Request for Proposals 2366-P: Debris Monitor

If you download this Request for Proposals from the Countys web site, it will be your responsibility to check the web site for any addenda that might be issued for this solicitation. The County cannot not be responsible for a vendor not receiving information provided in any addendum. Sincerel wey Ted L. Burgess Chief Procurement Officer Attachment Request for Proposals 2366-P Debris Monitor OBJECTIVE Fayette County, Georgia invites proposals from qualified firms to enter into a pre-positioned contract for debris monitoring services in preparation for, and in response to, natural or man-made disasters, or other debris-producing events. This is a joint procurement, intended to result in a single contract with other jurisdictions within the county. It will be a pre-event contract, with work to be performed upon activation by the Owner. Upon award of the contract, each jurisdiction will execute its own Agreement form, which acknowledges their participation, and which will become an

integral part of the contract. The contract resulting from this Request for Proposals (RFP) may involve financial participation provided by the Federal Emergency Management Agency (FEMA). Guidance to non-Federal entities at 2 CFR 200.318(e) states To foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services across the Federal Government, the non-Federal entity is encouraged to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement of common or shared goods and services. DEFINITION Owner: As used in this RFP, the term Owner shall mean Fayette County, City of Fayetteville, City of Peachtree City, and/or the Town of Tyrone, either individually or collectively as may apply. INTRODUCTION Fayette County is in the northwestern part of Georgia, about 15 miles south of the city limits of Atlanta. It encompasses about 199 square miles and is considered an integral part of the Metro Atlanta area. The cities of Fayetteville and Peachtree City, and the town of Tyrone, are located within the county. The U.S Census Bureau estimates that 122,030 people resided in the county as of July 1, 2022. Included in this number are 39,652 in the City of Peachtree City, 19,687 in the City of Fayetteville, and 7,907 in the Town of Tyrone. There are approximately 685 miles of roads in the county. In the event of a natural or man-made disaster, or significant weather condition such as heavy snow or ice, the county and other jurisdictions must be in a position to provide necessary public services to its residents. STATEMENT OF NEED This RFP is designed to result in a single contract for debris monitoring services. The Debris Monitor will help the Owner be prepared to deal with a disaster or other emergency before it strikes and will provide observation and documentation of debris removal work from the point of debris collection to final disposal, and related services. Areas involved may include public roads and rights of way, drainage structures, parks and recreational areas, and other public facilities and infrastructure. Covered events would include situations caused by various types of natural or man-made disasters or other events, including but not limited to wind damage, flooding, snow or ice, man-made emergencies, or other conditions. It is of utmost importance that the Debris Monitor be able to mobilize quickly, in order to make roads and other public areas accessible and usable. In the event of a disaster, federal funds may be available to reimburse some costs. Contractors must comply with all relevant state or federal requirements. It will be important to effectively coordinate between the Owner, the Georgia Emergency Management Agency (GEMA), and the Federal Emergency Agency (FEMA). Comprehensive observation and documentation of debris removal work will be required from the point of debris collection to final disposal. The successful Debris Monitor shall not be employed by, or affiliated with, the debris removal contractor. SCOPE OF SERVICES The selected firm will monitor debris removal, debris management and reduction activities, and disposal operations. This will include debris removal contractor compliance, documentation, coordination, and inspection. It will include all management, supervision, labor, transportation, and equipment necessary to initiate load tickets at debris loading sites; estimating the volume of debris being delivered to temporary or other debris management sites and final disposal sites; and support of the operations of the field supervisors, debris loading and observation tower monitors, and clerical staff. All monitoring shall be done in compliance with FEMA and other federal guidelines. The Owner plans to have in place a contract with a separate firm for debris clearing, removal, and disposal which will provide for emergency work in the first 70 hours that is compensated on an hourly rate. The debris removal companys work after the first 70 hours would be compensated on a unit basis (cubic yards, tons, or other appropriate units). The successful debris monitoring contractor shall provide all monitoring, documenting, reporting, and other services required to qualify for federal financial participation of all eligible costs. The Debris Monitor shall take sufficient measures to ensure eligibility of debris, and that accurate quantities are reported. The Debris Monitor shall use a load ticket system to record with specificity (e.g. street address, GPS coordinates) where debris is collected and the amount picked up, hauled reduced, and disposed of. The Debris Monitor shall submit daily reports on load quantities, debris management site operations, and operational and safety issues in the field. The Debris Monitor shall take such steps as necessary to assure that all costs are associated with a reasonable level of effort, including appropriate numbers of debris monitoring personnel and clerical staff, and that debris monitoring services are tailored to the scale of the debris operations. The monitoring contractors work shall include, but not be limited to, the following: A, Augment the owners preparedness by providing assistance in updating the owners debris management and removal plan; participate in meetings, workshops, or tabletop exercises annually or as scheduled; and/or provide training. Provide field inspectors and all other personnel necessary to check and_ verify information on debris removal at designated checkpoints and temporary debris management sites, as needed. Debris monitors must be trained and possess skills adequate to fulfill the duties of the job. Labor rates should be commensurate with the skill level required by the job function. {Note: Debris monitors do not need to be registered professional engineers.} Complete any and all forms necessary for reimbursement from state and federal agencies. This may include, but is not limited to, the timely completion and submittal of reimbursement requests, preparation and submittal of any and all necessary cost substantiations, and preparation of replies to agency requests, inquiries, or potential denials. The Contractor shall supply labor, equipment and material records that will substantiate the actual costs in the project worksheet. The Contractor shall produce photographs and/or other means of confirming debris load information for reimbursement purposes. COMPANY INFORMATION RFP 2366-P: Debris Monitor A. COMPANY Company Name: Physical Address: Mailing Address (if different): Website (if applicable): B. AUTHORIZED REPRESENTATIVE Signature: Printed or Typed Name: Title: E-mail Address: Phone Number: C. PROJECT CONTACT PERSON Name: Title: E-mail Address: Phone Number: Contractor Affidavit under O.C.G.A. 13-10-91(b)(I) The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. 13-10-91 and hereby verifies its compliance with O.C.G.A. 13-10-91, attesting as follows: a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program; b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof; co) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof; d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract; e) The Contractor will contract for the performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. 13-10-91(a), (b), and (c); The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. 13-10-91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and 8) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers! licenses, and identification cards required pursuant to O.C.G.A. 13-10-91 to the public employer within five business days of receipt. Federal Work Authorization User Identification Number Date of Authorization 2366-P: Debris Monitor Name of Contractor Name of Project Fayette County, Georgia Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on > , 2024 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE es DAY OF , 2024 NOTARY PUBLIC My Commission Expires: REFERENCES RFP 2366-P: Debris Monitor Please list three (3) references for current or recent customers who can verify the quality of service your company provides. Projects of similar size and scope are preferable. 1. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email 2. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email 3. Government/Company Name City & State Work or Service Provided Approximate Completion Date Contact Person and Title Phone Email COMPANY NAME EXCEPTIONS TO SPECIFICATIONS RFP 2366-P: Debris Monitor Please list below any exceptions or clarifications to the specifications. Explain any exceptions in full. COMPANY NAME ANTI-LOBBYING CERTIFICATION RFP 2366-P: Debris Monitor Certification for Contracts, Grants, Loans, and Cooperative Agreements (To be submitted with each bid or offer exceeding $100,000) The undersigned certifies, to the best of his or her knowledge, that: No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying, in accordance with its instructions. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. 3801 et seq., apply to this certification and disclosure, if any. Signature of Contractors Authorized Official Name and Title of Contractors Authorized Official Date CERTIFICATION SUSPENSION AND DEBARMENT RFP 2366-P: Debris Monitor (1) This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the contractor is required to verify that none of the contractor, its principals, (defined at 2 C.F.R. 180.995), or its affiliates (defined at 2 C.F.R. 180.905) are excluded (defined at 2 C.F.R. 180.940) or disqualified (defined at 2 C.F.R. 180.935). (2) The contractor must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (3) This certification is a material representation of fact relied upon by Fayette County, Georgia. If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Federal Government and Fayette County, Georgia, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The bidder or proposer agrees to comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. Signature of Contractors Authorized Official Name and Title of Contractors Authorized Official Date Price Proposal RFP 2366-P: Debris Monitor Company Name: Estimated Extended Hourly Position Hours* Rate Price Project manager 80 Project coordinators 100 Operations managers 100 FEMA coordinators 20 30 Environmental specialists GIS anal ts 20 Scheduler / expediter 100 Crew monitors 2,500 Debris site monitors / Tower Monitors 1,200 Admin assistant 100 60 Billing / invoicing analysts Automated Debris Mgt Sys Tech 60 Other Positions:** Total Pro} sed Estimated Price *Hours included are not intended to represent actual contracted hours. They are an estimated number of hours, for an assumed typical event. Payments under the contract will be for actual hours incurred, up to the contract ceiling price. ** Include a job description for each type of additional position listed.