Document Gordoncountyga_doc_d3a5abf8b1

GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES The Gordon County Board of Commissioners requests proposals from qualified contractors for Debris Removal Monitoring Services for a period of three years. It is the intent of this solicitation to enter into a pre-event contract, which would result in no immediate cost to Gordon County, Georgia. This solicitation by the Gordon County Board of Commissioners will result in the selection of up to two experienced firms to monitor the lawful removal and disposal of disaster-generated debris (other than household putrescible garbage) from public rights-of-way, private property, drainage areas, canals, waterways, and other areas designated as eligible by Gordon County and contracted debris removal personnel along with FEMA, and to also monitor operated Temporary Debris Staging and Reduction Sites in Gordon County, Georgia after a disaster. Your written and sealed bid must contain at a minimum: ▪ Qualification Proposal ▪ Completed price proposal forms ▪ An authorized signature. ▪ Written oath stating the company has not restricted competitive bidding. (Non-Collusion Affidavit form provided by county). In addition, the successful supplier shall submit the following items within ten calendar days of written notification from the county of the bid award: ▪ Proof of a valid and current business license from the city/county where the business is located. ▪ Written certification that the contractor operates a drug-free workplace in accordance with O.C.G.A. 50-24-1 through 50-24-6 (form provided by county). ▪ Proof of General Liability and Workman's Compensation Insurance as specified in this document. ▪ Acceptance Certificate in Compliance with Security Homeland Immigration Verifications of workers (form provided by county) ▪ Employer Affidavit Of Compliance Pursuant To O.C.G.A. § 36-60-6(d) (form provided by county) E-Verify If you choose to submit a written bid for this service, your sealed bid must be marked, “Sealed Bid – Debris Removal Monitoring Services in Gordon County.” and delivered to the Gordon County Administration Building at 201 N. Wall Street, Calhoun, Georgia 30701 no later than 2:00 p.m. on July 26, 2023. All bids will be publicly opened at that time and place. No bids shall be withdrawn for 1 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES a period of 60 days after the bid opening. The responsibility for submitting the proposal on or before the above stated time and date is solely that of the proposer. The County will in no way be responsible for delays in mail delivery or delays caused by any other occurrence. LATE PROPOSALS WILL NOT BE ACCEPTED. All proposals must be in writing. Non-responsive proposals may not be considered. The signer of the proposal must declare that the proposal is in all respects fair and in good faith without collusion or fraud and that the signer of the proposal has the authority to bind the principal respondent. The County shall not be liable for any costs incurred by a respondent prior to entering into contract. Therefore, all respondents are encouraged to provide a simple, straightforward, and concise description of their ability to meet the project requirements. The County’s evaluation criteria will include, but not be limited to, consideration of the following: 1. Knowledge of Federal Emergency Management Agency regulations and procedures. 2. Respondent’s Operational Plan. 3. Proposed price for work to be accomplished. 4. Past performance record on work of similar nature, Financial Capabilities, and Corporate History and Team Organization. 5. Local and minority participation plan Other criteria the County frequently uses to evaluate submissions include: 6. Verification of availability of qualified personnel to perform the services requested. 7. Possible interviews with references. 2 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES Selection. The County shall evaluate the written proposals submitted by the firms regarding the proposed project. The County will assign this task to an Evaluation Committee. All respondents shall be placed in rank order based on the outcome. Selection Criteria. The following weighted criteria will be utilized to select the consultant awarded this contract: Qualifications of Firm 25 Qualifications of Staff 25 Technical Approach 30 Cost Proposal 20 TOTAL 100 Presentations. The County may require oral and visual presentations from those firms that are ranked or short-listed. This may be done at the County’s sole discretion when it feels presentations are essential as part of the evaluation process and are in the best interests in this matter. It is the intention of the County to shortlist three firms and rank them according to the most qualified firm with a proposal and presentations that best suits the needs of the County. Negotiations. After the County ranks the respondents, the County staff will take the proposed ranking to the Board of Commissioners for approval and permission to start negotiating with the top ranked respondent(s). After staff concludes negotiations with the respondent(s) selected by the Board of Commissioners, staff will present the results of the negotiations to the Board of Commissioners with its recommendation for award of a contract. If the Board of Commissioners determines that staff is unable to negotiate a satisfactory contract with the respondent(s) considered to be the most qualified at a price the County determines to be fair, competitive, and reasonable, negotiations with that respondent(s) shall be formally terminated. Should the County be unable to negotiate a satisfactory contract with the selected respondent(s), the County may select additional respondent(s) in order of their original ranking, competence and qualification; and will continue negotiations until an agreement is reached. 3 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES However, the County reserves the right to reject all proposals, to waive any irregularities, and to re-advertise and solicit for other proposals. With the consent and agreement of the successful bidder(s), purchases may be made under this bid by other governmental agencies or political subdivisions within Gordon County; provided, however, that the County shall have no liability, responsibility, or obligation whatsoever to either the successful bidder(s) or to the procuring agency or subdivision with respect to such purchases. Such purchases shall be governed by the same pricing, terms and conditions stated herein with no deviations allowed. This agreement in no way restricts or interferes with the right of any public agency or political subdivision to bid any or all of the items or services independently. All telephone conversations are to be considered unofficial responses and will not be binding. Questions, verifying the Request for Proposals’ content, if appropriate, will be responded to in writing. The written response will be the County’s official response and will be posted upon the county website, so that all potential Respondents will have access. The Gordon County Board of Commissioners reserves the right to accept, or reject, any and all bids received and/or disregard informalities in the bids received. If additional information is needed, contact Charmon VanDyke, Gordon County Purchasing Manager, at [EMAIL REDACTED] 4 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES SECTION 1.0 GENERAL INFORMATION Objective The objective of the RFP and subsequent contracting activity is to secure the services of an experienced contractor who is capable of efficiently monitoring the removal of large volumes of disaster-generated debris from a large area in a timely and cost-effective manner and lawfully disposing of all debris. The successful Contractor(s) must be capable of assembling, directing, and managing a workforce that can complete the debris removal monitoring operations in their entirety. The selected firm will be expected to provide disaster debris monitoring services to include debris generated from the public rights-of-way, private property, drainage areas/canals, waterways, and other areas designated as eligible by Gordon County and contracted debris removal personnel along with FEMA. Upon request of Gordon County, other services may include, but not be limited to, facilitating communication with FEMA, FHWA, GEMA and other agencies, coordination with insurance representatives, pre-event planning, and post-event reconstruction, grant funding, and reimbursement services. It is also the intent to secure the services of a second similarly experienced firm to supplement the first firm. This Contractor will supplement debris removal monitoring, if in the opinion of the County the workload is such that the work will not be sufficiently completed in a timely manner. This work is coordinated in conjunction with the County and the Debris Management Consultant of the debris removal contractor contracted by the County. Federal Emergency Management Agency (FEMA) Debris Management Guide may be used for guidance in preparing a response to this RFP. 5 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES Definitions Contractor – the successful proposer(s) Debris Management Team – The team staffed by the County, Debris Management Consultant and the Contractor. Debris Management Consultant – A Consultant retained by the County to manage administrative aspects of the recovery process including processing FEMA submittals. Debris – Scattered items and materials broken, destroyed, or displaced by a disaster. Example: trees, construction and demolition material, personal property. FEMA – Federal Emergency Management Agency FHWA – Federal Highway Administration – Temporary Debris Staging and Reduction Sites Relationship between Debris Monitoring Supervisor, Debris Management Consultant and the Debris Removal Contractor The interaction between the three above named positions and Gordon County staff is crucial to the success of the recovery operation. Therefore, each proposal shall address their ability to work with different accounting and tracking systems. Prior to the beginning of the storm season, the successful contractor(s) will meet with the County and the Debris Management Consultant to finalize and test the processes for inspection and documentation that are to be used during the response and recovery phase of debris removal. 6 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES SECTION 2.0 STATEMENT OF WORK The qualified firm will develop and present the scope of services, meeting the County needs. The work to be undertaken includes but is not limited to the following: General Provide debris monitors and debris monitoring services to assist Gordon County with monitoring the operations of the disaster debris removal and disposal contractor(s). The debris monitoring services to be provided are contract compliance supervision and inspection, not professional engineering services. All debris monitoring activities are to be in compliance with current FEMA guidance and applicable SLTT and Federal regulations. Pre-Event Requirements Contractor will provide assistance in preparation for disasters through participation in meetings and workshops and the establishment of data management and other integrated systems. Contractor will, at no cost to Gordon County: • Provide select Gordon County and other municipalities full-time personnel with a half-day debris management training session. Training programs must, at a minimum, meet the training requirement for debris monitors as outlined by current FEMA debris management guidance. • Provide a list of key personnel and subcontractors that may be involved in the disaster debris monitoring activities to include office numbers, cell phone numbers, and e-mail addresses. • Participate in annual workshops or planning meetings with Gordon County representatives and debris hauling and disposal contractor(s) to establish/review applicable policies and procedures. Post-Event Requirements Contractor will assist with load inspections for storm debris cleanup being performed by one or more debris hauling and disposal contractors or City/County agencies. Contractor shall supply a sufficient number of trained debris monitors and trained field supervisors along with support staff outlined below to accommodate the volume of debris to be removed at loading sites and debris management sites or final disposal sites. 7 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES Contractor shall supply one field supervisor to oversee no more than 10 loading and tower/site debris monitors. Contractor shall remove and replace employees immediately upon notice from Gordon County representatives for conduct or actions not in keeping with this contract. Personnel Requirement and Responsibilities Debris Monitoring Field Supervisor Consultant will provide one debris monitoring field supervisor for no more than 10 debris loading site debris monitors. Services include, but are not limited to: • Overseeing and supervising loading site and disposal site debris monitoring activities • Scheduling debris monitoring resources and deployment timing • Communicating and coordinating with County personnel • Providing suggestions to improve the efficiency of collection and removal of debris • Coordinating daily activities and future planning • Remaining in contact with debris management/dispatch center or supervisor • Identifying, addressing, and troubleshooting any questions or problems that could affect work area safety and eligibility • Supervising the accurate measurement of load hauling compartments and accurately computing volume capacity in cubic yards (CY) • Documenting and recording measurements and computations • Documenting truck hauling compartment condition using digital photographs • Ensure all truck certifications are complete and available to all parties Debris Monitors Consultant will provide trained debris monitoring personnel to oversee the loading of eligible debris at collection sites and verification of load capacity and documentation at designated temporary debris management or final disposal sites. Services include, but are not limited to: Debris Loading Site Monitors Consultant will perform on-site, street-level debris monitoring at all contractor loading sites to verify debris eligibility based on the monitoring contract’s 8 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES requirements and initiate debris removal documentation using load tickets. Services include, but are not limited to: • Providing trained debris monitoring personnel at designated loading sites to check and verify information on debris removal operations • Monitoring collection activity of trucks • Issuing load tickets at loading site for each load ★The debris monitoring company shall utilize an Electronic Ticketing System to generate electronic debris load tickets for each load of debris generated. The Electronic Ticketing System shall capture a digital photograph, GPS coordinates, Electronic Signature(s), and a timestamp for each load of debris generated as it is loaded and as it is dumped. The System shall also capture before and after photos of each leaner, hanger, and stump removed along with GPS coordinates and timestamps. This information shall be transmitted electronically to a central information database that provides real time access to debris removal activities via a web-based interface. Along with the digital records, the system shall also have the ability to generate paper receipts in the field for redundancy and debris removal crew validation if requested by Gordon County at no additional cost. The system shall also be customizable to meet specific needs of Gordon County with no additional cost to the County. The purpose of the Electronic Ticketing System is to provide Gordon County with complete documentation of every load of debris generated for auditing and reimbursement purposes. • Checking the area for safety considerations such as downed power lines and children playing in the area, and ensuring that traffic control needs are met, and trucks and equipment are operated safely. Notify supervisors of concerns regarding the safe operation of trucks and equipment • Ensuring that Freon-containing appliances are sorted and ready for Freon removal on-site or separating transport for Freon removal before final disposal • Performing a pre-work inspection of areas to identify potential problems such as covered utility meters, transformers, fire hydrants, mailboxes, etc. to mitigate damage from loading equipment • Documenting damage to utility components, driveways, road surfaces, private property, vehicles, etc., should it occur, with photographs (if 9 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES possible, collect information about owner, circumstances of the damage [who, what, when, where] and report to field supervisor) • Ensuring the work area is clear of debris to the specified level before equipment is moved to a new loading area. Notify supervisor/manager of any concerns regarding inadequate debris clearance • Properly monitoring and recording performance and productivity of debris removal crew • Remaining in regular contact with debris management/dispatch center or supervisor • Ensuring that loads are contained properly before leaving the loading area • Ensuring that only eligible debris is collected for loading and hauling • Ensuring that only debris from approved public areas is loaded for removal • Performing other duties from time to time as directed by the debris management project manager or designated debris management personnel Debris Tower/Site Monitors Consultant will provide debris tower and site monitors to verify estimated quantities of eligible debris hauled by contractor trucks and documented on load tickets. Services include, but are not limited to: • Providing trained debris monitoring personnel to accurately measure load hauling compartments and accurately compute volume capacity in CY for all contractor trucks and trailers prior to commencement of debris hauling operations • Documenting measurements and computations • Completing record of contract haulers’ cubic yardage and other recordkeeping as needed on the load ticket • Initialing each load ticket before permitting trucks to proceed from the check-in area to the tipping area • Remaining in regular contact with debris management/dispatch center or field supervisor • Performing other duties as directed by the dispatch/staging operation, debris management project manager, or other designated personnel Clerical/Data Entry Supervisor Consultant will provide a clerical/data entry supervisor to coordinate data entry and information management systems. Services include, but are not limited to: • Supervising the preparation of detailed estimates and submitting them to the County debris manager 10 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES • Implementing and maintaining a disaster debris management system linking the load ticket and debris management site information, including reconciliation and photographic documentation processes • Providing daily, weekly, or other periodic reports for the City/County debris manager noting work progress and efficiency, current/revised estimates, project completion, and other schedule forecasts/updates Clerical Staff/Data Entry Clerk Consultant will provide clerical staff/data entry clerk(s) as required to enter load ticket information into the contractor’s information management systems and to respond to specific directions from the data entry supervisor. Terms The work shall begin on notice to proceed and continue for no longer than 120 days, unless extended by the County with 10 days written notice. Deployment Consultant must be prepared to deploy debris monitors within 24 hours from the notice to proceed. When additional debris monitoring is needed to meet requirements of the monitoring contract, consultants shall be prepared to increase the number of debris monitors for the County to use as needed. 11 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES SECTION 3.0 PROPOSAL RESPONSE REQUIREMENTS 3.1 A prospective service provider’s response to this RFP should include the following information at a minimum. Please note that the proposal should address the requirements in a clear and concise manner in the order stated herein. Proposals must be tabbed as follows and must include the information/documents specified in the applicable tab. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive by the County. 3.2 The County reserves the right to seek additional/supplemental representation on specific issues as needed. 3.3 Respondents shall construct their proposal in the following format and a tab must separate each section. 3.4 Respondents must include a bid bond in the amount of $375,000 with an A rated surety Company. BINDER 1 – QUALIFICATIONS PROPOSAL In a sealed envelope, provide an original, so identified, and an additional three complete copies of your qualification proposal for services defined herein for the term of the contract. Do not include any pricing in any part of Binder 1. TAB 1 – EXECUTIVE SUMMARY Present in brief, concise terms, a summary level description of the contents of the proposal and your company and its capabilities. Give the names of the person(s) who will be authorized to make representations for the proposer, their title(s), address(es), telephone numbers and email address. The summary must be limited to a maximum of two pages and the signer of the proposal must declare that the proposal is in all respects fair and in good faith without collusion or fraud and that the signer of the proposal has the authority to bind the principal proponent. 12 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES TAB 2 – Experience and Ability and Additional Proposal Requirements This RFP is for debris removal monitoring in Gordon County, Georgia. All work shall follow the Occupational Safety and Health Administration (OSHA) and Environmental Protective Agency(s) requirements to maintain a safe working environment. Gordon County, Georgia has the right to increase or decrease the Contractor’s assignment and/or areas of operation within the scope of this contract. Due to the diversity of damage caused by natural or manmade disasters Gordon County, Georgia reserves the right to negotiate pricing with the Contractor at the time of the event for all unforeseen debris removal monitoring and disaster related activities. The Contractor will be required to conduct planning and training activities with Gordon County, Georgia throughout the term of the agreement. This will provide for select Gordon County and other municipalities full-time personnel a half-day debris management training session. Training programs must, at a minimum, meet the training requirement for debris monitors as outlined by current FEMA debris management guidance. The cost for this planning and training shall be included in the unit cost for each activity and be at no additional cost to Gordon County, Georgia. The proposal should outline the ability to provide expert guidance with the current Federal, State and Local guidelines and regulations as they relate to disaster generated debris monitoring. This RFP contains a detailed set of specifications for each category of work. The proposal should provide a detailed outline of how work will be accomplished. At a minimum the proposal should include the following information: • Organizational Chart • Information describing company’s technical capabilities • Financial resources/Bond rating • Training and experience (list all certifications) • Equipment resources (company versus subcontractor owned) • List of subcontractors • Past performance on contracts and other accomplishments • References from past clients • Listing of all existing disaster related pre-event contracts 13 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES • Capacity and Plan for mobilization • Local participation in the Contractor’s plan (provide a subcontracting plan) • Sample of subcontracting contracts • Public announcements/notices, including specific dates on proposed venues. • Ability to track and record all work for invoices and auditing purposes • Other unique services your company can provide Include any pertinent information needed to determine the proposer’s experience and ability to perform the anticipated work. The proposer shall supply sufficient documentation that they are well versed in all aspects of FEMA documentation, reimbursement and project management as well as debris removal monitoring work. The proposal will address the proposer’s ability to mobilize including what is anticipated for a maximum time to mobilize. TAB 3 – Past Performance The proposer shall include a list of major debris removal monitoring projects completed within the past five years. Major debris removal monitoring projects completed beyond the five years may also be presented. Include any pertinent information needed to determine the proposer’s past performance. The proposal will address how the proposer has previously managed tracking the source location, debris type, amount, source and documentation to debris manager and FEMA. The proposal will address how the proposer was previously deployed and their response times for deployment. Include the resources used and available for these past recovery projects. For each of the above items the proposer shall include details of the project such as: the public agency, their contact, FEMA contacts, all pertinent phone numbers and dollar amounts. The proposer should provide information necessary to investigate the work with the public agency. 14 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES The proposer shall provide at least three references for contracts of a similar size and scope, (if available) including at least two references for current contracts or those awarded during the past five years. Include the name of the organization, the length of the contract, a brief summary of the work, and the name and telephone number of a responsible contact person. Also provide a description of any conflicts occurring over the last five years with these or any other contracts for similar work. TAB 4 – Understanding of Project Requirements The proposer shall provide their interpretation of what is required to meet the needs of the County. The Proposer will use this document, their knowledge and experience to develop their understanding of this project. The proposer is urged to develop scenarios or examples to fully explain their position. Proposer must include a copy of a current certificate of insurance naming the City/County along with a copy of their current business license with the City/County, failure to do so will result in rejection of proposal. The Contractor shall provide all labor, equipment, machines and tools necessary to monitor and track eligible disaster-generated debris. Equipment should be in good working condition, and if equipment becomes inoperable, it shall be repaired within 8 hours or replaced with similar equipment within 1 day. Gordon County, Georgia prefers the use of electronic equipment for monitoring removed debris and reserves the right to require such equipment. The work shall consist of monitoring personnel who will be removing any and all “eligible” debris, primarily from the public Right-Of-Way (ROW) of streets and roads, as directed by Gordon County, Georgia and debris removal contractors. Work will include: 1) examining debris to determine whether or not the debris is eligible vegetative, construction and demolition or other debris, 2) determining and certifying amount of debris per load Disaster-related debris shall be separated into clean vegetative, construction and demolition, white metal, hazardous waste, mixed and ineligible debris at the load sites by the removal contractors. Hauling of mixed loads will require approval from Gordon County, Georgia prior to loading. Ineligible debris shall be left in place, except those items directed by Gordon County, Georgia. 15 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES TAB 5 – Approach and Method The proposer shall provide a complete scenario for the scope of work of monitoring debris removal in Gordon County, Georgia. This scenario will include how the work will be accomplished, the quality control, and how FEMA requirements will be met. The proposer should identify the resources they will mobilize for the scenario and state their commitment and timeframe to deploy these resources when called upon. The proposer shall provide the management processes anticipated to be used. It shall include how the interaction may take place between Gordon County, Georgia, the Debris Management Consultant and the proposer. Any and all public notices must be approved by Gordon County, Georgia prior to release. TAB 6 – Gordon County, Georgia Documents Complete and attach the forms contained in the attachments: ●Attachment A – MBE Utilization Plan ●Attachment B – Determination of Good Faith Effort BINDER 2 – PRICE PROPOSAL FORM In a sealed envelope, provide an ORIGINAL, so identified, and an additional three complete copies of “Attachment 1 - 3 Year Contract Price Proposal Form” *No pricing information should be included in any copies of Binder 1. . 16 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES SECTION 4.0 GENERAL TERMS AND CONDITIONS 4.1 INDEMNIFICATION The consultant shall indemnify and save harmless the County, its officials and employees, from all losses, damages, costs, expenses, liability, claims, actions, and judgments of any kind whatsoever brought or asserted against, or incurred by, the County, including without limitation attorney’s fees and costs of litigation, to the extent that the same arise out of or are caused by any act or omission of the consultant, its sub consultants or subcontractors, or by the employees, officers, directors, or agents of the consultant, or its subcontractors. 4.2 ISSUANCE OF ADDENDA 9.2.1 If this solicitation is amended, the County will issue an appropriate addendum to the solicitation. If any addendum is issued, all terms and conditions that are not specifically modified shall remain unchanged. 9.2.2 Proponents shall acknowledge receipt of each addendum to this solicitation using one of the following methods: ● By signing and returning the addendum; ● By signing letter; ● By signing facsimile (subject to the conditions specified in the provision entitled “FACSIMILE DOCUMENTS”.) 9.2.3 The County must receive the acknowledgment by the time and date and at the location specified for the receipt of proposals. 4.3 PAYMENT: 4.3.1. Prompt Pay Policy It is the policy of Gordon County, Georgia to pay with 30 day terms submitted invoices. 4.3.2 Withholding Payment In the event a contract is canceled under any provision herein, the County may withhold from the Contractor any monies owed on that or any contract, an amount sufficient to compensate for damages suffered because of the violation resulting in cancellation. 17 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES 4.4 INSURANCE REQUIREMENTS: Prior to commencing work, the Consultant shall procure and maintain at Consultant’s own cost and expense for the duration of the agreement the following insurance against claims for injuries to person or damages to property which may arise from or in connection with the performance of the work or services hereunder by the consultant, his agents, representatives, employees or Subcontractors. The cost of such insurance shall be included in the consultant's proposal. 4.4.1 Consultant shall maintain limits no less than: Commercial General/Umbrella Liability Insurance- $1,000,000 limit per occurrence for property damage and bodily injury. The service provider should indicate in its proposal whether the coverage is provided on a claims-made or preferably on an occurrence basis. The insurance shall include coverage for the following: ● Premise/Operations ● Explosion, Collapse and underground Property Damage Hazard (only when applicable to the project) ● Products/Completed Operations ● Contractual ● Independent Contractors ● Broad Form Property Damage ● Personal Injury Business Automobile/Umbrella Liability Insurance- $1,000,000 limit per accident for property damage and personal injury. ● Owned/Leased Autos ● Non-owned Autos ● Hired Autos This policy shall include Employers’/Umbrella Liability coverage for $1,000,000 per accident. Workers’ Compensation coverage is required as a condition of performing work or services for the County whether or not the Contractor or Vendor is otherwise required by law to provide such coverage. 18 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES Environmental Liability Insurance- $1,000,000 per occurrence. Pollution Liability Insurance Covering claims for injuries to members of the public or damage to property of others arising out of covered act or omission of the Contractor or any of its employees, agents, subcontractors, or subconsultants, including Premises and/or Operations, Independent Contractors; Broad Form Property Damage and a Contractual Liability Endorsement with One Million Dollars ($1,000,000) per occurrence and annual aggregate. 4.4.2 Other Insurance Provisions 4.4.2.1 Commercial General Liability and Automobile Liability Coverage ● The Gordon County, Georgia, Members of their Commissions, boards, commissioners and committees, officers, agents, employees and volunteers are to be covered as additional insured as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor or premises on which Contractor is performing on behalf of the County. The coverage shall contain no special limitations on the scope of protection afforded to the County, members of their Commissions, boards, commissions and committees, officers, agents, employees and volunteers. ● The Contractor’s insurance coverage shall be primary insurance as respects the County, members of their Commissions, boards, commissioners and committees, officers, agents, employees and volunteers. Any insurance or self-insurance maintained by Gordon County, Georgia, members of their Commissions, boards, commissions and committees, officers, agents employees and volunteers shall be in excess of Contractor’s insurance and shall not contribute with it. ● Any failure to comply with reporting provisions of the policies shall not affect coverage provided to Gordon 19 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES County, Georgia, members of their Commissions, boards, commissions and committees, officers, agents, employees and volunteers. ● Coverage shall state the Contractor’s insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer’s liability. 4.4.2.2 Worker's’ Compensation and Employer's Liability and Property Coverage’s The insurer shall agree to waive all rights of subrogation against the County, members of their Commissions, boards, commissioners and committees, officers, agents, employees and volunteers for losses arising from activities and operations of Contractor in the performance of services under this agreement. 4.4.2.3 All Coverage’s ● Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after (30) days prior written notice has been given to the County. ● If Contractor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. Gordon County, Georgia, at its sole option, may terminate their respective Agreement and obtain damages from the Contractor resulting from said breach. ● Alternatively, Gordon County, Georgia may purchase such required insurance coverage (but has no special obligation to do so), and without further notice to Contractor, Gordon County, Georgia may deduct from sums due to Contractor any premium costs advanced by Gordon County, Georgia for such insurance. ● Gordon County, Georgia names as “additional insured” as its interest may appear. 20 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES 4.4.2.4 Deductibles and Self-Insured Retention Any deductibles or self-insured retention must be declared to and approved by the County. At the option of the County, the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the County, members of its County Commissions, boards, commissions and committees, officers, agents, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses, related investigation, claim administration and defense expensed. 4.4.2.5 Acceptability of Insurers Insurance is to be placed with Georgia admitted insurers rated A or better by A.M. Best’s rating service. 4.4.2.6 Verification of Coverage Contractor shall furnish the County with certificates of insurance and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the County before work commences. 4.4.2.7 Subcontractors Contractor shall include each of its subcontractors as insureds under the policies of insurance required herein. Conditions: The successful vendor shall submit the following items within ten calendar days of written notification from the county of the proposal award: ▪ Written certification that the Vendor operates a drug-free workplace in accordance with O.C.G.A. 50-24-1 through 50-24-6 (form provided by county). 21 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES ■ There are no expressed or implied obligations for Gordon County to reimburse responding companies for any expenses incurred in preparing proposals in response to this Proposal. ■ The county reserves the right to request clarifications regarding information submitted as well as request additional information from one or more parties submitting qualifications. ■ By submitting qualifications, a party certifies that it has fully read and understood this Proposal, has reviewed the attached documents (if any), and has full knowledge of the nature, scope, quantity and quality of the work to be performed; the requirements of the products and services to be provided and the conditions under which the services are to be performed. Failure to do so will not relieve the successful proposing company of their obligation to enter into a contract and to completely perform the contract in strict accordance with this Proposal. ■ No proposals may be withdrawn or revoked for a period of 30 days after the date of proposal opening. ■ Ownership of all data, materials, and documentation prepared for and submitted in response to this Proposal shall belong exclusively to Gordon County and will be considered a public record and subject to public inspection in accordance with the Georgia Open Record Act, O.C.G.A. 50-18-70 et. seq. unless otherwise provided by law. ■ The Gordon County Board of Commissioners reserves the right to reject any or all proposals, call for new proposals, to waive any informalities in a proposals, and to select the qualified parties. The Gordon County Board of Commissioners reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed by the Board to be in the best interest of citizens of Gordon County. ■ This Proposal shall be governed in all respects by the laws of the State of Georgia and the successful proposing parties shall comply with all applicable federal, state, and local laws and regulations. ■ By submitting their qualifications, all proposing parties certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other person or party in connection with their proposals, and that they have not conferred on any Gordon County employee having official responsibility for this procurement 22 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES transaction of any payment, loan, subscription, advance, deposit of money, services, or anything of value of more than nominal value, present or promise, unless consideration of substantially equal or greater value was exchanged. ■ The proposing parties specifically certify in submitting their proposals that they are not in violation of O.C.G.A. 16-10-2 and 16-10-22 for acts of bribery, and/or conspiracy in restraint of free and open competition in transactions with state or political subdivisions. By submitting their qualifications, all proposing companies certify that they are not currently debarred from submitting bids or proposals on contracts by any agency of the State of Georgia and/or the federal government, nor are they an agent of any person or entity that is currently debarred from submitting Proposals on contracts by any agency of the State of Georgia or the federal government 23 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES NON-COLLUSION AFFIDAVIT OF PRIME BIDDER STATE OF COUNTY OF I being first duly sworn, depose and say that; He is the bidder that has submitted the attached bid; He or she is fully informed respecting the preparation and contents of the attached bid and of all pertinent circumstances respecting such bid; Such bid is genuine and is not a collusive or sham bid; Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, conspired, connived, or agreed, directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with the contract for which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other bidder, firm or person to fix the price or prices in the attached bid or of any other bidder, or to fix any overhead, profit, or cost element of the bid price or the bid price of any other bidder, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the Gordon County Board of Commissioners or any person interested in the proposed contract; and The price or prices quoted in the attached bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. Bidder: By: Name Printed: Title: Date: Subscribed and sworn to me this day of 20__. NOTARY PUBLIC: Commission Expires: 24 ---PAGE BREAK--- GORDON COUNTY BOARD OF COMMISSIONERS REQUEST FOR PROPOSALS DEBRIS REMOVAL MONITORING SERVICES ATTACHMENT 1 3 YEAR CONTRACT PRICE PROPOSAL FORM DISASTER DEBRIS REMOVAL MONITORING NOTE: Values must be provided for all categories below. If a company will use a different structure, list all positions along with rates that will be utilized. The hourly labor rates shall include all applicable overhead and profit. All non-labor related project costs will be billed to Gordon County at cost without mark-up. All Per Diem Expenses shall be billed directly to Gordon County at a rate not to exceed the GSA Per Diem Allowance for the project area. The rates listed below shall be straight time rates. All hours in excess of 40 per week shall be billed at 1.5 times the straight time rate. DISASTER DEBRIS MONITORING SERVICES POSITIONS HOURLY RATES Principal $ Project Manager $ Operations Manager $ Debris Monitor Field Supervisors $ Debris Load Site Monitors $ Debris Site/Tower Monitors $ Clerical Data Entry Supervisor Clerical Staff Data Entry Clerk 25