conditions of default or the default is not
remedied to the satisfaction and approval of CITY, CITY shall have
all legal remedies available to it, including, but not limited to
termination of this Agreement in which case the CONTRACTOR
shall be liable for all procurement and reprocurement costs and any
and all damages permitted by law arising from the default and
breach of this Agreement.
8.02 TERMINATION FOR CONVENIENCE OF CITY: Upon seven (7)
calendar days written notice delivered by certified mail, return
receipt requested, to CONTRACTOR, CITY may without cause and
without prejudice to any other right or remedy, terminate the
agreement for CITY's convenience whenever CITY determines that
such termination is in the best interests of CITY. Where the
agreement is terminated for the convenience of CITY, the notice of
termination to CONTRACTOR must state that the Contract is being
terminated for the convenience of CITY under the termination
clause and the extent of termination. Upon receipt of the notice of
termination for convenience, CONTRACTOR shall promptly
discontinue all work at the time and to the extent indicated on the
notice of termination, terminate all outstanding subcontractors and
purchase orders to the extent that they relate to the terminated
portion of the Contract and refrain from placing further orders and
subcontracts except as they may be necessary, and complete any
continued portions of the work.
Section 9. RIGHTS TO AUDIT
9.01 The CONTRACTOR may be subject to audit by federal, state and
local agencies pursuant to this contract. The CONTRACTOR shall
maintain adequate records to justify all charges, expenses and cost
incurred in performing the services hereunder for at least five (5)
years from the date of contract ending date. The CITY shall have
access to such books, records, and documents for the purpose of
inspection or audit during normal business hours at a place
convenient and agreeable to the CONTRACTOR and the CITY.
9
Section 10. INDEPENDENT CONTRACTOR
10.01 It is understood and agreed that CONTRACTOR is and shall
remain an independent contractor with respect to the services
being performed by CONTRACTOR pursuant to this Agreement
and shall not, for any purpose, be deemed an employee of CITY.
Section 11. CONFLICT OF INTEREST
11.01 CONTRACTOR covenants that no person under its employ who
presently exercises any functions or responsibilities in connection
with this Agreement has any personal financial interests, direct or
indirect, with CITY. CONTRACTOR further covenants that, in the
performance of this Agreement, no person having such conflicting
interest shall be employed. Any such interests, on the part of
CONTRACTOR or its employees, must be disclosed in writing to
CITY.
11.02 CONTRACTOR is aware of the conflict of interest laws of the
Municipal Code of the City of Aventura, Miami -Dade County and
the State of Florida, Chapter 112, Florida Statutes (2014), as
amended, and agrees that it will fully comply in all respects with the
terms of said laws.
11.03 CONTRACTOR warrants that it has not employed or retained any
person, other than a bona fide employee working solely for the
CONTRACTOR, to solicit or secure this Agreement, and that it has
not offered to pay, paid, or agreed to pay, any person, other than a
bona fide employee working solely for the CONTRACTOR, any fee,
commission, percentage, brokerage fee or gift of any kind,
contingent upon or resulting from the award of this Agreement.
Section 12. ASSIGNMENT
12.01 CONTRACTOR shall not assign, transfer or subject the Agreement
or its rights, title or interests or obligations therein without CITY'S
prior written approval.
12.02 Violation of the terms of this paragraph shall constitute a breach of
this Agreement by CONTRACTOR and CITY may, at its discretion,
cancel this Agreement and all rights, title and interest of
CONTRACTOR shall thereupon cease and terminate.
10
Section 13. COMPLIANCE WITH LAWS
13.01 CONTRACTOR shall comply with all statutes, laws, ordinances,
rules, regulations and lawful orders of the United States of America,
State of Florida, City of Aventura and of any other public authority
which may be applicable to this Agreement.
Section 14. VENUE; LITIGATION
14.01 Any claim, objection or dispute arising out of the terms of this
Agreement shall be litigated in Miami -Dade County, Florida. The
parties hereby expressly waive the right to a trial by jury in any
litigation between the parties which, in any way, arises out of this
Agreement.
Section 15. GOVERNING LAW
15.01 This Agreement is made in Miami -Dade County, Florida, and the
validity, construction and effect of this Agreement shall be governed
by the laws of the State of Florida.
Section 16. INSOLVENCY
16.01 In the event that either party shall become insolvent, make a
general assignment for the benefit of creditors, suffer or permit the
appointment of a receiver for its business or its assets or shall avail
itself of, or become subject to, any proceeding under the Federal
Bankruptcy Act or any other statute of any state relating to
insolvency or the protection of rights of creditors, or become subject
to rehabilitation, then, at the option of the other party and
immediately upon written notice, this Agreement shall terminate
and be of no further force and effect.
Section 17. ENTIRE AGREEMENT
17.01 This Agreement contains the entire understanding of the parties
relating to the subject matter hereof superseding all prior
communications between the parties whether oral or written, and
this Agreement may not be altered, amended, modified or
otherwise changed nor may any of the terms hereof be waived,
except by a written instrument executed by both parties. The
failure of a party to seek redress for violation of or to insist on strict
performance of any of the covenants of this Agreement shall not be
construed as a waiver or relinquishment for the future of any
covenant, term, condition or election but the same shall continue
and remain in full force and effect.
11
Section 18. SEVERABILITY
18.01 Should any part, term or provision of this Agreement be by a court
of competent jurisdiction determined to be illegal or in conflict with
any law of the State, the validity of the remaining portions or
provisions shall not be affected thereby.
Section 19. NOTICES
19.01 All notices and other communications required or permitted under
this Agreement shall be in writing and given by:
19.02 hand delivery
19.03 registered or certified mail, return receipt requested;
19.04 overnight courier, or
facsimile to:
CITY:
Eric M. Soroka, City Manager
City of Aventura
19200 W. Country Club Drive
Aventura, FL 33180
Telephone No. (305) 466 -8910
Facsimile No. (954) 466 -8919
with a copy to:
Weiss Serota Helfman Cole &Bierman, P.L.
200 East Broward Blvd., Suite 1900
Fort Lauderdale, FL 33301
Telephone No. (954) 763 -4242
Facsimile No. (954) 764 -7770
CONTRACTOR:
Tidal Basin Government Consulting, LLC
675 N. Washington Street, Suite 400
Alexandria, VA 22314
12
With copy to:
V, V-C'.
Vkf, V�-e�a&A
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19.05 or to such other address as any party may designate by notice
complying with the terms of this Section. Each such notice shall be
deemed delivered:
19.05.1 on the date delivered if by personal delivery or
overnight courier, or
19.05.2 on the date upon which the return receipt is signed or
delivery is refused or the notice is designated by the
postal authorities as not deliverable, as the case may
be, if railed: and
19.05.3 on the date of transmission with confirmed answer
back if by fax.
Section 2 . WARRANTIES
20.01 CONTRACTOR warrants to CITY that it is not insolvent, it is not in
bankruptcy proceedings or receivership, nor is it engaged in or
threatened with any litigation, arbitration or other legal or
administrative trative proceedings or investigations of any find which
could have an adverse effect on its ability to perform its obligations
under the Contract.
29.02 CONTRACTOR warrants to CITY that it will comply with all
applicable federal, state and local lavers, regulations and orders in
carrying out its obligations under the Contract.
20.03 All warranties crude by CONTRACTOR together with service
warranties and guarantees shall run to CITY and the successors
and assigns of CITY.
Section 21. NONDISCRIMINATION AND
EQUAL OPPORTUNITY EMPLOYMENT
21.1 During the performance of this Agreement, the CONTRACTOR
shall not discriminate against any employee or applicant for
employment because of race, religion, color, sex or national origin.
13
The CONTRACTOR will take affirmative action to ensure that
employees are treated during employment, without regard to their
race, creed, color, or national origin. Such action must include, but
not be limited to, the following: employment, upgrading; demotion
or transfer; recruitment or recruitment advertising, layoff or
termination; rates of pay or other forms of compensation; and
selection for training, including apprenticeship. The
CONTRACTOR(s) shall agree to post in conspicuous places,
available to employees and applicants for employment, notices to
be provided by the contracting officer setting forth the provisions of
this nondiscrimination clause. Further, CONTRACTOR shall
comply with the non - discrimination provisions of City Charter
Section 7.09.
Section 22. PERMITS, FEES AND NOTICES
22.01 CONTRACTOR shall secure all permits and fees, licenses and
charges necessary for the proper execution and completion of the
work. The costs of all permits, fees, licenses and charges shall be
included in the price except where expressly noted in the
specifications requirement or in the Task Authorization.
Section 23. PERFORMANCE MEASURES
23.01 The parties acknowledge and agree that the performance
measures are the indicators to measure the quality of performance
and service by the CONTRACTOR to be utilized by CITY. The
performance measures for this Agreement are as designated in
Exhibit "D ", attached hereto and incorporated herein.
THE BALANCE OF THIS PAGE INTETIONALLY LEFT BLANK.
14
IN WITNESS F THE FOREGOING, the parties have set their hands and sears the
day and year first written above.
CITY of AVE
BY: ATTEST:
EFT M. SOROKA, dITY Af A E F BY:
CITY CLEF
APPROVED 5 TO FORM
OFFICE OF THE CITY A ORNE
■
T-
�ECRETARY7
STATE of FLORIDA
IDA
COUNTY OF BRO ARD
o�F . a
CONTRACTOR
TOF
Bi 3L
Pr''nt Name:
Title: Etr_5LJ%jUg:
A.
BEFORE Ea are officer duly authorized by lave to administer oaths and take
acknowledgments, personally appeared � � �� .._ .. vcLA as
,c C, a r_ of '. � 4c ,,. r r and
acknowledged they executed the foregoing Agreement as the prope fficial of
13AD-1 ' L r, -Lo-% ern for the use and purposes mentioned in it and that
the instrument is the act and deed of T � �AC , ..& 1
IN WITNESS of THE FOREGOING, I have set my hand and official seal at
in the State and County aforesaid on this day of t' � , 201 .
A Y PU13LI
My Commission Expires: �0 D( 6
"EAT"M WATSON
ITS MOW
REG. 0761 84M
CO ONWMN OF VMGM
1 15
EXHIBIT "A"
REQUEST FOR PROPOSAL 15- 03 -11 -2
DISASTER DEBRIS MONITORING SERVICES
CITY OF AVENTURA
REQUEST FOR PROPOSAL
15- 03 -11 -2
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s
t�t
DISASTER DEBRIS MONITORING SERVICES
SUBMITTAL DATE: Wednesday, March 11, 2015 2:00 P.M.
ISSUING DATE: Wednesday, February 11, 2015
TABLE OF CONTENTS
CONTENTS:
PAGE #
FORMAL REQUEST FOR PROPOSAL ...................................... ..............................4
GENERAL INFORMATION ......................................................... ..............................5
ACRONYMS /DEFINITIONS ........................................................ ..............................6
REQUEST FOR PROPOSAL ...................................................... ..............................9
INTENT................................................................................... ..............................9
INTRODUCTION........................................................................ ...............................
9
BACKGROUND.......................................................................... .............................10
SCOPEOF SERVICES .............................................................. .............................10
CITY OBLIGATIONS .................................................................. .............................20
TERMS AND CONDITIONS OF CONTRACT ............................ .............................20
DEFAULT /FAILURE TO PERFORM .......................................... .............................20
CANCELLATION...................................................................... ...............................
21
RIGHTS TO AUDIT .................................................................... .............................21
SUBMISSION OF PROPOSAL .................................................. .............................22
CONDITIONS OF PROPOSALS ................................................ .............................23
PROCEDURE FOR REVIEW ..................................................... .............................23
EVALUATION OF PROPOSALS ................................................ .............................24
ADDITIONAL INFORMATION /CLARIFICATIONS ..................... .............................24
INFORMATION REQUIRED OF PROPOSER ........................... .............................25
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CITY'S RIGHTS ......................................................................... .............................26
INSURANCE REQUIREMENTS ................................................ .............................27
GENERAL REQUIREMENTS .................................................... .............................29
NONCONFORMANCE TO CONTRACT CONDITIONS ............. .............................31
ASSIGNMENT........................................................................... .............................31
AWARD OF PROPOSAL ......................................................... ............................... 31
IDENTICAL (TIE PROPOSALS) ................................................. .............................31
PREFERENCE TO LOCAL BUSINESSES ................................ .............................31
HOLDHARMLESS ..................................................................... .............................31
CANCELLATION...................................................................... ............................... 32
DISPUTES................................................................................. .............................32
ADDENDA, CHANGES OR INTERPRETATIONS DURING BIDDING ...................32
DEFAULT PROVISIONS ............................................................ .............................32
SECONDARY /OTHER VENDORS ............................................ .............................33
CONE OF SILENCE PROVISION .............................................. .............................33
CAMPAIGN FINANCE RESTRICTIONS ON VENDORS ......... ............................... 34
PUBLIC ENTITY CRIME /DISQUALIFICATION ........................ ............................... 37
CONFLICTS OF INTEREST ...................................................... .............................38
SKILLS AND EXPERIENCE OF THE PROJECT MANAGER
AND OTHER KEY PERSONNEL OF THE FIRM .................. .............................38
RESPONDENT'S CERTIFICATION ........................................... .............................39
PROPOSAL SCHEDULE FOR DISASTER DEBRIS
MONITORING SERVICES .................................................. ............................... 41
2
SWORN STATEMENT PURSUANT TO SECTION 287.133(3) (a)
FLORIDA STATUTUES, ON PUBLIC ENTITY CRIMES ....... .............................44
BUSINESS ENTITY AFFIDAVIT ................................................ .............................46
"NO BID OR PROPOSAL" RESPONSE ..................................... .............................48
REFERENCES......................................................................... ............................... 49
DRUG -FREE WORKPLACE AFFIDAVIT ................................... .............................51
W -9 ................................................................................ ............................... 53
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REQUEST FOR PROPOSAL
RFP # 15- 03 -11 -2
CITY OF AVENTURA
DISASTER DEBRIS MONITORING SERVICES
The City of Aventura, Florida, (the "City ") is requesting proposals from qualified firms to provide
the City with Disaster Debris Monitoring Services. All proposals shall be received at the
address below, until 2:00 P.M. (EST), WEDNESDAY, MARCH 11, 2015 at which time they will
be opened and read aloud.
RFP # 15- 03 -11 -2
Office of the City Manager
City of Aventura
19200 West Country Club Drive
Aventura, FL 33180
Submittals must be received no later than 2:00 P.M. on Wednesday, March 11, 2015 and
clearly marked on the outside "RFP # 15- 03 -11 -2 DISASTER DEBRIS MONITORING
SERVICES ". Late submittals will not be accepted.
Interested parties may obtain the Request for Proposal (RFP) package from
www.demandstar.com or www.cityofaventura.com /finance /bids.shtml, on or after Wednesday,
February 11, 2015. The RFP package contains detailed information about the Statement of
Work, Proposal submission requirements and selection procedure resulting from this RFP.
Any or all questions should be submitted in writing by email to Indra Sarju, Purchasing Agent at
sarjui(a cityofaventura.com.
Pursuant to City Code Sec. 2 -260 (Ordinance 2002 -12), public notice is hereby given that a
"Cone of Silence" is imposed concerning this City's competitive purchasing process, which
generally prohibits communications concerning the RFP from the time of advertisement of the
RFP until the beginning of the City Commission meeting at which the City Manager makes a
written recommendation to the City Commission concerning the competitive purchase
transaction. Please see the detailed specifications for the public solicitation for services for a
statement fully disclosing the requirements of the "Cone of Silence ".
The City of Aventura reserves the right to accept or reject any and /or all proposals or parts of
proposals, to workshop or negotiate any and all proposals, to waive irregularities and to request
re- proposals on the required materials or services.
Eric M. Soroka, ICMA -CM
City Manager
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GENERAL INFORMATION
SCOPE OF SERVICES
DISASTER DEBRIS MONITORING SERVICES.
PROPOSAL DUE DATES
Complete proposals are due on Wednesday, March 11, 2015 at 2:00 P.M. Proposals must
be received in the Office of the City Manager by the date and time indicated, with opening
immediately following at the City of Aventura, 19200 West County Club Drive, Aventura, FL
33180.
Proposals should be addressed or delivered to:
RFP # 15- 03 -11 -2
Office of the City Manager
City of Aventura
19200 West Country Club Drive
Aventura, FL 33180
Questions Concerning this RFP should be directed by email in writing to:
Ms. Indra Sarju, Purchasing Agent
City of Aventura
19200 West Country Club Drive
Aventura, FL 33180
Phone: (305) 466 -8925
Email: sarjui(a cityofaventura.com
In order to facilitate review of the proposals, each proposer must submit an original
with one (1) CD that contain a single PDF file that contains your entire response in the
order as presented in the Proposer document, including any attachments plus three
(3) additional copies with CDs of the RFP response on or before the submission
deadline indicated herein.
THE RESPONSIBILITY FOR OBTAINING AND SUBMITTING A PROPOSAL TO THE
OFFICE OF THE CITY MANAGER ON OR BEFORE THE STATED DATE AND TIME OF:
WEDNESDAY, MARCH 11, 2015 AT 2:00 P.M.
IS SOLELY AND STRICTLY THE RESPONSIBILITY OF THE PROPOSER. THE CITY IS
NOT RESPONSIBLE FOR DELAYS CAUSED BY ANY MAIL, PACKAGE OR COURIER
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SERVICE, INCLUDING THE U.S. MAIL, OR CAUSED BY ANY OTHER OCCURRENCE.
ANY PROPOSAL RECEIVED AFTER THE DATE AND TIME STATED IN THE
SOLICITATION TIMETABLE IN THIS REQUEST FOR PROPOSAL WILL NOT BE
OPENED AND WILL NOT BE CONSIDERED. TELEGRAPHIC OR FACSIMILE
PROPOSALS SHALL NOT BE CONSIDERED.
Hand - carried Proposals may be delivered to the above address during the City's regular
business hours, Monday through Friday, excluding holidays observed by the City, but not
beyond the Due Date and Time. Proposers are responsible for informing any commercial
delivery service, if used, of all delivery requirements and for ensuring that the required
information appears on the outer wrapper or envelope used by such service.
The Proposal must be signed by an authorized officer of the Proposer who is legally
authorized to enter into a contractual relationship in the name of the Proposer. The
submittal of a Proposal by a Proposer will be considered by the City as constituting an offer
by the Proposer to perform the required services, and /or provide the required goods, at the
price stated by the Proposer.
ACRONYMS /DEFINITIONS
For the purposes of this Request for Proposal (RFP), the following acronyms /definitions will
be used:
City /Owner: City of Aventura or designated representative when appropriate.
Commission: The term Commission as used throughout this document will mean the City
Commission of City of Aventura, Florida.
Competitive Solicitation: Means an invitation to bid, a request for proposal, or an
invitation to negotiate.
Contract: Shall refer to the Contract that may result from this RFP.
Contractor: The organizations) /individual(s) that is awarded and has an approved contract
with the City for the services identified in this RFP.
DMC: Disaster Monitoring Contractor(s)
DRC: Debris Removal Contractor(s)
Due Date & Time: Shall refer to the due date and time listed in the Solicitation Timetable of
this Solicitation.
EOC: Emergency Operation Center
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Evaluation Committee: An independent committee comprised solely of City
representatives established to review proposals submitted in response to the RFP, score the
proposals and recommend a Proponent(s).
FEMA: Federal Emergency Management Agency
FSS: Florida State Statutes
May: Indicates something that is not mandatory but permissible.
Offeror: Shall refer to any offerer(s) submitting an Offer in response to this RFP.
Proponent: Organization /individual submitting a bid /proposal in response to this RFP.
Proposal: Shall refer to any offer(s) submitted in response to this RFP.
Proposer: Shall refer to anyone submitting a Proposal in response to the RFP.
Provider or Successful Proposer: Shall refer to the Proposer receiving an award as a
Result of this RFP.
Request for Proposal, RFP, RFQ or Solicitation: Shall mean this Request for Proposal
including all Exhibits and Attachments as approved by the City and amendments or change
orders issued by the City.
Responsible Vendor: A vendor who has the capability in all respects to fully perform the
contract requirements and the integrity and reliability that will assure good faith performance
Responsive Bid /Proposal: A bid or proposal or reply submitted by a responsive and
responsible vendor that conforms in all material respects to the solicitation.
Shall /Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement
will, if material, result in the rejection of a proposal as non - responsive.
Should: Indicates something that is recommended but not mandatory. If the Proponent
fails to provide recommended information, the City may, at its sole option, ask the
Proponent to provide the information or evaluate the proposal without the information.
Failure after demand will result in rejection.
Sub - Contractor & Sub - Consultant: Shall refer to any person, firm, entity, or organization,
other than the employees of the Successful Proposer, who contract with the Successful
Proposer to furnish labor, or labor and materials, in connection with the Work or Services to
the City, whether directly or indirectly, on behalf of the Successful Proposer.
7
Work, Services, Program, Project or Engagement: Shall refer to all matters and things
that will be required to be done by the Successful Proposer in accordance with the Scope of
Work and the Terms and Conditions of this Solicitation.
THE REST OF THIS PAGE IS INTENTIONALLY LEFT BLANK
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REQUEST FOR PROPOSAL
SUBJECT: DISASTER DEBRIS MONITORING SERVICES
OPENING DATE & TIME: WEDNESDAY, MARCH 11, 2015 @ 2:00 P.M.
SUBMIT TO: RFP # 15- 03 -11 -2
Office of the City Manager
City of Aventura
19200 West Country Club Drive
Aventura, Florida 33180
RFP NUMBER: 15- 03 -11 -2
INTENT
The City of Aventura, Florida (the "City ") is inviting the submission of proposals from
qualified firms to provide disaster debris monitoring services for the City. Subsequent to the
City Commission's adoption of a Resolution authorizing the City Manager to negotiate an
agreement with the highest ranking firm, the City will enter into an agreement with a prime
contractor, and may enter into a similar agreement with backup contractors. By submitting a
proposal, a proposer agrees to be the prime contractor if awarded the prime contract or if
selected as a backup contractor, a proposer agrees to enter into a backup contract.
INTRODUCTION
The City has a diverse population of over 37,000 and desires to engage the services of a
qualified firm(s) to provide disaster debris monitoring services and the associated
management and accounting services that are required during an emergency. The
successful contractor(s) shall be responsible for monitoring the recovery efforts of the Debris
Removal Contractor(s) (DRC) in the field in accordance with Federal Emergency
Management Agency (FEMA) guidelines, rules, regulations and policies, and to process the
subsequent resulting Contractor(s) invoices on behalf of the City on an as- needed basis.
Whether specifically outlined herein or not, any activity(s) requiring monitoring of the
process and successful invoice filing for FEMA reimbursement are considered part of this
scope of services.
The City is located in the Intracoastal Waterway in Northeast corner of Miami -Dade County
and is approximately 3.2 square miles in size. The City of Aventura desires to speed up
removal of debris after an emergency, and therefore, it is anticipated the Debris Removal
Contractor(s) would perform the initial clearing and removal of debris following an event for
a minimum of one week. Depending on the extent of damage and the County's ability to
respond in a timely manner, the City may choose to extend the cleanup period beyond the
first week.
0
All firms must be licensed to do business in Florida and be in good standing with Miami-
Dade County and the City of Aventura and give the City of Aventura priority status. Must be
in full compliance with all local codes, OSHA Safety Standards, FEMA guidelines, rules and
regulations, (including but not limited to FEMA fact sheet 9580.203) as amended from time
to time The State of Florida ADA Code (as amended from time to time) will apply.
BACKGROUND
The City of Aventura was incorporated on November 7, 1995 in Miami -Dade County.
Aventura is 3.2 square miles located on the Intracoastal Waterway in Northeast Miami -Dade
County and is conveniently located between Miami and Fort Lauderdale just east of 1 -95.
The northern boundary of the City is the Miami - Dade /Broward County line, the western is
the FEC Railroad, the eastern is the Intracoastal watery and the southern boundary is NE
176th Street.
SCOPE OF SERVICES
The City of Aventura requires the following services:
1. The Debris Monitoring Contractor (DMC) shall provide trained field (debris)
monitors, stump /tree removal monitor, hanger monitors, leaner monitors, tower
monitors, residential drop -off site monitors and supervisory and accounting staff
as required by the City.
2. Review, Permits, Licenses and Certificates:
A wide variety of permits, licenses, and certificates may be required to perform
debris management work, depending on the assignment. The Consultant will
work closely with the City and local agencies and regulators to clarify and
resolve any compliance issues, as well as to determine requirements for and to
obtain necessary permits, licenses and certificates, if requested. In these
cases, the Consultant will identify the requirements and demonstrate
compliance, even though permits are not required. Some of the permits that we
anticipate being required for this type of work include, but may not be limited to
the following:
A. Environmental Permits — asbestos /lead paint abatement, construction
permit, demolition permits
B. Clean Water Act (NPDES) Permits — emergency discharge permit, indirect
discharge permit, wetlands disturbance permit, and storm water
management permit
C. Clean Air Act (Emissions) Permits —burn permit (air curtain incinerators),
stack - monitoring permit, fugitive emissions (dust) control permit.
D. TDSRS and Final Disposal permits or authorizations from FDEP and the
County DERM if appropriate. All final disposal sites must be pre - approved
by the CITY.
10
3. Consultant will mobilize a staff of sufficient size to adequately monitor debris
operations. During this period, the Project Manager will provide daily updates
on debris removed and estimate the time remaining for job completion.
4. The DMC shall provide one Project Manager (PM) who shall remain within the
City throughout the duration of the storm and subsequent cleanup who will
supervise all the field monitoring activities.
A. The Project Manager must have the following experience:
1) Experience demonstrating current capacity and current expertise in
debris removal, solid waste and hazardous waste management and
disposal. Must demonstrate experience as a Project Manager or
equivalent capacity managing hurricane debris monitoring for a
government entity involving a minimum of 150,000 cubic yards of
debris.
2) Documented knowledge and experience of Federal, State and Local
emergency agencies, state and federal programs, funding sources
and reimbursement processes.
Include on page 11, the information above for the Project Manager to include resumes
for the Project Manager, Operations Manager and job descriptions for other key
personnel. Job descriptions shall also be provided for any other position added by
the proposer. The proposer shall also submit a management plan and organization
chart.
5. The Project Manager (PM) shall be available to attend daily meetings throughout
the recovery process, until the City no longer needs the PM's input.
Substitutions of the personnel in this position, is prohibited and can only occur
with explicit prior approval by the City. The PM shall report to the Community
Services Director or their designee 24 hours prior to a hurricane event. For
other natural disasters, the PM shall report to the Community Services Director
or their designee within 12 hours after notification.
A. The PM must have the following experience:
The PM who shall be responsible for the overall monitoring of debris
contractors and the management of the consultant's monitoring team shall
be the City's point -of- contact. At the availability of the City, the PM will be
physically located in the Emergency Operations Center (EOC) or other
location specified by the City. The PM shall assign an operations manager
to oversee each debris recovery contractor. The PM will be supported by
the full array of resources to enhance efficiency and expedite deliverables.
The PM's responsibilities include:
11
1) Coordinating daily briefings, work progress, staffing, and other key
items with the City.
2) Scheduling work for all team members and contractors on a daily
basis.
3) Scheduling and managing field staff.
4) Monitoring recovery contractor's progress and making /implementing
recommendations to improve efficiency and speed up recovery work.
5) Assisting the City with responding to public concerns and comments.
6) Conducting safety inspections.
7) Ensuring compliance with contracts by all subcontractors.
8) Scheduling and running periodic meetings with field staff and
contractors.
The DMC shall provide other trained personnel and supervisors as required to
manage the field monitoring activities.
A. The PM who shall be responsible for the overall monitoring of the
Consultant shall be prepared to staff a project management team
consisting of the following members; however, final determination of
staffing will be made by the CITY depending on need:
1) Project Manager
2) Operations Managers
3) FEMA Coordinator
4) Scheduler /Expediters
5) GIS Analyst
6) Field Supervisors
7) Debris Site /Tower Monitors
8) Environmental Specialist
9) Project Inspectors (Citizen Site Monitors)
10) Project Inspectors (Load Ticket Data Entry Clerks /QA /QC) Billing and
Invoice Analysts
11) Administrative Assistants
12) Field Coordinators (Crew Monitors)
The Consultant may use other required positions as necessary with the
written approval of the City's Community Services Director or their
Designee. All such positions and applicable hourly rates shall be listed in
the cost proposal.
7. Consultant will provide a quality control team consisting at a minimum of two (2)
monitors per site and one (1) monitor per recovery crew. This team will monitor
the recovery contractors for contract compliance, efficiency and regulatory
compliance. They will provide feedback to the City through their management
team. They shall be equipped with state -of- the -art technology, which include
12
digital cameras, computers and other communication devices and GPS units
with an accuracy of three (3) meters.
A. Response Time /Mobilization:
The consultant shall comply with the following requirements:
1) Reporting to EOC —The PM, and at his discretion other key
personnel, shall report to the EOC at a minimum of 24 hours prior to a
hurricane event, if requested by the City. For other natural or
manmade disasters the consultant shall report within six (6) hours
after notification.
2) Debris Sites —The Consultant shall ensure that site monitors as
specified below are deployed and operational commensurate with the
beginning of debris collection and the establishment of debris sites.
At a minimum, monitoring shall consist of the following personnel:
a) Two (2) staff per debris site
b) Final determination of staffing for per debris recovery crews will
be made by the CITY as the field environment may require
B. Responsibilities of the Quality Control Team:
1) Documenting daily and weekly recovery work, ensuring that proper
records are maintained for trip tickets and recovery costs.
2) Inspecting means and methods to measure and record work and
recommending changes that may be needed.
3) Stopping work in progress that is not being performed or documented
in the appropriate manner.
4) Inspecting work in progress to ensure that removal efforts include
debris of the proper type in the proper areas.
5) Checking work in process to make sure that the proper work
authorizations, permits, and other prerequisites have been received.
6) Reporting on any improvements in work assignments and /or
efficiency /productivity that may be appropriate.
7) Maintaining digital photo documentation of recovery work on a weekly
basis. All photographs presented shall show the address, description
in detail of hangers, stumps and leaners removed. The team shall
photograph every stump and leaner removed as well as a random
sample of hangers removal activities and GPS coordinates.
8. The Consultant will prepare and submit operational reports throughout the
duration of the recovery operations. Daily reports shall document the debris
contractors' activities and progress from the previous day and shall be submitted
by 10:30 A.M. to a distribution list established by the City Project Manager.
Each daily report submitted will contain the following minimum information:
13
A. Contractor name
B. Contract number
C. Reports and graphs to delineate production rates of crews and their
equipment, progress by area and estimations of total quantities remaining,
time to completion, and daily cumulative cubic yards of debris removed,
processed and hauled.
D. GIS mapping data updates and digitized reports.
E. All GIS layers required will be provided to the Contractor by the City's
Community Services Department, prior to an event or as soon as possible
to ensure up to date files and consistency in field structure. All GIS data
must be in an ESRI format 8.3 or higher version. Personnel geo- database
is acceptable based on size restraints.
F. Scanned documents should be at a minimum 300 dpi and in jpg, tiff or pdf
file format.
9. Technical Expertise and Guidance — As directed by the City, the Consultant
shall provide:
A. A comprehensive emergency management plan to include plan
development; plan review, and plan revisions.
B. Safety assessment to include plan development, procedure development,
staff training, and staff augmentation.
C. Safety assessments of facilities.
D. A comprehensive mitigation program to include development of a mitigation
plan, staff training, cost benefit analysis, project management,
environmental review and staff augmentation.
E. Development of debris plan to include staff training.
F. Project management to include the formulation and management of
permanent work projects, task force management and management
services for Commissions, Boards and Panels.
G. Technical support and assistance in developing public information.
H. Other reports and data as required by the City.
10. The Monitors shall have vehicles, telephones, meals, lodging arrangements,
safety gear, cameras, GPS devices, and other incidentals necessary to work up
to 12 hour days, and up to 7 days per week during an emergency. All direct
cost associated with monitoring (including those afore mentioned) shall be
included in the unit rate for the monitor or supervisor. The Monitors shall
complete tickets provided by the Contractor to verify and validate:
A. Date
B. Preprinted Ticket Number
C. Contract Number and Contractor's Name
D. Truck Number
E. Truck Capacity in Cubic Yards
14
F. Load Size, either in Cubic Yards or Tons (including percent full and
certified capacity)
G. Truck Driver's Name and Company Name
H. Debris Classification:
I. Burnable (if applicable)
J. Non - Burnable
K. Mixed
L. Vegetative
M. Construction and Demolition Debris
N. Other
O. Zone /Sector
P. Dumpsite Location and Destination
Q. Loading Time (from work site)
R. Dumping Time (at disposal site)
S. Loading Site Monitor's Name and Signature
T. Dumping Site Monitor's Name and Signature
U. Loading Location by Full Address or Nearest Landmark
V. Loading Location by GPS coordinates, marked on the ticket and provided
in electronic file. The GPS unit shall maintain a location accuracy level of
three (3) to five (5) meters. The GPS collection data shall contain the
following fields: Data/Time, Ticket number, Operator ID, and
Latitude /Longitude (in decimal degrees). The data file shall be exportable
in a computer readable Comma Delimited format ( *.CVS). The GPS
exported data file names shall be uniquely names including the area,
Operator Name and date. The file naming convention shall be from:
XxxareaxxXxxnamexx -dare (the 1St letter of each word shall be capitalized).
This GPS file name shall be record on each of the Ticket documents.
W. Crew Number and Hangers per Tree (or hangers)
X. Crew Number and Tree Diameter (for Leaners)
Y. Any other information required by the City or deemed pertinent by
personnel providing the information.
11. The DMC shall certify the capacity of each Contractor(s) Truck used during the
emergency, to include the following:
A. Truck Number
B. Truck Driver's Name and Phone Number
C. Date
D. Certified Capacity as Measured by the DMC in the field, to include inside
dimensions
E. DMC Representative's Name and signature (personnel who is certifying the
capacity)
F. Contractor's Name
G. Truck License Plate Number
15
H. Truck Re- Certifications shall be conducted by the DMC and shall be
conducted as needed and as well as when directed by the City
I. The DMC shall maintain all truck certification sheets as well as an
electronic summary of truck certifications.
12. The DMC shall provide up to 30 trained Field Monitors, as needed for each
disaster, as determined by the City. Field, Right -of -Way, Road and Debris
Monitors are equivalent for the purpose of this Agreement. These Monitors shall
be available and ready to work in accordance with the following schedule:
A. Within three (3) calendar days of disaster —ten (10) monitors
B. Within seven (7) calendar days of disaster — twenty (20) monitors
13. The DMC shall provide up to two (2) trained Tower Monitors at one time, as
needed for each disaster, as determined by the City. Each tower must be
staffed by two (2) Tower Monitors to handle load tickets and verify debris
amounts.
14. The DMC shall provide up to two (2) trained Residential Drop -off Site Monitors
at one time, as needed for each disaster, as determined by the City. These
monitors shall be available within three (3) calendar days of the disaster and will
record the license tag number of each residential vehicle that brings debris to
Residential Drop -off sites.
15. The DMC shall maintain all Contractor(s) tickets processed during the recovery'
review all Contractor(s) invoices and make a recommendation as to how much
of the invoice should be paid based on the tickets collected and the truck
certification sheets in hand. No ticket shall be recommended for payment
unless the truck indicated on that ticket has a corresponding truck certification
form, signed by the DMC. Contractor(s) invoices shall be reviewed and a
recommendation regarding payment shall be made by the DMC within fourteen
(14) calendar days of the City giving the invoice to the DMC. Each
recommendation shall contain:
A. The Contractor(s)' Invoice
B. The DMC's cover letter recommending payment
C. All back -up spreadsheets verifying the recommendation of payment
D. All tickets associated with recommendation of payment
E. Truck certification forms
F. Any other data pertinent to the payment of the Contractor(s)' invoice by the
City
16. All data created or received by the DMC shall be maintained in an electronic file
and provided to the City and /or FEMA when needed.
16
17. The City will provide the DMC a list of public and /or private roads to include the
Federal Highway Assistance Roads (FHWA) and may require the DMC to
ensure that debris is collected only on roads that are eligible for reimbursement.
18. The DMC shall provide a Phase I Environmental Assessment of each of the
Temporary Debris Disposal Sites within four (4) weeks of the request by the
City. This effort shall be invoiced to the City at cost plus ten percent (10 %) (i.e.
the cost a firm or a laboratory to conduct the Phase I Environmental
Assessment plus a 10% mark -up for the DMC). The cost of each Phase I
Environmental Assessment shall be approved by the City prior to any work
being done.
19. The DMC shall assist the City in assessing the rehabilitation of Temporary
Debris Disposal sites by the Contractor(s).
20. The DMC shall mark and take a digital picture of the trees /stumps to be
removed with a numerical system.
21. The DMC shall provide an estimated capacity by survey of each pile of
vegetation material at each Residential Drop -off Site within four (4) weeks of the
request by the City. This effort shall be invoiced to the City at cost plus 10%
(i.e. the cost of a surveyor to survey and estimate the total cubic yards of all
piles plus a 10% mark -up for the DMC). The cost of each survey shall be
approved by the City prior to commencement of any work.
22. Any other specialty direct costs required and approved by the City shall be
invoiced to the City at cost plus 10 %.
23. The DMC shall attend all meetings pertaining to disaster debris recovery and
shall provide meeting minutes of all meetings within three (3) business days
after the meeting.
24. The DMC shall invoice the City every two (2) weeks or monthly, at the DMC's
discretion.
25. When the City issues a Notice to Proceed to the DMC, the City and the DMC
shall determine the positions and number of persons required to adequately
provide the services.
A. The City shall review DMC's staffing level as necessary and direct DMC to
adjust personnel accordingly. The City may perform on -site inspections to
verify staffing needs.
B. During this period, the PM will provide daily updates on the services and
estimate the time remaining for job completion.
17
C. The DMC shall provide continuous service on an hourly basis at the agreed
upon rates. Hours worked and type of work performed must be
documented on weekly timesheets signed by the person performing the
work and the PM. The City may verify work being performed.
26. For the purposes of the RFP, the City has assumed a certain number of
personnel hours required (Proposal Fee Form). This assumption is for proposal
purposes only and does not restrict the City's ability to request personnel as
needed.
27. The DMC shall provide other disaster relief services as required by the City.
A. Training and Assistance: Sessions for all key City personnel and
assistance in all Disaster debris recovery - planning efforts as requested.
B. Preliminary Safety Assessment: Determine the impact and magnitude of
the disaster event before federal assistance is requested, identifying
hangers, leaners, stumps and unsafe trees, pre and post disaster
estimates of debris quantities, documenting eligible costs and describing
the physical and financial impact of the disaster.
C. Debris Planning Efforts: Assist in all disaster debris recovery planning
efforts as requested by the City. These planning efforts shall include but
are not limited to development of a debris management plan, assistance in
the identification of adequate temporary debris storage and reduction sites,
estimation of debris quantities, and emergency action plans for debris
clearance following a disaster event.
D. Digitization of all source documentation (such as load tickets and supplies
to the City with each invoice).
E. Pre and Post soil sampling of the site.
F. A full -size evaluation, including maps of locations and surveys (wetlands,
threatened and endangered species).
G. Permitting, Licensing and Certifications.
H. Follow the best management practices as outlined in the Florida
Stormwater Erosion and Sedimentation Control Inspector Manual.
28. The DMC shall provide GIS support as necessary and as required by the City to
assist the City in delineating loading locations of debris. This information will be
especially important in the reimbursement process as FEMA has typically not
reimbursed for debris collected on private roads.
29. Assessment of Debris Accumulation In Drainage Canals:
Consultant will assist the City in assessing and documenting the debris
accumulation and safety issues in the City's drainage canals and provide the
City with a GIS map depicting canals requiring focused maintenance, with GIS
files and maps.
im
30. Event Closure:
Consultant will assist the City in preparing final reports necessary for
reimbursement by FEMA, FHWA and any other applicable agency for disaster
recovery efforts by City staff and designated debris removal contractors, in an
effort to achieve the maximum allowable reimbursement. The Consultant will
assist in reviewing and processing requests for payment by the disaster debris
removal contractors.
31. The DMC Final Report:
A final report will be prepared by the Consultant and will be submitted to a
distribution list as established by the City Project Manager within 30 days of
completion of the recovery operations. Recovery Operations includes
remediation of sites, closure of sites and conclusions of all related operations.
At a minimum, the following information will be included in this report:
A. Discussion of disaster response requirements and results.
B. Recommendations for future disaster response strategies.
C. Copies of manifests, certificates, and related documents.
D. Log books and all other data taken during the implementation of the
Disaster Response Plan.
THE REST OF THIS PAGE IS INTENTIONALLY LEFT BLANK
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CITY OBLIGATIONS
The City shall notify the DMC when a "watch" has been established to put on notice. The
City shall notify DMC when a "warning" has been established so DMC can ready the
monitors and equipment required within three (3) calendar days of disaster.
The City shall furnish all information and documents necessary for the commencement of
work including valid written Notice to Proceed.
The City will provide a map of the City with a detailed grid /zone of each Contractor(s) area.
TERMS AND CONDITIONS OF CONTRACT
The DMC will be required to enter into a non - exclusive contract with the City incorporating
this Request for Proposals and the documents submitted by the proposer.
The DMC shall not assign, transfer, or subcontract this contract either in whole, or in part,
without prior written approval of the City.
Prices quoted on the proposal will be considered firm for each type work to be performed.
Prices must be within acceptable FEMA guidelines.
The successful DMC shall be awarded a contract for three (3) years with the option to renew
the contract for two (2) additional one -year periods. Options for renewal will only be
exercised upon mutual written agreement. Unit prices will remain firm for the first year and
may be adjusted according to the Consumer Price Index (CPI) for each subsequent year
DEFAULT /FAILURE TO PERFORM
The City shall be the sole judge of nonperformance, which shall include any failure on the
part of the successful proposer to accept the award, to furnish required documents, and /or
to fulfill any portion of this contract within the time stipulated.
Upon default by the successful proposer to meet any terms of this agreement, the City will
notify the Company that within three (3) days (weekends and holidays excluded) they must
remedy the default. Failure on the Company's part to correct the default within the required
three (3) days shall result in the contract being terminated and upon the City notifying in
writing the Company of its intentions and the effective date of the termination. The following
shall constitute default:
1. Failure to perform the work required under the contract and /or within the time
required or failing to use the subcontractors, entities and personnel as identified
and set forth, and to the degree specified in the contract.
2. Failure to begin the work under this contract within the time specified.
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3. Failure to perform the work with sufficient workers and equipment or with
sufficient materials to ensure timely completion.
4. Neglecting or refusing to remove materials or perform new work where prior
work has been rejected as non conforming with the terms of the contract.
5. Becoming insolvent, being declared bankrupt, or committing act of bankruptcy or
insolvency, or making an assignment renders the successful bidder incapable of
performing the work in accordance with and as required by the contract.
6. Failure to comply with any of the terms of the contract in any material respect.
In the event of default of a contract, the successful Company shall pay all attorney's fees
and court costs incurred in collecting any damages. The successful Company shall pay the
City for any and all costs incurred in ensuing the term of the contract.
CANCELLATION
The City of Aventura reserves the right to cancel this contract by written notice to the
Company effective the date specified in the notice should any of the following apply:
1. The Company is determined by the City to be in breach of any of the terms and
conditions of the contract and /or to have failed to perform his /her services in a
manner satisfactory to the City. No consideration will be given for anticipated
loss of revenue or the canceled portions of the contract.
2. The City has determined that such cancellation will be in the best interest of the
City to cancel the contract for its own convenience.
The Company shall agree to indemnify and hold harmless and pay on behalf of the City, for
any liability and /or legal costs arising out of any claims and litigation related to the services
provided, including any actions that may arise from allegations regarding determination of
appropriateness or inappropriateness of care or any acts, errors or omissions related to the
service provided.
RIGHTS TO AUDIT
The Company may be subject to audit by federal, state and local agencies pursuant to this
contract. The Company shall maintain adequate records to justify all charges, expenses
and cost incurred in performing the services hereunder for at least five (5) years from the
date of contract ending date. The City shall have access to such books, records, and
documents for the purpose of inspection or audit during normal business hours at a place
convenient and agreeable to the Company and the City.
In order to facilitate review of the proposals, each proposer must submit an original
with one (1) CDs that contain a single PDF file that contains your entire response in
the order as presented in the Proposer document, including any attachments plus
three (3) additional copies with CDs of the RFP response on or before the submission
deadline indicated herein.
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Submittals shall be received no later than 2:00 P.M. on WEDNESDAY, MARCH 11, 2015
and clearly marked on the outside "RFP # 15- 03 -11 -2 DISASTER DEBRIS MONITORING
SERVICES PROPOSAL ".
OFFICE OF THE CITY MANAGER
CITY OF AVENTURA
19200 WEST COUNTRY CLUB DRIVE
AVENTURA FL 33180
SUBMISSION OF PROPOSAL
Incurred Expenses:
The City is not responsible for any expenses which proposers may incur preparing and
submitting proposals called for in the Request for Proposals.
Interviews:
The City reserves the right to conduct personal interviews or required presentations on all
proposers prior to selection. The City will not be liable for any costs incurred by the
proposer in connection with such interviews /presentations (i.e. travel, accommodations,
etc.).
Proposal Acknowledge:
By submitting a proposal, the proposer certifies that the proposer has fully read and
understands the proposal method and has full knowledge of the scope, nature, and quality
of work to be performed.
Request for Additional Information:
The proposer shall furnish such additional information as the City of Aventura may
reasonably require. This includes information which indicates financial resources as well as
ability to provide the system and /or services. The City reserves the right to make
investigations of the qualifications of the proposer as it deems appropriate, including but not
limited to, a background investigation conducted by the City's Police or Community
Development Departments.
Acceptance /Rejection /Modification to Proposals:
The City reserves the right to reject any and all proposals, and to waive minor irregularities
in the procedure.
Proposals Binding:
All proposals submitted shall be binding for one hundred twenty (120) calendar days
following opening.
Proposal Withdrawal:
Proposers may withdraw their proposals by notifying the City in writing at any time prior to
the scheduled opening. Proposers may withdraw their proposals in person or through an
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authorized representative. Proposers and authorized representatives must disclose their
identity and provide receipt for the proposal. Proposals, once opened, become the property
of the City and will not be returned to the Proposers.
Proposal Disclosure:
Upon opening, proposals become "public records" and shall be subject to public disclosure
consistent with Chapter 119, Florida Statutes. Proposers must invoke in writing the
exemptions to disclosure provided by law in the response to the RFP by providing the
specific statutory authority for claimed exemptions, identifying the data or other materials to
be protected, and stating the reasons why such exclusion from public disclosure is
necessary.
CONDITIONS OF PROPOSALS
1. Late Proposals — Proposals received by the City after time specified for receipt
will not be considered. Proposers shall assume full responsibility for timely
delivery at the location designated for receipt of proposals.
2. Completeness — All information required by this RFP must be supplied to
constitute an acceptable proposal.
3. Public Opening —All proposals will be publicly opened at the time and place
specified. Proposals may be reviewed by any person at such time as the City
provides notice of an intended decision or until thirty (30) days after opening the
proposals, whichever is earlier.
4. Award Presentation —The City Manager will present to City Commission for
acceptance and final award, one (1) or more of the proposals, or reject all
proposals, within one hundred and twenty (120) calendar days from the date of
opening of proposals.
5. Oral Presentations — Proposers may be requested to provide oral presentations
to the Evaluation Committee.
PROCEDURE FOR REVIEW
A Committee has been established to review and evaluate all proposals submitted in
response to this RFP. The Committee shall conduct a preliminary evaluation of all
proposals on the basis of the information provided and other evaluation criteria as set forth
in this RFP.
The Committee will first review each proposal for compliance with the minimum
qualifications and mandatory requirements of the RFP. Failure to comply with any
mandatory requirements will disqualify a proposal.
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The City's Purchasing Agent will notify all proposers whose proposals are within the
competitive range. The competitive range is determined by the City, and will include all
proposals with a reasonable chance of being selected for award, considering experience
and other pertinent factors based upon evaluation criteria.
The City reserves the right to reject any and all proposals and to waive minor irregularities in
the proposal. The City further reserves the right to seek new proposals when it is in the best
interest of the City to do so.
EVALUATION OF PROPOSALS
1. A Review Committee consisting of the City Manager, Finance Director, and the
Community Services Director will evaluate the written proposals. Evaluation will
include the following criteria:
A. Skill and experience demonstrated by the proposer in performing contracts
of a similar nature (Max. 20 points)
B. Methodology /technical project approach (Max. 15 points)
C. Qualifications /experience of staff/personnel (Max. 25 points)
D. References (Max. 15 points)
E. Dollar amount of the proposal in relation to the services (Max. 25 points)
2. The highest ranked proposals will be identified and those firms will be requested to make
a formal presentation before the selection committee. The selected firms will then be
ranked according to the content of their presentations. The City Manager will then
recommend that the City Commission adopt a resolution authorizing the City Manager to
negotiate an agreement with the highest- ranking firm to provide Disaster Debris
Monitoring Services for the City as the Prime Contractor and may enter into a similar
agreement with backup contractors.
ADDITIONAL INFORMATION /CLARIFICATIONS
Information provided by the City is to facilitate proposals. Effort was made to provide
necessary and accurate information when this request was prepared, but the City is not to
be penalized for any lack of completeness. Accuracy of this data is not guaranteed. It is the
sole responsibility of proposers to assure that they have all information necessary for
submission of their proposals.
Any questions relative to interpretation of specifications or if more information is needed,
please contact the Indra K. Sarju, CPP6, via email before Monday, March 2, 2015 at:
sarjui(a cityofaventura.com.
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INFORMATION REQUIRED OF PROPOSER
In order to insure a uniform review process and to obtain the maximum degree of
comparability, it is required that the proposals be organized in the manner specified.
A. Proposal Format:
Proposal shall be in the following order:
Title Page, Table of Contents, Letter of Introduction, All documents requiring
signatures (i.e. Proposal Certification Form, Questionnaire, Drug Free
Workplace, etc.), Rate sheet, Qualifications, copy of Licenses, General
Information, Specific Information, References, Past Experience and Current
Contracts.
B. Title Page:
Name of Proposer's company /corporation, address, telephone number,
facsimile number, e-mail address, name of person which will handle City's
account, date, and the subject RFP # 15- 03 -11 -2 — DISASTER DEBRIS
MONITORING SERVICES
C. Letter of Introduction:
Limit to one or two pages. Briefly state the Proposer's positive commitment
and understanding of the work to be performed.
D. General Information:
State if business is local, national, or international and indicate the business
legal status (corporation, partnership etc.).
Give the date business was organized and /or incorporated, and place of
incorporation.
Ability to provide type, quality and quantity of services requested. Including
experience handling similar volume of services, financial, references and
satisfactory record of performance.
A summary of the institution's financial resources (including the latest year
audited financial statements).
General, workers' compensation, automobile and professional liability
insurance company name, and extent of coverage
Give the location(s) of the storage facility and the number of staff personnel at
the office.
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State if the business is licensed, permitted and /or certified to do business in
the State of Florida, attach copies of all such licenses issued to the business
entity.
A complete list of present clients and at least three (3) letters of
recommendation.
E. Specific Information:
Proposer shall submit a Management Plan and Organization Chart
Provide a description of the Proposer's approach to the project, to include:
Startup Procedures /Requirements; Debris Estimate Methodology; Analysis of
Debris Recovery Operations; Management of the Debris Recovery
Contractors; Billing /Invoices reporting Procedures to FEMA and the City; and
Provide a description of how the Proposer intends to fill the monitor positions.
Provide a copy of proposer's internal training program. Provide under
separate cover the Proposers training manual.
Proposers may offer alternative solutions /options to achieve successful
completion of the scope of work herein.
Experience in all aspects of emergency management to include: Operations;
Planning: contract Management; GIS Systems; and Accounting Systems
Documented knowledge and experience of Federal, State and Local
emergency agencies, state and federal programs, funding sources and
reimbursement processes
CITY'S RIGHTS
The City reserves the right to accept or reject any and /or all proposals or parts of proposals,
to workshop or negotiate any and all proposals, to waive irregularities, and to request re-
proposals on the required materials or services. The City Commission shall make a final
determination and award of proposal(s).
All materials submitted in response to the RFP become the property of the City and will be
returned only at the option of the City. The City has the right to use any or all ideas
presented in any response to the RFP, whether amended or not, and selection or rejection
of the Proposal does not affect this right, provided however, that any submittal that has been
submitted to the City Manager's Office may be withdrawn prior to submittal opening time
stated herein, upon proper identification and signature releasing submittal documents back
to the proposing firm.
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INSURANCE REQUIREMENTS
Such policy or policies shall be without any deductible amount unless otherwise noted in this
Agreement and shall be issued by approved companies authorized to do business in the
State of Florida, and having agents upon whom service of process may be made in Miami -
Dade County, Florida. The vendor shall pay all deductible amounts, if any. The vendor
shall specifically protect the City and by naming the "City of Aventura" as additional insureds
under the Commercial Liability Policy as well as on any Excess Liability Policy coverage.
The official title of the certificate holder is the "City of Aventura." This official title shall be
used in all insurance documentation.
The Contractor shall purchase and maintain, in full force and effect for the life of the
contract, at contractor's sole expense, the following insurance policies:
1. A business automobile policy (including automobile liability, garage keepers,
and garage liability) which covers any vehicles used in connection with this
agreement, regardless of whether the vehicle is owned, rented, hired or
borrowed by the contractor. Minimum limits for bodily /property damage liability
shall be One Million Dollars ($1,000,000) per occurrence. Coverage must be
afforded on a form no more restrictive than the latest edition of the Business
Automobile Liability Policy, without restrictive endorsements, as filed by the
Insurance Services Office, and must include:
Owned Vehicles, if applicable.
Hired and Non -Owned Vehicles, if applicable.
Employers' Non - Ownership, if applicable.
2. A Comprehensive general liability policy shall be provided which shall contain
minimum limits of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) combined single limit for bodily injury liability and
property damage liability. Coverage must be afforded on a form no more
restrictive than the latest edition of the Commercial General Liability Policy,
without restrictive endorsements, as filed by the Insurance Services Office and
must include:
Premises and /or operations and independent contractors. Products and /or
Completed Operations for contracts. Broad Form Contractual Coverage
applicable to this specific Agreement, including any hold harmless and /or
indemnification agreement.
Personal Injury Coverage with Employee and Contractual Exclusions removed,
with minimum limits of coverage equal to those required for Bodily Injury
Liability and Property Damage Liability.
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3. A workers' compensation and employer's liability policy which covers all of the
contractor's employees to be engaged in work on this contract as specified by
and in accordance with Chapter 440, Florida Statutes, as may be amended
from time to time, the "Workers' Compensation Law" of the State of Florida,
and all applicable federal laws. In addition, the policy(ies) must include:
Employers' Liability with a limit of One Hundred Thousand Dollars ($100,000)
each accident.
The contractor acknowledges that the City will not be held responsible for Workers'
Compensation or medical care for any /all of the contractor's employees.
4. A crime policy or fidelity bond covering, among other things: theft, employee
dishonesty, or embezzlement. The policy or bond shall have minimum limits of
Five Hundred Thousand Dollars ($500,000) per occurrence.
The City of Aventura shall be named as additional insured on policies listed as 1-4 of the
contractor's above required policies of insurance except for the Workers' Compensation
insurance. The form and types of coverage and sufficiency of insurer shall be subject to
approval of the City Manager.
The contractor agrees to indemnify, defend and hold harmless the City of Aventura from and
against any and all claims, suits, judgments, executions, and /or liabilities as to bodily injuries
and /or property damages which arise or grow out of this contract or contractors performance
or operations hereunder. Notwithstanding any other provisions of this solicitation, it is
hereby provided that to the extent that Sec. 725.08, F.S., is applicable, the selected
contractor/ vendor shall indemnify and hold harmless the City and City's officers and
employees solely to the fullest extent authorized by Sec. 725.08(1), F.S., which shall be
deemed to be incorporated herein.
The contractor shall, in its contract with the City, be required to indemnify and hold harmless
the City and its officers, agents, employees and instrumentalities from any and all liability,
claims, liabilities, losses, and causes of action, including attorneys' fees and costs of
defense which the City or its officers, employees, agents and instrumentalities may incur as
a result of claims, demands, suits, causes of actions or proceedings of any kind of nature
arising out of, or relating to or resulting from the provision of professional services by the
contractor and /or its officers, employees, agents or independent contractors. The contractor
shall be required to pay all claims and losses in connections therewith, and shall investigate
and defend all claims, suits or actions of any kind or nature in the name of the City, where
applicable, including appellate proceedings, and shall pay all costs, judgments and
attorneys' fees which may issue thereon. The City shall require that the contractor
expressly understands and agrees that any insurance protection required by this agreement
or otherwise provided by the contractor shall in no way limit the responsibility to indemnify,
keep and save harmless and defend the City and its officers, employees, agents or
instrumentalities as herein provided.
NQ
Copies of all policies or certificates of such insurance shall be delivered to the City, and said
documentation shall provide for the City to be notified a minimum of thirty (30) days prior to
any cancellation, termination, reduction or non - renewal of any required insurance policy.
The Contractor shall also, upon request by the City, provide copies of all official receipts and
endorsements as verification of contractor's timely payment of each insurance policy
premium as required by this contract.
Coverage is not to cease and is to remain in force (subject to cancellation notice) until all
performance required of the vendor is completed. All policies must be endorsed to provide
the City with at least thirty (30) days' notice of expiration, cancellation, and /or restriction. If
any of the insurance coverages will expire prior to the completion of the work, copies of
renewal policies shall be furnished at least thirty (30) days prior to the date of their
expiration.
The City reserves the right to review and revise any insurance requirements at the time of
renewal or amendment of this Agreement, including, but not limited to, deductibles, limits,
coverage, and endorsements based on insurance market conditions affecting the availability
or affordability of coverage, or changes in the scope of work or specifications that affect the
applicability of coverage. If the vendor uses a subcontractor, then the vendor shall ensure
that subcontractor names the City as an additional insured.
GENERAL REQUIREMENTS
A. Proposers must have been in business for a period of no less than five (5) years.
In the event of a joint venture, at least one (1) of the entities must have been in
business for a period of no less than five (5) years.
B. The original proposal with CDs and three (3) additional copies of the RFP
response must be furnished on or before the submission deadline indicated
herein.
C. Costs of preparation of a response to this RFP are solely those of the Proposer's.
The City of Aventura assumes no responsibility for any such costs incurred by the
Proposer's.
D. Proposing team members responding to this RFP must be present at the
presentation to the Selection Committee. The Committee will conduct no phone
interviews.
E. The contents of the written proposal of the successful firm will become part of the
contractual obligations.
F. Proposers shall respond to each item in the Content Proposal Section.
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G. Proposals shall be typed or printed. All corrections made by the Proposer prior to
the initial screening must be initialed and dated by the Proposer. No changes or
corrections will be allowed after the initial screening of proposals has commenced.
H. The City of Aventura reserves the right to accept or reject any or all proposals,
with or without cause, to waive technicalities, or to accept the proposal which, in
its sole judgment, serves the best interest of The City of Aventura.
I. Any person submitting a proposal in response to this invitation must execute Form
PUR.7068. SWORN STATEMENT UNDER SECTION 287.133(A), FLORIDA
STATUTES, ON PUBLIC ENTITY CRIMES, including proper check(s) in the
space provided, and enclosed said form with the proposal (See attached for blank
form).
J. The City reserves the right to issue modifications or addenda to more fully meet
the needs of the City.
K. By submitting a proposal, the Proposer certifies that he or she has fully read and
understands the proposal method and has full knowledge of the scope, nature,
and quality of work to be performed.
L. The City reserves the right to negotiate modifications to proposals that it deems
acceptable, reject any and all proposals, and to waive minor irregularities in the
procedure.
M. All firms submitting a proposal shall document the date and time they visited the
project site.
N. All proposals submitted shall be binding for one hundred twenty (120) calendar
days following opening. Proposals should be prepared simply and economically,
providing a straightforward, concise description of the Proposer's ability to fulfill
the requirements of the proposal.
O. In accordance with Chapter 119 Florida Statutes (Public Records Law), and
except as may be provided by other applicable State and Federal Law, all
Proposers should be aware that Request for Proposals or Request for
Qualifications and the responses are public record. All proposals received in
response to this Request for Proposal or Request for Qualifications will become
the property of the City of Aventura and will not be returned to the Proposers. In
the event of contract award, all documentation produced as part of the contract
will become the property of the City.
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NONCONFORMANCE TO CONTRACT CONDITIONS
Services offered must be in compliance with RFQ /RFP conditions and specifications and
any resulting agreement at all times. Services not conforming to RFQ /RFP conditions,
specifications or time frames may be terminated at proposer(s) expense and acquired on
the open market. Any increase in cost may be charged against the proposer.
ASSIGNMENT
The contractor shall not transfer or assign the performance required by this proposal without
the City's prior written consent. Any award issued pursuant to this proposal invitation and
monies which may be payable by the City, are not assignable except with the City's prior
written approval.
AWARD OF PROPOSAL
The City reserves the right to accept or reject any and /or all proposals or parts of proposals,
to workshop or negotiate any and all proposals, to waive irregularities, and to request new
proposals on the required materials or services. The City also reserves the right to award
the contract on a split order basis, group by group or item by item, or such combination as
will best serve the interests of the City unless otherwise stated. The City also reserves the
right to waive minor variations to the specifications (interpretation of such to be made by the
applicable department personnel). Final determination and award of proposal (s) shall be
made by the City Commission.
IDENTICAL (TIE PROPOSALS)
Shall be awarded by the City in compliance with Florida State Statutes providing for a drug
free workplace and also City Ordinance #96 -07; that is, in the event of an identical tie bid, a
preference shall be given to a business having a drug free workplace under Florida State
Statute 287.087, as amended. Failure to provide proof of compliance when requested shall
be just cause for rejection of the proposal as determined by the City, holding the City
harmless for such rejection.
PREFERENCE TO LOCAL BUSINESSES
Pursuant to Section 1(G), of Ordinance No. 96 -07, "businesses located within the (corporate
limits) of the City shall receive a preference bonus of 10% or 10 points during the tabulation
of bid proposals."
HOLD HARMLESS
All proposers shall hold the City, its officials and employees harmless and covenant not to
sue the City, its officials and employees from their decisions to reject, award or not award a
proposal, as applicable.
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CANCELLATION
Failure on the part of the vendor to comply with the conditions, specifications, requirements
and terms as determined by the City, shall be just cause for cancellation of the award, with
the vendor holding the City harmless.
DISPUTES
If any dispute concerning a question of fact arises under this contract, other than termination
for default or convenience, the dispute will be handled in accordance with Section 2 -259 of
the City Code.
ADDENDA, CHANGES OR INTERPRETATIONS DURING BIDDING
Any inquiry or request for interpretation received five (5) or more days prior to the date fixed
for the opening of the proposals will be given consideration. All such changes or
interpretations will be made in writing in the form of an addendum and, if desired, will be
mailed or sent by available means to all known prospective proposers not later than the
established proposal opening date. Each prospective proposer shall acknowledge receipt of
such addenda by including it in the proposal form. In case any proposer fails to include
such addenda or addendum, his proposal will nevertheless be considered as though it had
been received and acknowledged and the submission of his proposal will constitute
acknowledgement of the receipt of same. All addenda are a part of the contract documents
and each proposer will be bound by such addenda, whether or not received by him. It is the
responsibility of each prospective proposer to verify that he has received all addenda issued
before proposals are opened.
Any questions regarding the specifications may be directed to the Finance Department,
Indra Sarju, Purchasing Agent, located at 19200 W. Country Club Drive, Aventura, FL
331807 (305) 466 -8925 or email sari ui(a cityofaventura.com. Under no circumstances will
the City accept facsimile transmissions in lieu of a sealed proposal. Any proposals received
in the above manner will be deemed unresponsive and a "no proposal" will be entered for
the proposer.
No verbal or written information which is obtained other than by information in this RFP or by
Addenda to this RFP shall be binding on the CITY.
DEFAULT PROVISIONS
In case of default by the proposer or contractor, the City may cancel the service
agreements, procure the articles or services from other sources and hold the proposer or
contractor responsible for any excess costs occasioned or incurred thereby.
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SECONDARY /OTHER VENDORS
The City reserves the right in the event the primary proposer cannot provide an item(s) or
Service(s) in a timely manner as requested, to contact the second best proposer of this RFP
to perform said service. If the secondary contractor is unavailable, the City reserves the
right to seek and obtain other sources without thereby violating the intent of the contract.
CONE OF SILENCE PROVISION
A. Notwithstanding any other provision of these specifications, the provisions of City
Code Sec. 2 -260 "Cone of Silence" are applicable to this transaction. The "Cone
of Silence," as used herein, means a prohibition on any communication regarding
a particular Request For Proposal ( "RFP "), Request for Qualification ( "RFQ ") or
bid, between:
a potential vendor, service provider, proposer, bidder, lobbyist, or
consultant, and
the City Commission, City's professional staff including, but not limited
to, the City Manager and his or her staff, any member of the City's
selection or evaluation committee.
B. The Cone of Silence shall be imposed upon each RFP, RFQ and bid after
the advertisement of said RFP, RFQ or bid.
C. The Cone of Silence shall terminate at the beginning of the City
Commission meeting at which the City Manager makes his or her written
recommendation to the City Commission. However, if the City Commission
refers the Manager's recommendation back to the Manager or staff for
further review, the Cone of Silence shall be reimposed until such time as
the Manager makes a subsequent written recommendation.
D. The Cone of Silence shall not apply to:
(1) oral communications at pre -bid conferences;
(2) oral presentations before selection or evaluation committees;
(3) public presentations made to the City Commissioners during
any duly noticed public meeting;
(4) communications in writing at any time with any City
employee, unless specifically prohibited by the applicable
RFP, RFQ or bid documents. The bidder or proposer shall file
a copy of any written communication with the City Clerk. The
City Clerk shall make copies available to any person upon
request;
33
(5) communications regarding a particular RFP, RFQ or bid
between a potential vendor, service provider, proposer,
bidder, lobbyist or consultant and the City's Purchasing Agent
or City employee designated responsible for administering
the procurement process for such RFP, RFQ or bid, provided
the communication is limited strictly to matters of process or
procedure already contained in the corresponding solicitation
document;
(6) communications with the City Attorney and his or her staff;
(7) duly noticed site visits to determine the competency of
bidders regarding a particular bid during the time period
between the opening of bids and the time the City Manager
makes his or her written recommendation;
(8) any emergency procurement of goods or services pursuant to
City Code;
(9) responses to the City's request for clarification or additional
information;
(10) contract negotiations during any duly noticed public meeting;
(11) communications to enable City staff to seek and obtain
industry comment or perform market research, provided all
communications related thereto between a potential vendor,
service provider, proposer, bidder, lobbyist, or consultant and
any member of the City's professional staff including, but not
limited to, the City Manager and his or her staff are in writing
or are made at a duly noticed public meeting.
E. Please contact the City Attorney for any questions concerning Cone of Silence
compliance.
F. Violation of the Cone of Silence by a particular bidder or proposer shall render any
RFP award, RFQ award or bid award to said bidder or proposer voidable by the
City Commission and /or City Manager.
CAMPAIGN FINANCE RESTRICTIONS ON VENDORS
A. Pursuant to Ordinance 2005 -14; City Code Section 2 -420, vendors of the City are
prohibited from in any way providing campaign contributions to City Commission
candidates.
B. City Code Sec. 2 -420. Prohibited campaign contributions by vendors.
(a) General, prohibition, disqualification, definitions.
(1) a. No vendor shall give, solicit for, deliver or provide a campaign
contribution directly or indirectly to a candidate, or to the campaign committee
of a candidate, for the Offices of Mayor or Commissioner. Commencing on
the effective date of this article, all proposed City contracts, as well as
34
requests for proposals (RFP), requests for qualifications (RFQ), requests for
letters of interest (RFLI), invitations to submit qualifications (ISQ) or
solicitations of bids issued by the City, shall incorporated notice of this section
so as to notify potential vendors of the proscription embodied herein.
b. No candidate or campaign committee of a candidate for the Offices of
Mayor or Commissioner, shall deposit into such candidate's campaign
account any campaign contribution which is received directly or indirectly from
a vendor or which such candidate or campaign committee knows or should
know was solicited by or for a vendor or delivered or provided for a vendor.
Candidates (or those acting on their behalf) shall ensure compliance with this
code section by confirming through examination of the official vendor list
which is posted on the City of Aventura website to verify the vendor status of
any potential contributor. A candidate or the campaign committee of a
candidate shall not be in violation of this subsection if the vendor ways' not
listed as a vendor in the City website at the time that the contribution was
received or deposited so long as the candidate or the campaign committee of
a candidate did not know that the person or entity was a vendor of the City.
(2) Each prohibited act of giving, soliciting for, delivering or providing a
campaign contribution or depositing a campaign contribution in violation of
this section shall constitute a separate violation. All contributions deposited
into a candidate's campaign account in violation of this section shall be
forfeited to the City's general revenue fund.
(3) a. A person or entity, other than a then existing vendor, who directly
or indirectly makes a campaign contribution to a candidate who is elected to
the office of Mayor or Commissioner shall be disqualified for a period of 12
months following the swearing in of the subject elected official from serving as
a vendor with the City. A then existing vendor who directly or indirectly makes
a contribution to a candidate who is elected to the Office of Mayor or
Commissioner, shall be disqualified from serving as a vendor with the City for
a period of 12 months from a final finding of a violation of this section, or from
the time of action on a waiver request by the City Commission pursuant to
subsection (b) below, in the event that a waiver is sought by the vendor. In the
event that such waiver request for a particular transaction is granted, the
affected vendor shall nonetheless be disqualified from serving as a vendor
with the City as to any other goods, equipment or services to be provided by
the vendor to the City, beyond the vendor goods, equipment or services which
are the subject matter of any waiver which is granted. In the event such
waiver request is denied for a particular transaction the 12 -month
disqualification period shall continue to apply to both the particular transaction
for which the waiver was sought, as well as all other vendor activities for the
provision of goods, equipment or services to the City during that 12 -month
period.
b. For purposes of this section, the term "disqualified" shall be defined to
include:
35
1. Termination of a contributor /vendor's existing contracts with the City,
subject to the applicable waiver provisions of subsection (b) herein; and
2. Disqualification of a contributor's response to solicitation requests for
prospective vendor contracts with the City, subject to the applicable waiver of
subsection (b) herein.
(4) As used in this section:
a. Vendor.
1. A "vendor" is a person and /or entity who has been selected by the City
as the successful bidder on a present or pending bid to provide to the City
goods, equipment or services, or has been approved by the City of a present
or pending award to provide to the City goods, equipment or services, prior to,
upon or following execution of a contract, or purchase order.
2. "Vendor" shall include natural persons and /or entities who hold a
controlling financial interest in a vendor entity. The term "controlling financial
interest" shall mean the ownership, directly or indirectly, of ten percent or
more of the outstanding capital stock in any corporation or a direct or indirect
interest of ten percent or more in a firm. The term "firm" shall mean a
corporation, partnership, business trust or any legal entity other than a natural
person.
3. "Vendor" shall not include City officers or employees.
4. For purposes of this section, "vendor" status shall terminate upon
completion of performance of the agreement for the provision of goods,
equipment or service.
b. Services. For purposes of this section, the term "services" shall mean
the rendering by a vendor through competitive bidding or otherwise, of labor,
professional and /or consulting services to the City, including, but not limited
to, the provision of lobbying services to the City.
C. Campaign contributions. The term "campaign contribution" shall have the
meaning which is ascribed to the term "contributions" pursuant to F.S. §
106.011, as amended.
(b) Waiver of prohibition.
(1) Criteria for waiver. The requirements of this section may be waived by
the affirmative vote of five members of the City Commission for a particular
transaction after a public hearing, upon finding that:
a. The goods, equipment or services to be involved in the proposed
transaction are unique and the City cannot avail itself of such goods,
equipment or services without entering into a transaction which would violate
this section but for waiver of its requirements; or
b. The business entity involved in the proposed transaction is the sole
source of supply as determined by the City Manager in accordance with
procedures established by the City Manager; or
C. An emergency contract (as authorized by subsection 2- 253(5) of this
Code) must be made in order to protect the health, safety or welfare of the
citizens of the City; or
36
d. A contract for the provision of goods, equipment or services exists which,
if terminated by the City would be substantially adverse to the best economic
interests of the City.
(2) Limited waiver. Notwithstanding the denial of the City Commission of a
waiver request regarding the provision of goods, equipment or services under
an existing contract pursuant to subsection (b)a. above, the City Commission,
may by the affirmative vote of five members of the City Commission after a
public hearing, grant a limited waiver concerning an existing contract for the
provision of goods, equipment or services between a vendor and the City
upon finding that in order to protect the health, safety and welfare of the
citizens of the City, it is necessary that the affected contract be continued for
a limited duration (not to exceed a period of six months) in order for the City to
obtain a replacement vendor.
(3) Full disclosure. Any grant of a waiver or limited waiver by the City
Commission must first be supported with a full disclosure of the subject
campaign contribution.
(c) Implementation. The City Manager is authorized to adopt additional
procurement procedures for goods, equipment or services to implement this
section. These procedures shall provide for the assembly, maintenance and
posting of an official City vendor list as referenced above.
(d) Penalty. The Ethics Commission created pursuant to Miami -Dade
County Ordinance 97 -105, shall have primary jurisdiction for enforcement of
this section. A finding by the Ethics Commission that a person violated this
section, shall subject such person to an admonition or public reprimand and /or
a fine of $250.00 for the first violation, and $500.00 for each subsequent
violation.
(e) Applicability. This section shall be applied only prospectively to
campaign contributions which are made after the date of this section.
(Ord. No. 2005 -14, § 37 10- 11 -05)
PUBLIC ENTITY CRIME /DISQUALIFICATION
Pursuant to Section 287.133(3)(a), Florida Statute all proposers are advised as follows:
"A person or affiliate who has been placed on the convicted vendor list following a conviction
for a public entity crime may not submit a bid on a contract to provide any goods or services
to a public entity, may not submit a bid on a contract with a public entity for the construction
or repair of a public building or public work, may not submit bids on leases of real property to
a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor,
or consultant under a contract with any public entity, and may not transact business with any
public entity and may not transact business with any public entity in excess of the threshold
amount provided in s.287.017 for CATEGORY TWO for a period of 36 months from the date
of being placed on the convicted vendor list."
37
CONFLICTS OF INTEREST
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida
State Statutes. BIDDER's must disclose with their Bids, the name of any officer, director,
partner, associate or agent who is also an officer or employee of the City of Aventura or its
agencies.
SKILLS AND EXPERIENCE OF THE PROJECT MANAGER AND OTHER KEY
PERSONNEL OF THE FIRM
Using a maximum of four pages, 8 1/2" X 11", describe the experience of the project
manager, and other key personnel as it relates to this project. Name specific projects
(successfully completed within the past 5 years) where the Project Manager and other key
personnel of the firm have performed previously. Specifically, provide resumes of the
project manager, operations manager and brief job descriptions for other key personnel. Job
descriptions for any other positions added by the proposer to the Cost Proposal shall also
be provided.
Specifically identify the management plan and provide an organizational chart for the team;
the organizational chart will be in addition to the four -page maximum.
THE REST OF THIS PAGE IS INTENTIONALLY LEFT BLANK
W
RESPONDENT'S CERTIFICATION
RFP # 15- 03 -11 -2
DISASTER DEBRIS MONITORING SERVICES
have carefully examined the Request for Proposal.
hereby propose to furnish the services specified in the Request for Proposal. I agree that
my submittal will remain firm for a period of at least 120 days in order to allow the City
adequate time to evaluate the submittals and determine a ranking of the most qualified
firms.
certify that all information contained in this submittal is truthful. I further certify that I am
duly authorized to provide this submittal on behalf of the firm as its act and deed and that
the firm is ready, willing and able to perform if awarded the contract.
further certify, under oath, that this submittal is made without prior understanding,
agreement, connection, discussion, or collusion with any other person, firm or corporation
tendering a submittal for the same service, that no officer, employee or agent of the City of
Aventura or any other respondent is interested in said submittal; and that the undersigned
executed this Respondent's Certification with full knowledge and understanding of the
matters therein contained and was duly authorized to do so.
Addendum # Dated
Addendum # Dated
Addendum # Dated
NAME OF BUSINESS
SIGNATURE
NAME &TITLE, TYPED OR PRINTED
MAILING ADDRESS
CITY, STATE, ZIP CODE
TELEPHONE NUMBER
FAX NUMBER
EMAIL ADDRESS
39
STATE OF )
)SS
COUNTY OF )
The foregoing instrument was sworn to and
20 by
personally known to me or produced
identification.
NOTARY PUBLIC, State of
Print Name:
Commission No.:
Commission Expires:
M
subscribed before me this
_ d ay of
Who is
as
PROPOSAL SCHEDULE FOR DISASTER DEBRIS MONITORING SERVICES
Request for Proposal #15- 03 -11
-2
Hourly fees shall include all
costs (unless otherwise specified) associated with
performance of the contract,
including applicable overhead
and profit, lodging,
meals, transportation, rentals, safety gear, telephone
costs, cameras,
GPS devices,
and other materials
POSITIONS
HOURLY RATES*
HOURS **
TOTAL
Project Manager
$
112
$
Office Supervisor
$
84
$
Operations Managers
$
112
$
FEMA Coordinator
$
150
$
Scheduler /Expediters
$
84
$
Truck Certifier
$
40
$
Field Supervisors
$
336
$
to issuance of the Notice to Proceed for each event.
Tower Monitors
$
840
$
Environmental Specialists
$
40
$
Project Inspectors (Citizen Site
$
112
$
Monitors
GIS Specialist
$
40
$
Residential Drop -Off Site
$
168
$
Monitors
Billing /Invoice Analyst (load ticket
$
40
$
data entry Clerks /QA /QC
Administrative Assistants
$
40
$
Field Monitors
$
17000
$
TOTAL
$
* Any overtime will be billed at the hourly rate multiplied by 1.5 overtime is not to be included in
any rate(s) listed on this form
* *Hours are not intended to represent
the actual
contract amount,
but are an estimated
representation of a typical work week. The actual contract value will be negotiated with successful
proposer(s) prior
Dated this day of
,
41
to issuance of the Notice to Proceed for each event.
(Month)
INDIVIDUAL, FIRM OR PARTNERSHIP
By:
(Signature)
Address:
(Year)
(Print name)
Telephone: ( ) Fax: ( )
E -mail:
Social Security Number (OR) Taxpayer Identification Number (TIN):
CORPORATION
By:
(Signature)
Address:
Telephone: ( )
E -Mail:
Taxpayer Identification Number (TIN /EIN):
State Under Which Corporation Was Chartered:
Corporate President:
Corporate Secretary:
Fax: ( )
(Print Name)
(Print Name)
42
(Print name)
Corporate Treasurer:
CORPORATE SEAL
Attest By:
Secretary
43
(Print Name)
SWORN STATEMENT PURSUANT TO SECTION 287.133 (3) (a),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED AND SWORN TO IN THE
PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICAL
AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted to the CITY OF AVENTURA, FLORIDA
By:
(print individual's name and title)
For:
(print name of entity submitting sworn statement)
whose business address is
and (if applicable) its Federal Employer Identification Number (FEIN) is:
(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn
statement:
2. 1 understand that a ""public entity crime" as defined in Paragraph 287.133 (1)(g), Florida
Statutes, means a violation of any state or federal law by a person with respect to and directly
related to the transaction of business with any public entity or with an agency or political
subdivision of any other state or of the United States, including but not limited to, any bid or
contract for goods or services to be provided to any public entity or an agency or political
subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery,
collusion, racketeering, conspiracy, or material misrepresentations.
3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133 (1) (b), Florida
Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an
adjudication of guilt, in any federal or state trial court of record relating to charges brought by
indictment or information after July 1, 1989, as a result of a jury verdict, non -jury trial, or entry of
a plea of guilty or non contendere.
4. 1 understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:
1. A predecessor or successor of a person convicted of a public entity crime; or
2. An entity under the control of any natural person who is active in the management of the
entity and who has been convicted of a public entity crime. The term "affiliate" includes those
officers' directors, executives, partners, shareholders, employees, members, and agents who
are active in the management of an affiliate. The ownership by one person of shares
constituting a controlling interest in another person, or a pooling of equipment or income
among persons when not for fair market value under an arm's length agreement, shall be a
prima facie case that one person controls another person. A person who knowingly enters
into a joint venture with a person who has been convicted of a public entity crime in Florida
during the preceding 36 months shall be considered an affiliate.
5. 1 understand that a "person" as defined in Paragraph 287.133(1) (e), Florida Statutes, means any
natural person or entity organized under the laws of any state or of the United States with legal
power to enter into a binding contract and which bids or applies to bid on contracts for the
44
provision of goods or services let by a public entity, or which otherwise transacts or applies to
transact business with a public entity. The term "person" includes those officers, directors,
executives, and partners. Shareholders, employees, members, and agents who are active in
management of an entity.
6. Based on information and belief, the statement, which I have marked below, is true in relations to
the entity submitting this sworn statement. (Indicate which statement applies).
❑ Neither the entity submitting this sworn statement, nor any of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in the
management of the entity, nor any affiliate of the entity has been charged with and convicted
of a public entity crime subsequent to July 1, 1989.
❑ The entity submitting this sworn statement, or one or more of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in the
management of the entity, or an affiliate of the entity has been charged with and convicted of
a public entity crime subsequent to July 1, 1989.
❑ The entity submitting this sworn statement, or one or more of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in the
management of the entity, or an affiliate of the entity has been charged with and convicted of
a public entity crime subsequent to July 1, 1989. However, there has been a subsequent
proceeding before a Hearing Officer of the State of Florida, Division of Administrative
Hearings and the final Order entered by the Hearing Officer determined that it was not in the
public interest to place the entity submitting this sworn statement on the convicted vendor list
(attach a copy of the final order).
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER
FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 ABOVE IS FOR THAT PUBLIC
ENTITY ONLY AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE
CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO
INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE
THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR
CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
Signature
Sworn to and subscribed before me this day
Personally known
OR
Produced identification
45
Name of Notary
Notary Public — State of
, 20
BUSINESS ENTITY AFFIDAVIT
(VENDOR/BIDDER DISCLOSURE)
I,
State:
, being first duly sworn
The full legal name and business address of the person(s) or entity contracting or
transacting business with the City of Aventura ( "City ") are (Post Office addresses are not
acceptable), as follows:
Federal Employer Identification Number (If none, Social Security Number)
Name of Entity, Individual, Partners or Corporation
Street Address Suite City State Zip Code
OWNERSHIP DISCLOSURE AFFIDAVIT
1. If the contact or business transaction is with a corporation, the full legal name and
business address shall be provided for each officer and director and each stockholder
who holds directly or indirectly five percent (5 %) or more of the corporation's stock. If
the contract or business transaction is with a trust, the full legal name and address
shall be provided for each trustee and each beneficiary. All such names and
addresses are (Post Office addresses are not acceptable), as follows:
Full Legal Name Address Ownership
M
The full legal names and business address of any other individual (other than
subcontractors, material men, suppliers, laborers, or lenders) who have, or will have, any
interest (legal equitable, beneficial or otherwise) in the contract or business transaction with
the City are (Post Office addresses are not acceptable), as follows:
Signature of Affiant
Print Name
Sworn to and subscribed before me this day of
Personally known
OR
Produced identification
Type of identification
47
Date
Notary Public
Notary Public — State of
20
My Commission expires:
Printed, typed or stamped commissioned
CITY OF AVENTURA
"NO BID or PROPOSAL" RESPONSE
If your firm is unable to submit a bid, please complete and return this form prior to date
shown for receipt of proposal, and return to:
CITY OF AVENTURA
We have declined to propose on RFP # 15- 03 -11 -2, for the following reasons:
We do not offer this service /product
Our schedule would not permit us to perform
Unable to meet specifications
Unable to meet bond /insurance requirements
Specifications unclear (please explain below)
Other (please specify below)
REMARKS
Typed Name and Title
Company Name
Address
Business Phone Fax Number
REFERENCES
Proposer shall submit as a part of the proposal package, at least five (5) business
references with Project Name/Title, Client Name with Address, Telephone &Fax Numbers,
Project Location, Fee Charged, Source of Funds, and Performance Period that have utilized
the services being proposed to the City. ( *Indicates required information)
Name:
Contact Name:
*Address:
*Telephone No.: *Fax No.:
Cell Phone No.: Email:
Date of Contract:
---------------------------------------------------------------------------- - - - - --
Name:
Contact Name:
*Address:
*Telephone No.: *Fax No.:
Cell Phone No.: Email:
Date of Contract:
49
REFERENCES continued
Name:
Contact Name:
*Address:
*Telephone No.:
Cell Phone No.:
Date of Contract:
*Fax No.:
Email:
********************************************************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Name:
Contact Name:
*Address:
*Telephone No.:
Cell Phone No.:
Date of Contract:
*Fax No.:
Email:
********************************************************************* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * **
Name:
Contact Name:
*Address:
*Telephone No.:
Cell Phone No.:
Date of Contract:
*Fax No.:
Email:
50
CITY OF AVENTURA
REQUESTED FOR PROPOSAL
DISASTER DEBRIS MONITORING SERVICES
RFP # 15- 03 -11 -2
DRUG -FREE WORKPLACE AFFIDAVIT
FLORIDA STATE STATUTE 287.087
In order to have a drug -free workplace program, a business shall:
a) Publish a statement notifying employees that the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance is
prohibited in the workplace and specifying the actions that will be taken
against employees for violations of such prohibition.
b) Inform employees about the dangers of drug abuse in the workplace,
the business's policy of maintaining a drug -free workplace, any available drug
counseling, rehabilitation, and employee assistance programs, and the
penalties that may be imposed upon employees for drug abuse violations.
1) Give each employee engaged in providing the commodities or
contractual services that are under Bid a copy of the statement specified in
subsection (1).
2) In the statement specified in subsection (1), notify the
employees that, as a condition of working on the commodities or contractual
services that are under Bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or
nolo contendere to, any violation of chapter 893 or of any controlled substance
law of the United States or any state, for a violation occurring in the workplace
no later than five (5) days after such conviction.
51
DRUG -FREE WORKPLACE AFFIDAVIT (continued)
3) Impose a sanction on, or require the satisfactory participation in
a drug abuse assistance or rehabilitation program if such is available in the
employee's community, by any employee who is so convicted.
4) Make a good faith effort to continue to maintain adrug -free
workplace through the implementation of this section.
FLORIDA STATE STATUTE 287.087
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
Vendor's Signature
52
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53
Form W-9 f R.ew . G- 2014
EXHIBIT "A -1 "
CONTRACTOR'S SCOPE OF SERVICES
DISASTER DEBRIS MONITORING SERVICES
EXHIBIT A - 1
Contractor Scope of Services
A successful response and recovery effort begins with preparation. By preparing and following a
comprehensive Debris Management Plan, the City of Aventura will be optimally positioned to
safely and quickly execute debris removal operations. As requested in the RFP, the Team will
develop and implement a debris management plan that identifies pre - selected temporary
debris sites and pre - negotiates contractors for
debris removal services.
The Team will meet with department and facility
personnel to explain and purpose and scope of the
Debris Management Plan, highlighting FEMA
requirements and expectations for plan
development under the Public Assistance
Alternative Procedures Pilot Program Debris
Management Plan requirements and FEMA 325
Debris Management Guide. We will coordinate
eVAiuRrc+
tYPA[1VE
PIS n
wPA
PREPAREDNESS
EXERCISE CYCLE
i ORGAMil121i
EQU1P
with the City, State Public Assistance
r
representatives, and the City's prequalified debris ON
removal contractor to quickly develop and submit
the plan to the State and FEMA for approval and
acknowledgement under the Alternative Procedures Pilot Program to position the City for an
additional 2% in Federal share of eligible costs.
In order to effectively serve the City of Aventura, our debris management services must also
dovetail into the City's overall Post -Storm Operations Plan and have the flexibility to adjust
based on the event specifics. Upon contract award or Notice to Proceed, the Tidal Basin Team
will complete the following to ensure operational readiness throughout the contract period and
ensure the ability to field a full team of qualified and trained debris management personnel
within 24 hours:
• Prepare staging facilities
• Develop a project plan
• Develop a communication plan
• Develop and complete necessary FEMA Public Assistance, health and safety, and
City of Aventura employee training
Start -up Procedures /Requirements
Upon contract award, our team is prepared to mobilize to the City. We have logistical
resources available to serve the City of Aventura within a 24 hour Notice to Proceed. Our
locations will be fully stocked with necessary emergency equipment, supplies, and backup
generators, enabling us to operate during a hurricane event. We will designate a primary
location with City limit as an assembly point for our inspection teams, affording us quick access
to transportation and supplies.
As mentioned previously, we will use ADRS. ADRS system uses state -of- the -art cloud based
technology to provide best in class solution for automated ticketing and billing system for
debris management. This system is tailored to provide services to all scopes of work referenced
in the RFP.
Our local offices are fully stocked with necessary emergency equipment, supplies, and backup
generators to operate during a hurricane event. The Tidal Basin team can use this location as
an assembly point for our inspection teams, affording us quick access to transportation
vehicles.
At a minimum, our staging office will be equipped with the following supplies and gear:
✓ 20 Clipboards
✓ 30 Hard Hats
✓ 30 Pairs Eye /Hearing Protection
✓ 30 Dust /Smoke Masks
✓ 30 Reflector Vests
✓ 30 Pairs Heavy Duty Gloves
✓ 30 Flashlights /Extra Batteries
✓ 30 (1) Quart Canteens
✓ 30 Bottles Sun Screen
✓ 20 Waterproof Backpacks
✓ 30 Pairs Rain Gear
✓ 30 Bottles Insect Repellent
In addition, the following basic team supplies will be maintained at other locations: (25) sets of
standard operating procedures (SOP), forms and checklists per FEMA 325, (10) cellular phones,
(20) digital cameras with extra batteries, and (20) laptop computers or tablets with GPS
capability and car chargers.
DEVELOPMENT OF A PROJECT PLAN: Project leads will coordinate to develop a Project Plan
that defines our concept of operations, assigns roles and responsibilities, and identifies the
tools, training, and other support necessary to successfully execute the project. The proposed
Plan's approach is addressed in detail later in this proposal.
DEVELOPMENT OF A COMMUNICATIONS PLAN: The Communications Plan will address
communications between corporate teaming partners, internal communications between
corporate management and assigned damage assessment coordinators, lead inspectors, and
field inspectors and will address communications between project management /leadership and
City of Aventura personnel.
Communication is the key to success in any engagement but is paramount in an emergency
situation. Our established Communications Plan includes primary and alternate points of
contact for all communications with City personnel. We will immediately work with the City to
review and refine our Communications Plan to insure that it is appropriate, workable, and
meets the City's expectations and needs.
DEVELOPMENT AND ADMINISTRATION OF REQUIRED TRAINING: In order to initiate training,
project leadership will communicate with all corporate teaming partners to confirm
commitment and mission understanding among assigned staff. If staff modifications are
necessary, the Tidal Basin Project Manager will inform City staff and will make necessary
modifications upon approval.
Concurrently, Subject Matter Experts within the team will work with the Project Manager to
develop appropriate training curricula addressing FEMA debris removal guidance, including
FEMA publication 325, Debris Management Guide, FEMA publication 327, Debris Removal
Guide, and any policy modifications or updates which may impact operations. Orientation on
the Project Plan and Communications Plan will also be developed. Our leadership and the
Project Manager will work with corporate Human Resources organizations as necessary to
ensure that all staff are properly trained before finalizing assignments to the teams. Our senior
staff are well versed in state and federal regulations, as well as various governing policies and
procedures. In addition, our professional staff have the able to adequately train personnel in
documentation and safety procedures, are able to provide supervision of all field staff, and are
able to properly respond to questions posed by staff, City personnel, and FEMA and State
representatives.
Upon completion of debris management and project training programs, the Team's leadership
and the Project Manager will coordinate with City staff to schedule and complete all required
training under any pre - existing policies and procedures.
Our team fully understands the multiple challenges that are involved with managing this
process before, during, and after a disaster. Our proven approach will be conducted in five
phases as shown in the following graphic.
Phase 1, Pre - Season Preparation, is extremely important to the success of the City's overall
debris management plan. Our Team will assist the City of Aventura in developing a "FEMA
approved" debris management plan which identifies Florida Department of Environmental
Quality permitted debris management sites and will assist the City in pre - qualifying debris
removal and monitoring contractors, as well as assist to develop a Request for Proposal
Template for these contracted services. We consider these initial steps as Best Practices to
assist in assuring that the City receives maximized funding through FEMA reimbursement and
that the funding is not jeopardized during audit.
Phases 2 and 3, Named Storm Stand -by and Imminent Storm Pre - Activation, involve
forecasting the types and quantities of debris generated by potential disaster events. During
these phases, our Team of experienced professionals will assist City personnel in defining the
anticipated scopes of the City's debris management operations, allowing them time to plan for
response and recovery resources, decide on the number and size of debris management sites
needed, and select final disposition sites for categories of debris.
Phase 4, Preliminary Survey, deals with assisting the City in identifying two important
categories of debris immediately after an event: (1) that which poses an imminent threat to
public health and safety and (2) long term debris removal associated with disaster recovery.
Our team is made up of qualified individuals well versed in the intricacies of helping
jurisdictions prepare and accurately document preliminary surveys after major disasters.
In discussing, Phase 5, Debris Removal Operations, it is important to note that FEMA defines
eligible debris work as having to be in the interest of the public and necessary to meet the
following criteria:
• Eliminates immediate threats to life, public health, and safety
• Eliminates immediate threats of significant damage to improved public or private
property
• Ensures economic recovery of the affected community to the benefit of the community -
at -large or
• Mitigates the risk to life and property by removing substantially damaged structures and
associated appurtenances as needed to convert property acquired through a FEMA
hazard mitigation program to uses compatible with open space, recreation, or wetlands
management practices
With our team's vast FEMA Public Assistance and recovery management experience, we are
experts in the areas of procurement and contracting in compliance with FEMA requirements.
Our team of professionals are equipped to assist the City of Aventura to seamlessly navigate
through the debris management and monitoring process. Our approach to debris management
will utilize these five phases to efficiently operate before, during, and after a disaster to provide
the City with the most efficient and accurate expertise.
The activities defined in the sections that follow may be modified and customized based on City
personnel's input and pending project conditions once an actual Project Plan is developed.
TIATION OF DEBRIS MANAGEMENT OPERATIONS WITHIN 24 HOURS OF NOTICE
The response phase for the team begins as soon as a potential threat is identified. The
designated Project Manager will immediately contact the City's representatives and put staff on
deployment stand -by. The Team can mobilize and be on -site within 8 hours to begin assisting
with the damage assessment and recovery effort. The project manager will meet with City
representatives and hold an initial project meeting to discuss the overall timeline of events.
The initial project meeting is designed to determine the best course of action to safely and
efficiently manage the response phase and transition to the recovery phase.
After the Notice to Proceed, we will begin locally sourcing field monitors using our network of
individuals from past projects and the list of persons previously vetted and qualified. These
individuals will receive intensive training in all aspects of FEMA debris eligibility as well as
standard safety protocol, and using the ADRS system. This thorough training will ensure they
are able to verify the eligibly of all debris collected, effectively report accurate types and
quantities of debris and ensure safe operations within 24 hours of Notice to Proceed.
We firmly believe that local hires provide the most cost - effective measure to complete the
contract requirements while positively impacting the local economy after an event.
Documentation
Thorough documentation is required at every phase of the debris removal process. This
documentation is used by the City to apply for reimbursement from FEMA. Without proper
documentation, even eligible debris removal reimbursement can be at risk for reimbursement.
This makes debris monitoring an essential element of any response operation. Our monitoring
team, project management, and data entry staff will work with City personnel and the debris
removal contractor to ensure that
• Safety measures are followed by a l l parties involved
• Team members and debris monitors are knowledgeable of eligible and ineligible debris
classifications
• Data is accurately reported by debris monitors, who will be held personally responsible
for the accuracy of information
• All loads hauled for FEMA- reimbursement purposes are properly documented through
the use of load tickets, which are essential for FEMA reimbursement
• All truck and equipment certifications and associated paperwork is completed and
accurate.
• Any illegal practices or other unlawful activities are reported immediately through the
proper channels
• Debris removal crews are tracked and cleared roads are reported to the field
supervisors
LOAD TICKETS: The process of loading storm - related debris into certified vehicles must be
physically witnessed by a debris monitor and documented through the use of a load ticket.
Load tickets are usually multi -part carbon tickets that contain detailed information about the
load.
2. Eligible Construction
debris removal from
public property, public
Debris
C &D
rights of way and
Mileage Class
On -Site
14.00
cleaning and removal of
debris from private
property.
1. Eligible Vegetative
debris removal from
public property, public
Debris
Vegetative
rights of way and
Mileage Class
On-Site
12.00
cleaning and removal of
debris from private
property.
10a. Removal of
12 to 23.99 inches
Trees
Hangers
hazardous hanging
Hangers
diameter
50.00
to 2" o 12 ".
2. Eligible Construction
debris removal from
public property, public
6 to '11.99 inches
Stump
Excavated
rights of way and
Mileage Class
diameter
122.04
cleaning and removal of
debris from private
property.
1. Eligible Vegetative
debris removal from
public property, public
to inches
Stump
Backfill
rights of way and
Stump
di ametter er
diameter
22.00
cleaning and removal of
debris from private
property.
1. Eligible Vegetative
debris removal from
public property, public
9d to 4.r, AG inrhpa
• All truck and equipment certifications and associated paperwork is completed and
accurate.
• Any illegal practices or other unlawful activities are reported immediately through the
proper channels
• Debris removal crews are tracked and cleared roads are reported to the field
supervisors
LOAD TICKETS: The process of loading storm - related debris into certified vehicles must be
physically witnessed by a debris monitor and documented through the use of a load ticket.
Load tickets are usually multi -part carbon tickets that contain detailed information about the
load.
ADRS has a load ticket database that interacts with a GIS system to verify accuracy of GPS
locations and verifies ticket data to true locations to avoid errors in street and address
information in coordination with Google Maps. Their current system easily exports and imports
information between parties with instant access, since the system is cloud- based. Their ticket
Debtis Tickets
Debris Ticket
- Debris — POBox Single Ticket
PPDR Ticket
Debris Tickets
Reduced Material Ticket
Demolition Ticket
Certification Ticket
Vehicle & Marine Craft Ticket
Tree Tickets
turnp Ticket
Tree Ticket
ROE Tree Ticket
Tree ticket with photo Ticket
Tree ticket with work order
Sewer & Drainage Tickets
f
Sanitary & Sewer Removal Ticket
Drainage Canal Ticket
tracking system and invoice review system are integrated so that the invoices always match
load tickets.
PHOTO DOCUMENTATION: All field activities will be thoroughly photographed. All monitors
will be provided with field cameras in order to carry out this task and will catalogue all pictures
(daily) in order to maintain accurate records of where each load was taken. These photographs
are crucial to the City for reimbursement purposes. Field monitors will also provide
photographs of any special circumstances, such as hazardous stumps, dangerously leaning trees
and hanging limbs.
ON -SITE DATA ENTRY: In order to satisfy contract and FEMA grant requirements, Field
Supervisors will be equipped with company- issued IP 68 ruggedized tablets loaded with
required software, along with internet capabilities and printers /scanners to perform data entry
and data management activities.
REPORTING: Throughout the engagement, and especially during an emergency event, the
Team will provide City personnel with regular reports in the form of daily briefings notes,
meetings minutes, and written reports. The City will always be current on the status of the
debris removal contractor invoice review process and the amount of debris moving in and out
of the temporary debris storage and reduction (TDSR) sites, as well as current on the issuance
of final reports related to project completion.
Data Analysis and Reports Generation - Transaction data is summarized, validated, presented
and audited to provide an overall status of mission performance. The system facilitates billing,
error reporting, performance tracking and graphical data preparation. At a minimum, the
system Analysis /Reports tools provide the capability to:
• Accept transaction data sets from multiple debris location systems
• Recognize multiple mission /applicant configurations
• Grant access to authorized authenticated users or processes
Ticket type Demo Sub - Contractors Thomson -
Sub- Contractor Report
Demo types C &p - current jobs Ai{
35000
Rev. No 27665
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25000
20000 a Volume (ay)
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les and responsibilities
• Ticket /tower personnel credentials and other data
• Certification credentials and other data
• Mission data
• Applicant data
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EQUIPMENT CERTIFICATIONS: Before a truck can be sent into the field to begin collecting
debris, debris monitors must certify the truck and give it a unique number. It is extremely
important that the truck number is not duplicated on any other trucks. Retaining distinctive
numbers for each truck is the only way that a load can be tracked to the individual truck
certifications. Team members will be trained in the process of certifying equipment, including
equipment certification checklists and forms, truck identification (numbering), truck placard
assignments, and driver's documentation.
Dump Truck
Exacutae
Length (L) =
12.00 Width (VV) ft = 10,40
Height (H) ft= 9'00
+
Lengthl (L1) ft =
3.10 WidthH (WH) ft = 0'50
HeightH (Hh) ft = 6'30
Length2 (L2) ft =
4.60
' : •
Radius ft -
6.60 Height (H) - 6.34
Bed Volume (Basic)
(L
x W x H Y27 - 40 � cyL 3.46
Hoist Volume
((L1 +L2 /2) x WH x HH V27 = 4.86 cyu
Radius Volume
(3.14 x R2 x H X27 = 31.66 cyc
Total = 3.46 cyn
Gubiu Yards
_L
+ loop -
4
alculator
FIELD COLLECTION MONITORING
ELIGIBLE AND INELIGIBLE DEBRIS: The cost of a debris removal operations will only be
reimbursed by FEMA if the operation is conducted in compliance with the client's contract and
meets FEMA's eligibility criteria. The Team will ensure that all operations are compliant and
that compliance is properly documented.
Eligible debris is generally debris that was generated by a presidentially declared disaster;
located within a designated disaster area; is the legal responsibility of the applicant; and
presents an immediate threat to life, improved property, or public safety. (Eligibility is further
outlined in the Code of Federal Regulations as well as the FEMA Public Assistance Guide 322
and Debris Management Guide 325).
An applicant can authorize debris removal to the extent it chooses; however, if ineligible debris
is removed, those operations will not be reimbursed for the eligible debris. Moreover, if
ineligible debris is removed, and it cannot be distinguished from eligible debris, funding for the
entire removal may be jeopardized.
DEBRIS ESTIMATING METHODOLOGY: ADRS can develop numerous debris estimates ranging
from small 100,000 cubic yard estimates to catastrophic multimillion cubic yard disasters
covering vegetative, construction and demolition, oil- contaminated, silt, and structure
demolition debris. The Team starts their estimates by using the estimating guidance provided
by FEMA in Publication 325, Public Assistance Debris Management Guide. The Team then
performs site visits to identify any necessary deviations from the guidance and to adjust for a
more accurate estimate.
EQUIPMENT: Once trained, monitors will be equipped, as necessary with vehicles, cameras,
computers, communication devices, and any other equipment necessary to perform their
monitoring tasks.
TEMPORARY DEBRIS STORAGE &REDUCTION SITES: Once collected from a public right -of -way
or other eligible location, debris is typically taken to temporary debris &storage reduction
(TDSR) site, selected by the applicant, for reduction and eventual transport to a final disposal
site. These sites are usually pre - selected by the applicant and located in close proximity to
potential high - impact areas (in order to minimize the long- distance hauling of un- compacted
debris and considerably reduce the cost to the applicant).
SITE PERMITS: We will work with the City to acquire the necessary permits for any TDSR site.
This can occur both before and after an event. The selection and placement of such sites can
drastically affect overall project efficiency; therefore, we recommend that the city researches
potential locations in advance so that our Team can assist with site selection, evaluate the
effectiveness of pre - selected sites, and advise on how to obtain the appropriate legal
authorizations. Furthermore, our Team will assist in collecting the required baseline data for
each site in order to expedite timely closure following any debris operations. We will also
provide environmental scientists to conduct soil sampling.
SITE PLANS: The Team's expert debris staff will develop site plans for each permitted site.
Such plans include:
• Placement of monitoring towers
• Ingress and egress routes
• Buffer zones
• Holding areas for hazardous waste and ash
• Areas for debris reduction
• Security plans
Additionally, we will work on behalf of the City to preposition contracts for appropriate site
work based on the approved site plan (could include site management or debris reduction
services). All plans will be created in conjunction with City personnel and will be subject to City
management's approval.
QUALITY ASSURANCE TOWER MONITOR: Each site will also have a quality control tower
monitor to ensure compliance and provide additional oversight. These individuals will be
situated in towers to perform quality control checks on a l l loads passing in and out of a
designated site. Documentation of all load estimates will be recorded.
SITE SECURITY: Once identified, (ideally during the planning phase), we will either verify
existing security measures or establish access control and security at each TDSR site. If
necessary, this will include providing security staff.
PROHIBITED PRACTICES: Certain debris companies have, in the past, engaged in activities that
could affect debris eligibility or that are illegal. This behavior not only jeopardizes FEMA
reimbursement funding and other grant funds, it can be cause for legal action. Examples of such
behavior include: loading debris from locations beyond the contract area; writing unauthorized
load tickets; failing to fully empty vehicle at the disposal location; stacking debris to convey the
false appearance of a full load; or removing debris from private property without authorization.
Our monitors are well- trained to ensure that such practices are not tolerated.
EXHIBIT "B"
TASK AUTHORIZATION FORM
DISASTER DEBRIS MONITORING SERVICES
TASK AUTHORIZATION NO.
This Task Authorization is issued between the City of Aventura and Tidal Basin
Government Consulting, LLC as required pursuant to the Agreement for Disaster
Debris Monitoring Services approved by the Aventura City Commission on
2015
This Task Authorization provides for services in accordance with Exhibits "A" and
"A -1" of the Agreement and further detailed in the Scope of Work below.
Payment(s) for such service shall be in accordance with Exhibit "C" of the
Agreement. Total costs for this Task Authorization shall not exceed
SCOPE OF WORK:
Time is of the essence and work for this Task Authorization must be completed
prior to
City of Aventura
Contract Administrator
BY:
Print Name:
Title:
Date:
Tidal Basin Government
Consulting, LLC
BY:
Print Name:
Title:
Date:
EXHIBIT "C"
PRICE PROPOSAL
DISASTER DEBRIS MONITORING SERVICES
Listed below is Tidal Basin Price Proposal for the City of Aventura's, Debris
Monitoring Service Proposal
Position
Hourly
Rates
Project Manager
$
100.00
Officer Supervisor
$
75.00
Operations Manager
$
90.00
FEMA Coordinator
$
160.00
Scheduler /Expediters
$
45.00
Truck Certifier
$
50.00
Field Supervisor
$
50.00
Tower Monitors
$
45.00
Environmental Specialists
$
100.00
Project Inspectors
$
50.00
GIS Specialists
$
62.50
Residential Drop -off Site Monitors
$
35.00
Billing /Invoice Analyst
$
50.00
Administrative Assistant
$
35.00
Field Monitors
$
40.00
The Hourly Rates above will hold firm for the initial three (3) year term of the
Agreement and may be renegotiated in years four (4) and five (5) if the Agreement
is renewed. The hourly rates for these subsequent contract years will be limited to
the change in the Consumer Price Index for "All Urban Consumers for Miami /Fort
Lauderdale, Florida" as published by the U.S. Department of Labor Statistics or its
successor agency for the twelve (12) months ending July of each year to be
effective for the next engagement.
EXHIBIT "D"
PERFORMANCE MEASURES
DISASTER DEBRIS MONITORING SERVICES
1. Mobilize four (4) truck certification specialists, four (4) monitors, and two
(2) TDSR monitors within 24 hours of the ALL CLEAR being issued by the
Police Department.
2. Provide debris estimates and an appropriate monitoring staffing plan to
the Community Services Director for approval within 24 hours of the ALL
CLEAR being issued by the Police Department.
3. Provide dedicated staffing to include administrative and data entry
capability for the City, decentralized from any other operational
responsibilities.
4. Provide a fully dedicated truck certification team as needed during the
recovery period.
5. Establish a command center within three (3) days of the ALL CLEAR
being issued by the Police Department.
6. Provide an inventory of equipment and crews being deployed each day.
7. Provide a preliminary production report by 6:30 A.M. of the following
workday when Haul Pass system is in use. Manual reports shall be
submitted by noon of the following day.
8. Develop a standard data and file format reports in conjunction with the
Information Technology and Finance Departments.
9. Submit a weekly summary report by noon Monday for the previous week
to include daily and weekly production information by Contractor. Report
shall include type of debris, number of loads, number of crews and trucks,
projected debris collected and remaining, completion schedules, cost
information on debris collected, projected cost to complete, call center and
complaint data and other problems or strategic issues.
10. Make recommendations for payment of hauler invoices within one (1)
week of receipt.
11. Present invoices for Tidal Basin Government Consulting, LLC's services
by the 15th day of each month.