Santa Rosa County School Board Page 1 of 29

RFP 17-09 Debris Removal and Tree Trimming

SANTA ROSA COUNTY SCHOOL BOARD Tim Wyrosdick, Superintendent of Schools

Purchasing Department Judson C. Crane, CPPB, CPPO, Director of Purchasing & Contract Administration

6544 Firehouse Road

Milton, FL 32570-3411

Phone (850) 983-5130 FAX (850) 983-5133 Suncom 689-5130

E-mail: cranej@santarosa.k12.fl.us

Website: http://sites.santarosa.k12.fl.us/purchasing/

The Santa Rosa County School Board solicits a submission as listed in this request for proposal. All terms and conditions below are a

part of this proposal request, and no proposals will be accepted unless all these terms and conditions have been met, unless superseded by

the proposal specification. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals not submitted in

accordance with this proposal request will be rejected.

GENERAL TERMS AND CONDITIONS

1. The purchasing department will be the point of contact for this proposal, unless otherwise noted in the proposal specifications. Under no

circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted

concerning this proposal until after award. Any such contact may result in proposal disqualification.

2. Price, quality, specifications, payment discounts, warranty, travel time for warranty service, ability to provide service and time of guaranteed

delivery will be the determining factors in the awarding of this proposal.

3. Proposal price shall be the delivered and unloaded price to the designated point according to the purchase order. *** Collect shipments will be

refused *** No deposits or requests for pre-payment will be allowed.

4. Proposals may be awarded or rejected in whole or item by item, with rights being maintained to make joint awards if in the best interest of the

district. The Santa Rosa County School Board will retain all copyright and patent rights that may be created by the contract resulting from this

proposal. These rights are to include, but are not to be limited to written works, computer software and mechanical devices that are created as a

requirement of this proposal.

5. Enough detail is given in the proposal to describe the item being proposal, although not written, full manufacturer's specifications are implied.

Manufacturer's specifications take precedent over information within this proposal if any discrepancy exists.

6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information only in order

to describe and establish general quality levels, not to limit competition. Such references are not intended to be restrictive. The bidder may offer

any brand for which authorized to represent, which meets or exceeds the specifications for any and all items. If proposals are based on equivalent

products, indicate on the proposal form the manufacturer's name and number and indicate any deviations from the specifications. IMPORTANT

NOTE: If offering an alternate, complete manufacturer's literature, giving full description of the alternate being offered, must be submitted.

Failure to submit manufacturer's descriptive literature when offering an alternate can result in proposal rejection for failing to comply with

proposal instructions. Any proposal lacking written indication of intent to quote an alternate brand will be considered and received as a proposal

in complete compliance with the specifications as listed in the proposal. If upon receipt it is found not to meet specifications, payment will not be

made and the item will be returned at the Contractor’s expense.

7. For Service and Term contracts, the board reserves the right to provide all services internally, and similar goods and services may be procured

through a general Contractor or other existing contract. The board also reserves the right to separately bid out large purchases of similar goods

and services.

8. In the event more than one proposal is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price.

9. To be considered all proposals must be submitted on the enclosed proposal form, properly signed by an authorized representative on the company

placing the proposal, and delivery date stated.

10. In the event of an error in extending the total cost of an item, the total price submitted will prevail.

11. Sealed proposals must be submitted by hand delivery or mail only as noted in the proposal specifications. Proposals by telephone, fax or e-mail

will not be accepted. Only those submitting a proposal or a proposal marked "NO PROPOSAL" will be retained on the proposal mailing list.

12. The proposal opening shall be public and at the time noted in the proposal specifications.

13. Tie proposals will be awarded to the bidder with the earliest postmark or if hand delivered, the earliest actual time noted or stamped on the

envelope. It is the bidder’s responsibility to insure the actual date and time are noted on the envelope. The only exception to this rule is if the tie

proposals are between an out of state company and a company headquartered in Florida, the Florida company will prevail.

14. A notice of intended decision will be posted in the office of the Purchasing Director one week prior to award. A notice of intended decision will

be furnished only to bidders who supply a self-addressed, stamped envelope with their proposal or by downloading from the purchasing

department internet web site at http://sites.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the proposal tabulations

and files during normal business hours (public record) after proposals have been awarded.

15. Rights are reserved to purchase additional quantities at proposal price.

16. Based on School Board Policy 7.70 X, Direct Purchasing, the School District may elect to purchase materials and equipment included in a

Contractor’s proposal directly from the supplier.

17. Payment will not be made until an order is completed in full.

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18. The successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the Comptroller

General of the United States, or other authorized representatives access to any books, documents, papers, and records of the bidder which are

directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions.

19. When contract is federally funded, retention of all required records is to be for three years after grantees or sub grantees make final payments and

all other pending matters are closed.

20. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by

law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. All contact in this

regard to be made exclusively with the purchasing department. In the event of litigation involving this contract, the venue shall be Santa Rosa

County Florida. Arbitration will not be an acceptable means to resolve disputes.

21. When using federal funds the remedies for noncompliance for School District may:

(1) Temporarily withhold cash payments pending correction of deficiency in delivery of services.

(2) Suspend or terminate the current awarded contract and withhold further awards to the suspended/terminated Contractor as found in Title 34,

Section 80.43 code of Federal Regulation.

22. When using federal funds the remedies for noncompliance for contracts in excess of simplified threshold of $100,000 the School District may:

(1) Temporarily withhold cash payments pending correction of the deficiency by the grantee or sub grantee.

(2) Disallow all or part of the cost of activity or action not in compliance.

(3) Wholly or partly suspend or terminate the current award for the grantee or sub grantee’s program.

(4) Withhold further awards for the program or take other remedies that might be available. As found in Title 34, section 80.43, Enforcement

Section code of Federal Regulation.

23. (Service proposals only) Insurance required to be carried shall include:

A. Insurance

1) The Company shall furnish proof of the following insurance to the Board by Certificate of insurance.

2) The Certificate of Insurance shall state that the School Board, including its agents and employees, are additional insureds under the policy

or policies.

3) The Company shall provide Certificates of Insurance to the District’s Risk Manager at 5086 Canal St., Milton, FL, 32570 prior to the start

of any work under this contract.

4) The Companies insurers shall provide thirty (30) days advance written notice via certified mail in the event of cancellation of any

insurance program required by this contract.

5) All insurance policies shall be issued by companies either of the following qualifications:

6) The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the State of Florida or (2) an

eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of “A-” or better and a Financial

Size Category of “VI” or better according to the latest edition of Best’s Key Rating Guide, Published by A.M. Best company.

7) With respect only to Workers’ Compensation insurance, the company must be (1) authorized as a group self-insurer pursuant to Florida

Statutes or (2) authorized as a commercial self-insurer fund pursuant to Florida Statutes.

8) Workers’ Compensation Insurance. The Company shall maintain Workers’ Compensation coverage as required by Florida Statute 440,

covering all Company employees employed in connection with this contract and Employers Liability Insurance with minimum limits of

$1,000,000 per occurrence.

9) Comprehensive General Liability Insurance. The Company shall procure and maintain for the life of the contract/agreement,

Comprehensive Liability Insurance, Broad Form, including Products and Completed Operations Liability. This policy shall provide

coverage for death, bodily injury, personal injury, or property damage that could arise directly or indirectly form performance of the

contract. The coverage must be on an occurrence form basis with minimum limits of $1,000.000 per claim, $2,000,000 per occurrence,

combined single limit for bodily injury and property damage liability

10) Business Automobile Liability. The Company shall procure and maintain, for the life of the contract/agreement Business Automobile

Liability Insurance with minimum limits of $1,000,000 per claim, $2,000.000 per occurrence, combined single limit for bodily injury

liability and property damage liability. This coverage shall be on an “Any Auto” or “Comprehensive Form” policy. The coverage shall be

on an occurrence form policy. In the event the Company does not own any vehicles, hired and non-owned coverage shall be provided in

the amounts listed above.

B. Indemnification / Hold Harmless

1) Company shall indemnify the Santa Rosa County School Board and to the fullest extent permitted by law, protect, defend, indemnify and

hold harmless the Board, its agents, officers, elected officials, employees and volunteers from and against all claims, actions, liabilities,

losses (including economic losses), and costs arising out of any actual or alleged;

2) Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting there from, or

any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the

company or subcontractor, any directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in

performance of the work; or

3) Violation of law, statute, ordinance, governmental administration order, rule or regulation by the company in the performance of the work;

Liens, claims or actions made by the Company or any subcontractor or other party performing the work.

4) The indemnification obligations hereunder shall not be limited to any extent on the amount, type of damages, compensation or benefits

payable by or for the company or any subcontractor under workers’ compensation acts, disability benefit acts, other employee benefit acts

or any statutory bar.

5) Any cost or expense, including attorney’s fees, incurred by the board to enforce the contract shall be borne by the company.

Direct all insurance inquiries to Risk Management (850) 983-5007.

24. Person or persons submitting a proposal who contends that all or part of the proposal, (record), is exempt from inspection and copying, shall state

the basis of the exemption, (on the proposal document, in writing), that he or she contends is applicable to the record. This is to include the

statutory citation to an exemption created or afforded by statute.

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25. Other governmental agencies which qualify under State Board of Education 6A-1.012 and Board of Governors regulation 18.001 may purchase

from this bid if approved by the winning Contractor.

26. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds.

27. The Jessica Lunsford Act: The Santa Rosa County School Board reserves the right to refuse to accept services from any

personnel deemed by the Santa Rosa County School Board to be unqualified, disorderly, or otherwise unable to perform assigned

work. This law, effective September 1, 2005, affects your business if you, your employees or your agents will have access to

school grounds when students are present, have direct contact with students or have access to or control of school funds. A copy of

House Bill 1877, which was approved by the Governor on May 2, 2005 (Chapter 2005-28, L.O.F., section 21) may be found by

accessing the following link on the internet: http://laws.flrules.org/files/Ch_2005-028.pdf. The requirements of this new law must

be met in order for the School Board to continue working with you. The implementation procedures for this new law, as well as

the amendment of July 2007, are posted on our website, at: http://srcsdhumanresources.weebly.com/jessica-lunsford.html

28. As per Florida Statute 119.071 (Public Records) sealed proposals, proposals or replies received by an agency in response to a

competitive solicitation shall be exempt from public inspection or copying until such time as the agency provides notice of an

intended decision or until 30 days after opening the proposals, or final replies, whichever is earlier. 29. (Service Contracts Only) Pursuant to Florida Statute 119, the Contractor must follow all public records law.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUES, TO THE CONTRACTOR’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (850)983-5030,

carnleyc@santarosa.k12.fl.us, OR 5086 CANAL STREET, MILTON, FLORIDA 32570. A Contractor who fails to provide the public records to the School Board within a reasonable time may also be subject to penalties under Florida

Statute 119.

30. The School District has reviewed Florida State purchasing agreements and state term contracts.

31. (Online Software Services Only) The District takes the confidentiality and security of our student information very seriously. The Contractor must

adhere to the following:

1. To maintain confidentiality of all data.

2. To use the data provided for the specified purpose only.

3. To take all steps reasonably necessary to protect the confidential information and to prevent the confidential information from falling in

to the public domain or into the possession of unauthorized persons.

4. Upon termination or end of contract, all data is to be destroyed or returned to the District.

5. To encrypt the Data by SSL or other cryptographic method anytime it is transmitted electronically.

6. The Contractor must sign the District’s Data Disbursement Confidentiality Disclosure Agreement which can be reviewed at this link:

https://sites.santarosa.k12.fl.us/pdc/docs/datadisb/631164ConfidentialityDisclosureAgreement.docx After the RFP contract is awarded,

the District staff will initiate this process.

Or the Contractor may sign “The Pledge”, at https://studentprivacypledge.org/, in lieu of signing the “Data Disbursement

Confidentiality Disclosure Agreement” form. If you choose to sign “The Pledge” you must inform Eric Englert via email:

englerte@santarosa.k12.fl.us.

NOTE: Do not return this document with proposal submission.

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DRUG FREE WORKPLACE Section 287.087 Florida Statutes

Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals

which are equal with respect to price, quality, and service, are received by the State or by any political subdivision

for the procurement of commodities or contractual services, a proposal received from a business that certifies that

it has implemented a drug-free workplace program shall be given preference in the award process.

Established procedures for processing tie proposals will be followed if none of the tied Contractors have a drug-

free workplace program. In order to have a drug-free workplace program, a business shall:

1. 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.

2. 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.

3. Give each employee engaged in providing the commodities or contractual services that are under proposal a

copy of the statement specified in subsection (1).

4. 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 proposal, the employees 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.

5. 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 an employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this

section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

Contractor's Signature

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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

OFFICIALS/AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to

(print name of public entity)

by

(print individual's name and title)

for

(print name of entity submitting sworn statement)

whose business address:

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. I understand that a "public entity crime" as defined in Paragraph 287.33(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 or any other state or of the United

States. Including, but not limited to, any proposal 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 misrepresentation.

3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes,

means a finding of guilt or a conviction or 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, nonjury trial, or entry or a plea of guilty or nolo contender.

4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

a. A predecessor or successor of a person convicted of a public entity crime: or

b. 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.

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5. I 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 the legal power to enter

into a binding contract and which proposals or applies to proposal on contracts for the 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, 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 relation 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 (ONE) ABOVE IS FOR THAT PUBLIC

ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OR 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 SECITON 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 of , 20 .

Personally known: or Produced Identification:

Type of Identification: Notary Public - State of

Notary Signature: Notary Stamp:

Form PUR 7068 (Rev. 06/18/92)

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LOBBYING - 31 U.S.C. 1352, 49 CFR Part 19, 49 CFR Part 20

APPENDIX A, 49 CFR PART 20--CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements

(To be submitted with each bid or offer exceeding $100,000)

The undersigned [Contractor] certifies, to the best of his or her knowledge and belief, that:

1. 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.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying

contacts to 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 [as

amended by "Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96). Note: Language

in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-

65, to be codified at 2 U.S.C. 1601, et seq.)]

3. 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.

[Note: Pursuant to 31 U.S.C. § 1352(c)(1) -(2)(A), any person who makes a prohibited expenditure or fails to file or amend a

required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or 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. A 3801,

et seq., apply to this certification and disclosure, if any.

_________________________________________ Signature of Contractor’s Authorized Official

_________________________________________ Name and Title of Contractor’s Authorized Official

_________________________________________ Date

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ANTI-COLLUSION STATEMENT

ANTI-COLLUSION STATEMENT: The below signed bidder has not divulged to, discussed or compared his bid

with other bidders and has not colluded with any other bidder or parties to bid whatever. (Note: No premiums,

rebates, or gratuities permitted either with, prior to, or after any delivery of materials. Any such violation will result

in the cancellation and/or return of material (as applicable) and the removal from bid list(s).

Contractor’s Company Name Authorized Signature – Manual

Authorized Signature – Typed/Printed

Address Title

Phone # Fax #

Federal ID #

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FEDERAL E-VERIFY COMPLIANCE CERTIFICATION

In accordance with Executive Order Number 11-116 from the Office of the Governor of the State of Florida,

Contractor hereby certifies that the U.S. Department of Homeland Security’s E-Verify system will be used to verify

the employment eligibility of all new employees hired by the respondent during the contract term, and shall expressly

require any subcontractors performing work or providing services pursuant to the contact to likewise utilize the U.S.

Department of Homeland Securities E-Verify system to verify the employment eligibility of all new employees hired

by the subcontractor during the contract term; and shall provide documentation such verification to the Santa Rosa

County School Board upon request.

As the person authorized to sign this statement, I certify that this company complies/will comply fully with the above

requirements.

DATE: ____________________________________ SIGNATURE: _______________________________

COMPANY: ________________________________ NAME: ____________________________________

ADDRESS: _________________________________ TITLE: _____________________________________

_________________________________

_________________________________

E-MAIL: ___________________________________

PHONE NO.: _______________________________

FAX NO.: _______________________________

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FEMA GENERAL GRANT FUNDING CONDITIONS

PLEASE NOTE THAT THIS SOLICITATION IS EITHER PARTIALLY OR FULLY GRANT-FUNDED.

CONTRACTORS AGREE TO COMPLY FULLY WITH THE CLAUSES AS ENUMERATED BELOW,

AND SHALL CONTINUE TO COMPLY WITH ANY REGULATORY OR LEGISLATIVE CHANGES,

UPDATES OR MODIFICATIONS THAT OCCUR IN THE FUTURE RELATING TO THESE CLAUSES.

1. Drug Free Workplace Requirements: Drug-free workplace requirements in accordance with Drug

Free Workplace Act of 1988 (Pub l 100-690, Title V, Subtitle D) All Contractors entering into Federal

funded contracts over $100,000 must comply with Federal Drug Free workplace requirements as Drug

Free Workplace Act of 1988.

2. Contractor Compliance: The Contractor shall comply with all uniform administrative requirements,

cost principles, and audit requirements for federal awards.

3. Conflict of Interest: The Contractor must disclose in writing any potential conflict of interest to the

Santa Rosa County School Board or pass-through entity in accordance with applicable Federal policy.

4.

5. Mandatory Disclosures: The Contractor must disclose in writing all violations of Federal criminal

law involving fraud, bribery, or gratuity violations potentially affecting the Federal award.

6. Utilization of Minority, Women’s / Labor Surplus Firms Participation: The Santa Rosa County

School Board, in accordance with the requirements as stated in C.F.R. 200.321 encourages the active

participation of minority businesses, women-owned businesses and labor surplus area firms as a part

of any subsequent agreement whenever possible. The Contractor must take all necessary affirmative

steps to assure that minority businesses, women’s business enterprises, and labor surplus area firms

are used when possible, using the steps (1) through (5) here:

(1) Placing qualified small & minority businesses and women’s business enterprises on solicitation

lists;

(2) Assuring that small & minority businesses, and women’s business enterprises are solicited

whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to

permit maximum participation by small and minority businesses, and women’s business

enterprises;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation

by small and minority businesses, and women’s business enterprises;

(5) Using the services and assistance, as appropriate, of such organizations as:

Small Business Administration

Minority Development Agency of the US Dept. of Commerce

Florida Department of Management Services (Office of Supplier Diversity)

Florida Department of Transportation

Minority Business Development Center in most large cities and

Local Government M/DBE programs in many large counties and cities

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Prior to contract award, the Contractor shall document efforts to utilize M/WBE firms including what

firms were solicited as suppliers and/or subcontractors as applicable and submit this information with

their bid submittal.

7. Equal Employment Opportunity:

a. As per Executive Order 11246, the Contractor may not discriminate against any employee or

applicant for employment because of age, race, color, creed, sex, disability or national origin.

The Contractor agrees to take affirmative action to ensure that applicants are employed and

that employees are treated during employment without regard to their age, race, color, creed,

sex, disability or national origin. Such action shall include but not be limited to the following:

employment, upgrading, demotion or transfer, recruitment advertising, layoff or termination,

rates of pay or other forms of compensation and selection for training including

apprenticeship.

b. During the performance of the Contract, the Contractor and its subcontractors shall not

discriminate against any employee or applicant for employment because of race, color, sex

including pregnancy, religion, age, national origin, marital status, political affiliation, familial

status, sexual orientation, gender identity and expression, or disability if qualified. The

Contractor will take affirmative action to ensure that employees and those of its subcontractors

are treated during employment, without regard to their race, color, sex including pregnancy,

religion, age, national origin, marital status, political affiliation, familial status, sexual

orientation, gender identity or expression, or disability if qualified. Such actions must include,

but not be limited to, the following: employment, promotion; 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 and its

subcontractors shall agree to post in conspicuous places, available to its employees and

applicants for employment, notices to be provided by the contracting officer setting forth the

provisions of this nondiscrimination clause. The Contractor further agrees that he/she will

ensure that all subcontractors, if any, will be made aware of and will comply with this

nondiscrimination clause.

8. Davis-Bacon Act: If applicable to this contract, the Contractor agrees to comply with all provisions

of the Davis Bacon Act as amended (40 U.S.C. 3141-3148). Contractors are required to pay wages

to laborers and mechanics at a rate not less than the prevailing wages specified in a wage

determination made by the Secretary of Labor. In addition, Contractors must be required to pay wages

not less than once a week. If the grant award contains Davis Bacon provisions, the Santa Rosa School

Board will place a copy of the current prevailing wage determination issued by the Department of

Labor in the solicitation document. The decision to award a contract shall be conditioned upon the

acceptance of the wage determination.

9. Copeland Anti-Kick Back Act: Contractors shall comply with all the requirements of the Copeland

Anti-Kickback Act (18 U.S.C. 874 as supplemented by Department of Labor Regulations (29 CFR

Part 3) which are incorporated by reference to this contract. Contractors are prohibited from inducing

by any means any person employed in the construction, completion or repair of public work to give

up any part of the compensation to which he or she is otherwise entitled.

10. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701–3708): Where applicable, all

contracts awarded in excess of $100,000 that involve the employment of mechanics or laborers must

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be in compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations

(29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each Contractor is required to compute the wages

of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of

the standard work week is permissible provided that the worker is compensated at a rate of not less

than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work

week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no

laborer or mechanic must be required to work in surroundings or under working conditions which are

unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or

materials or articles ordinarily available on the open market, or contracts for transportation or

transmission of intelligence.

11. Clean Air Act (42 U.S.C. 7401–7671q.) and the Federal Water Pollution Control Act (33 U.S.C.

1251–1387): The Contractor agrees to comply with all applicable standards, orders or regulations

issued pursuant to the Clean Air Act (42 U.S.C. 7401–7671q) and the Federal Water Pollution Control

Act as amended (33 U.S.C. 1251–1387). Violations must be reported to the Federal awarding agency

and the Regional Office of the Environmental Protection Agency (EPA).

12. Debarment and Suspension (Executive Orders 12549 and 12689): A contract award (see 2 CFR

180.220) must not be made to parties listed on the government wide exclusions in the System for

Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement

Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p.

235), ‘‘Debarment and Suspension. SAM Exclusions contains the names of parties debarred,

suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory

or regulatory authority other than Executive Order 12549. The Contractor shall certify compliance.

a. Any resulting contract of this RFP will be 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(s), 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).

b. 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.

c. This certification is a material representation of fact relied upon by the Santa Rosa County

School Board. 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 Santa

Rosa County School Board, the Federal Government may pursue available remedies,

including but not limited to suspension and/or debarment.

d. The Contractor 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 contractor further agrees to include a provision requiring

such compliance in its lower tier covered transactions.

13. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352): Contractors that apply or bid for an award

exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will

not and has not used Federal appropriated funds to pay any person or organization for influencing or

attempting to influence an officer or employee of any agency, a member of Congress, officer or

employee of Congress, or an employee of a member of Congress in connection with obtaining any

Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose

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RFP 17-09 Debris Removal and Tree Trimming

any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award.

Such disclosures are forwarded from tier to tier up to the non-Federal award. The Contractor shall

certify compliance.

14. Rights to Inventions Made Under a Contract or Agreement: If the Federal award meets the

definition of ‘‘funding agreement’’ under 37 CFR § 401.2 (a) and the recipient or sub-recipient wishes

to enter into a contract with a small business firm or nonprofit organization regarding the substitution

of parties, assignment or performance of experimental, developmental, or research work under that

‘‘funding agreement,’’ the recipient or sub-recipient must comply with the requirements of 37 CFR

Part 401,‘‘Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under

Government Grants, Contracts and Cooperative Agreements,’’ and any implementing regulations

issued by the awarding agency.

15. Procurement of Recovered Materials: Contractors must comply with section 6002 of the Solid

Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements

of Section 6002 include procuring only items designated in guidelines of the Environmental

Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered

materials practicable, consistent with maintaining a satisfactory level of competition, where the

purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding

fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes

energy and resource recovery; and establishing an affirmative procurement program for procurement

of recovered materials identified in the EPA guidelines.

16. Access to Records and Reports: Contractor will make available to the Santa Rosa County School

Board’s granting agency, the granting agency’s Office of Inspector General, the Government

Accountability Office, the Comptroller General of the United States, the Santa Rosa County School

Board, Santa Rosa County Clerk of Court’s Inspector General, or any of their duly authorized

representatives any books, documents, papers or other records, including electronic records, of the

Contractor that are pertinent to the Santa Rosa County School Board’s grant award, in order to make

audits, investigations, examinations, excerpts, transcripts, and copies of such documents. The right

also includes timely and reasonable access to the Contractor’s personnel during normal business hours

for the purpose of interview and discussion related to such documents. This right of access shall

continue as long as records are retained.

17. Record Retention: Contractor will retain all required records pertinent to this contract for a period

of three years, beginning on a date as described in 2 C.F.R. §200.333 and retained in compliance with

2 C.F.R. §200.333.

18. Federal Changes: Contractor shall comply with all applicable Federal agency regulations, policies,

procedures and directives, including without limitation those listed directly or by reference, as they

may be amended or promulgated from time to time during the term of the contract.

19. Termination for Default (Breach or Cause): Contracts in excess of $10,000 – If Contractor does

not deliver supplies in accordance with the contract delivery schedule, or, if the contract is for

services, the Contractor fails to perform in the manner called for in the contract, or if the Contractor

fails to comply with any other provisions of the contract, the Santa Rosa County School Board may

terminate the contract for default. Termination shall be effected by serving a notice of termination

on the Contractor setting forth the manner in which the Contractor is in default. The Contractor will

only be paid the contract price for supplies delivered and accepted, or services performed in

accordance with the manner of performance set forth in the contract.

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20. Safeguarding Personal Identifiable Information: Contractor will take reasonable measures to

safeguard protected personally identifiable information and other information designated as sensitive

by the awarding agency or is considered sensitive consistent with applicable Federal, state and/or

local laws regarding privacy and obligations of confidentiality.

21. Prohibition on utilization of Cost Plus a Percentage of Cost Contracts: The Santa Rosa County

School Board will not award contracts containing Federal funding on a cost plus percentage of cost

basis.

22. Prohibition on utilization of Time and Material type contracts: The Santa Rosa County School

Board will not award contracts based on a time and material basis if the contract contains Federal

funding.

23. Disputes: Any dispute arising under this Agreement which is not settled by Agreement of the parties

may be settled by mediation or other appropriate legal proceedings. Pending any decision, appeal or

judgment in such proceedings or the settlement of any dispute arising under this Agreement, shall

proceed diligently with the performance of this Agreement in accordance with the decision of the

Santa Rosa County School Board. This Agreement shall be construed under the laws of the State of

Florida, and venue for any actions arising out of this Agreement shall be in the Circuit Court of Santa

Rosa County, Florida.

24. Attorney Fees and Costs: In any action, except mediation, brought regarding this agreement, the

prevailing part, shall be awarded its reasonable attorneys’ fees and costs, including any applicable

fees and costs on appeal.

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RFP 17-09 Debris Removal and Tree Trimming

*** PROPOSAL SPECIFICATIONS *** The Santa Rosa County School Board, Milton Florida, solicits your company to submit a proposal on “RFP 17-09

Debris Removal and Tree Trimming” as listed in this proposal request. All terms and conditions below are a part

of this proposal request. No proposals will be accepted unless these terms and conditions have been met. Rights

are reserved to reject any and all proposals and to waive technicalities. Proposals which are not submitted in

accordance with this proposal request will be rejected.

Mandatory Pre-proposal Conference: Detailed information will be discussed at a mandatory

pre-proposal conference to be held July 7, 2017 at 9:30 AM, at the Santa Rosa County School Board

Administrative Support Complex, Maintenance Building #2, 6544 Firehouse Road, Milton, FL 32570. Only those

attending the conference will be allowed to submit a proposal. The first five (5) minutes of the conference will be

for distribution of documents and for Contractors to sign in. Contractors must arrive on time to be allowed to

participate in the conference. Those arriving after the five (5) minute sign in period will not be allowed to

participate or submit a proposal. The conference will be recorded, with the resulting DVD becoming a part of the

documentation for this solicitation. Copies of the DVD will be made available to interested parties by notifying

the purchasing office.

Term of Contract - The contract resulting from this proposal shall be for a five (5) year and approximately four

(4) month period, if funded, beginning on or about August 18, 2017 and ending December 31, 2022. Either party

may cancel the contract, without reason, with written notification. Cancellation must be in writing and received

ninety (90) days prior to August 18th of each contract year. Silence from both parties will be considered as

acceptance for another contract year at the same terms and conditions. This condition is not to preclude providing

the lowest possible price based on current economic conditions. If economic conditions warrant a change in the

conditions or terms of the contract, either party may exercise the cancellation privilege on the next anniversary

date without prejudice. The resulting contract from this proposal may be canceled by the Santa Rosa County

School Board, at any time, for the Contractor’s failure to comply with proposal specifications. Funding for this

proposal is subject to availability of appropriated funds. Invoices are to be broken down and detailed as per items

listed on proposal form and will be audited for the length of this contract.

Evaluation of Proposals - A committee will review and rank proposals based on various factors, including but not

limited to company history, qualifications, location, performance references, responsiveness and price.

Presentations may be requested of the top ranked Contractors. If necessary, the committee will enter into

negotiations with the company that receives the number one ranking.

Submission of Proposals – The original proposal and six (6) additional printed copies of the proposal must be

received by the Director of Purchasing and Contract Administrator's office of the Santa Rosa County School

Board, located at 6544 Firehouse Road, Milton Florida 32570 prior to 3:00 PM, July 21, 2017 and clearly marked

"RFP 17-09 Debris Removal and Tree Trimming". Additionally, one (1) CD must be received with the

Contractor’s entire proposal as a single file included in PDF format on which text is searchable. The entire

proposal package must be sealed and labeled. The original copy must contain a manual wet signature of the

corporate officer or designee with the proven authority to bind the firm in matters of this nature.

The sealed proposals will be publicly opened in the Director of Purchasing and Contract Administrator’s office at

8:00 AM, July 24, 2017, to be acknowledged and referred to the Purchasing Manager for tabulation and to the

Committee for evaluation. The notice of intended decision will be posted by 4:00 PM, August 10, 2017. The

contract award will be at the School Board meeting of August 17, 2017, or a later date if additional study is

required. Those submitting proposals and interested parties are invited and encouraged to attend both the opening

and award. Only the names of the companies submitting a proposal will be announced verbally at the RFP

opening per Florida Statute 119.071.

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RFP 17-09 Debris Removal and Tree Trimming

Questions and Answers – Questions are to be submitted in writing via email to lambethc@santarosa.k12.fl.us no

later than July 11, 2017 by 3:00 PM. Questions will be reviewed and those determined to be relevant to the RFP

will be answered and posted by July 12, 2017 by 4:00PM to the District’s Purchasing website:

https://sites.santarosa.k12.fl.us/purchasing/bids/2017/RFP_17-09_Debris/RFP_17-

09_Debris_Removal_Tree_Trimming.htm

1. PURPOSE: The purpose of this proposal is to establish a contract, with qualified contractors for emergency debris removal and tree

trimming through the submission of documents and forms which verify that the contractor meets or exceeds minimum criteria for specific

work projects.

2. SCOPE OF WORK: The work to be performed consists of the gathering and collection of all vegetative, construction and demolition

debris from the school grounds and/or right of way areas, loading, hauling and disposal to a Santa Rosa County designated dump site.

Contractors will be responsible for the removal or grinding and disposal of stumps partially uprooted and supply and install clean fill soil

into holes created by the stump removal. The objectives, process and responsibilities of Contractors for work to be awarded under this bid

is detailed in the Scope of Work.

3. AWARD OF WORK: Work under this contract will be awarded to responsive, responsible contractors based on price quotes

submitted for the various phases of service needed and the contractor’s ability to mobilize crews in order to expedite the overall cleanup

process throughout the School District.

4. LICENSES, PERMITS AND FEES: Contractors shall provide proof of having been an established, duly-licensed firm engaged in

business pertaining to the scope anywhere in the United States for a minimum period of five (5) continuous years as of the date of the bid

opening. Santa Rosa County School Board reserves the right to request copies of the annual occupational license for the past five (5)

years. Contractors must possess a General Hauler Permit. Permit is requested to be submitted with proposal, or within five (5) days

upon request.

The contractor shall obtain and pay for all licenses, permits and inspection fees required for this project; and shall comply with all laws,

ordinances, regulations and building code requirements applicable to the work. Damages, penalties and or fines imposed on Santa Rosa

County School Board or the contractor for failure to obtain required licenses, permits or fines shall be borne by the contractor.

5. INSURANCE REQUIREMENTS: Successful vendor(s) are required to have insurance coverage, as specified in the indemnity and

insurance section of this proposal. The successful vendor(s) must submit completed certificate of insurance form(s) prior to being

recommended for award. Failure to submit this form(s), as noted, will result in the vendor(s) not being recommended for the Proposal

award.

6. REFERENCES: Contractor is requested to submit a list of three (3) commercial or governmental references for work of similar

scope. References must include contact and phone number in order to verify satisfactory performance. Failure to do so may result in the

contractor not being considered for award.

7. EQUIPMENT: Contractors shall furnish all labor, materials, and equipment necessary for satisfactory performance. Contractors must

own or have immediate access to, equipment, trucks, tractors, front-end loaders, backhoes and any other equipment necessary and

appropriate for this type of work encompassed by this proposal. Contractors shall deliver the equipment necessary to successfully

perform the work required in conjunction with this contract within two (2) calendar days after the receipt of purchase order. All material,

workmanship, and equipment shall be subject to the inspection and approval of a Santa Rosa County School Board authorized

representative.

8. SUB-CONTRACTING: Subcontracting is permitted under this contract. The vendor shall submit a list of subcontractors with its

Request for Proposal. Santa Rosa County School Board reserves the right to reject any subcontractor. Rejection of any subcontractor

shall not entitle the vendor to adjustment of proposal prices. Santa Rosa County School Board will not be responsible for resolution of

disputes between the vendor and any subcontractor. The vendor shall be held fully responsible and liable for the supervision and

performance of all work performed by subcontractor.

9. OCCUPATIONAL LICENSE: Any person, firm, corporation or joint venture, with a business location in Santa Rosa County,

Florida, which is submitting a bid, shall meet the County’s Occupational License Tax requirements. Contractors with a location outside

Santa Rosa County shall meet their local Occupational Tax Requirements. A copy of the license is requested to be submitted with the

Proposal. It is the Contractor’s responsibility to resubmit a copy of a new license after expiration or termination of the current license.

Non-compliance with this condition may cause the proposal not to be considered for award.

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RFP 17-09 Debris Removal and Tree Trimming

10. CONFLICT OF INTEREST: Any contract entered into pursuant to this RFP shall be subject to the provisions of Chapter 112,

Florida Statues. Respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of

the District, the State of Florida, or any of its agencies. Further, all respondents must disclose the name of any State employee who

owns, directly or indirectly, an interest of five (5) percent or more in the respondent’s firm or any of its branches. In addition, the

Contractor acknowledges and warrants that no one was paid a fee, commission, gift or other consideration contingent upon receipt of

an award for the services and/or supplies specified in this Request for Proposal.

11. PROPRIETARY INFORMATION: In accordance with Chapter 119 of the Florida Statues (Public Records Law), and except

as may be provided by other applicable State and Federal Law, all contractors should be aware that RFPs and the responses thereto are

public records and subject to public inspection. If a contractor believes that any information contained in a proposal is confidential or

proprietary and exempt from public disclosure, the contractor shall identify specifically any such information contained in their

proposals and cite specifically the applicable exempting law.

12. RESTROOM FACILITIES: Contractor must provide its employees with temporary restroom facilities. Temporary

restroom facilities must be maintained in a clean and sanitary condition. Temporary restroom facilities must be lockable and

placed in a location approved by the School District. Contractor may not use existing restroom facilities.

13. FAMILIARITY WITH LAWS: The Contractor must be familiar with and adhere to the most recent versions of following

regarding the eligible debris removal, eligible tree/branch/stump removal:

FEMA’s Public Assistance Debris Monitoring Guide (FEMA 327):

(http://www.fema.gov/pdf/government/grant/pa/fema327debrismonitoring.pdf

FEMA’s Public Assistance Debris Management Guide (FEMA 325):

(http://www.fema.gov/pdf/government/grant/pa/demagde.pdf )

FEMA’s Hazardous Stump Extraction & Removal Eligibility (DAP 9523.11)

http://www.fema.gov/government/grant/pa/9523_11.shtm

SCOPE OF WORK

I. PROJECT DESCRIPTION AND REQUIREMENTS

A. Santa Rosa County School Board seeks proposals from experienced professional firms for the removal and lawfully disposal

of storm and/or disaster and/or disaster generated debris from Santa Rosa County School Board property and right-of-way

areas. The debris removal shall also include the removal of storm and/or disaster and/or disaster generated dangerous

hanging tree limbs, leaning trees, tree or palm stumps, construction debris C & D and associated storm and/or disaster

and/or disaster generated debris from Santa Rosa County School Board properties and right-of-way areas.

B. The object of the RFP and subsequent contracting activity is to secure the services of experienced qualified Contractors who

are capable of efficiently and effectively removing storm and/or disaster and/or disaster generated debris from the many

school sites located throughout the area of Santa Rosa County in a timely and cost-effective manner and transporting this

debris to the approved Santa Rosa County disposal locations as specified by Santa Rosa County School Board. The

approved Contractors must be capable of assembling, directing, and managing a work force that can complete the removal of

all storm and/or disaster and/or disaster generated debris from the designated/assigned areas, as defined below, in the

allocated time period for each phase of the scope of work.

C. It is the direct objective of Santa Rosa County School Board to provide a thorough, professional, effective and efficient

cleanup process of the storm and/or disaster generated debris that provides a high level of service to the Public Schools of

Santa Rosa County. Santa Rosa County School Board request that Contractors pay particular attention to the following

requirements:

1. Contractors shall conduct themselves in a professional, respectful and courteous manner at all times with Santa Rosa

County Public School employees, approved monitors and school administration.

2. First seventy (70) hours (estimated at 7-10 hour working days), the Contractor shall provide at all times professional

landscape/maintenance contractors for the initial removal of the storm and/or disaster generated debris to include the

gathering, collecting and general removal of the associated debris for clearing of the school sites, roadways, parking

areas and playgrounds. Priority for this time period will include the access and safety issues involved with storm and/or

disaster generated debris (i.e. debris blocking roadways, trees on buildings or fences and debris in playground areas).

All work is to include only the general ground work that can be reached from the ground and not upper canopy of trees,

unless otherwise instructed or directed by the Santa Rosa County School Board representative.

3. Pre and Post seventy (70) hours, the contractor shall gather, collect and remove all storm and/or disaster generated

debris from each assigned site, location and/or area. No debris will be allowed to remain on site.

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4. Contractors shall adhere to security requirements of Santa Rosa County Public Schools AT ALL TIMES. Upon

working during school operations, all Contractors will require monitoring by a Santa Rosa County School Board

employee in accordance with the Jessica Lunsford Act.

5. Contractors shall strictly adhere to equipment and safety specifications at all times during project.

6. Contractors shall not deviate from assigned area or sites at any time.

7. Contractor shall be directly responsible for damages caused by subcontractors.

D. Contractor shall be bondable up to $1 Million dollars. A performance bond will be required if the tree damage assessment is

estimated over $200,000.00.

II. Debris Management Removal

A. The removal of storm and/or disaster generated debris will generally be limited to storm and/or disaster debris remaining in

right of way areas of Santa Rosa County School Board locations and school grounds and debris generated as a result of the

removal of hanging limbs, leaning trees or stumps. All approved removal of debris shall only be allowed in coordination

with the Santa Rosa County School Board approved monitors.

The removal of the debris shall be calculated and paid upon either of the following two line items:

1. Removal of debris from the school right of way areas or school grounds; OR

2. Removal of hanging limbs, leaning trees or stumps and associated debris. Line item pricing for such services shall be

“all-inclusive” to include both the cutting of hangers/leaners/excavation of stumps and removal of the associated debris.

B. The Contractor will be responsible for debris removal, transportation and disposal consistent with the Scope of Work, and in

accordance with FEMA guidelines.

C. Debris removal and disposal shall be limited to the following categories (the Contractor will make a continuous effort to

separate items):

1. Burnable/grindable debris – trees, vegetation, miscellaneous lumber, wood waste, furniture, etc.

2. Construction/demolition debris – miscellaneous concrete items, metal, shingles, plaster, glass, etc.

3. White goods – stoves, refrigerators, dryers, water heaters, etc.

4. Tires.

D. No household garbage will be accepted. Failure to separate debris into the categories as listed above may result in contract

termination. Any unacceptable items shall be removed and disposed of at the Contractor’s expense.

E. The Contractor shall immediately notify the Santa Rosa County School Board monitor of any hazardous waste found on

School District property. Any hazardous waste found shall be segregated from other debris, secured and set aside. Santa Rosa

County School Board shall be responsible for removal and disposal of the hazardous waste.

F. Hauling and Disposal: The work shall consist of clearing, separating and removing any and all eligible debris (see definitions

of eligible debris). Work will include:

Examining and sorting debris to determine whether or not debris is eligible and to determine whether

eligible debris is burnable or non- burnable.

Loading and sorting the debris.

Hauling the eligible debris to an approved dumpsite.

Ineligible debris will not be loaded, hauled or dumped under this contract. Any ineligible debris that is

loaded, hauled or dumped shall be disposed of at the Contractor’s expense.

The Santa Rosa County School Board shall be immediately notified of any ineligible debris placed in the

right-of-way for collection.

The Contractor shall not move from one designated work area to another designated work area without

prior approval from the Santa Rosa County School Board.

Any eligible debris, such as fallen trees, which extend onto the right-of-way from private property shall

be cut at the point where it enters the right-of-way.

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Only that part of the debris that lies within the right-of-way shall be removed. The Contractor shall not

enter onto private property during the performance of this contract unless approved by the Santa Rosa

County School Board.

G. Grinding: In the event grinding of debris is required, the Contractor shall be paid per Pound and the price shall include the

disposal of the ground material. Grinding debris will be at a site approved by Santa Rosa County School Board.

H. Alternate Disposal Sites: In the event other locations are required, the Santa Rosa County School Board shall coordinate these

locations and negotiate a hauling rate based on mileage.

I. The Contractor should note that a portion of the project may occur in residential areas that are approved by Santa Rosa County

School Board. The Contractor should exercise due care to minimize any damages to trees, shrubs, landscaping and general

property in these areas. The Contractor will repair any damages caused by the Contractor’s equipment in a timely manner at

the Contractor’s expense. The debris work area will be left clear of debris and clean, as reasonably and practical under the

conditions of this contract.

J. The Contractor will use equipment and perform work in a manner to prevent damage to any Santa Rosa County School Board

facilities (above and underground) and adjacent rights-of-way, including all landscaped and improved areas. Tracked

equipment will be allowed with prior approval from Santa Rosa County School Board monitor based Task Order. All loading

equipment will be required to operate from the street/road using buckets and/or boom and grapple devices to remove and load

the debris unless authorized by Santa Rosa County School Board.

K. During the progress of the work, the Contractor shall keep their sites free from accumulations of waste materials, rubbish, and

other debris resulting from the work. At the completion of the work, the Contractor shall remove all waste materials, rubbish,

and debris from and about the sites, as well as tools, appliances, equipment, machinery and/or surplus materials.

L. The Contractor shall take care to monitor and make every effort to prevent or mitigate spills of petroleum products and

hydraulic fluids. Any such spills shall be remediated immediately by the Contractor. The Contractor shall contact the Santa

Rosa County School Board immediately of spilled petroleum products and/or hydraulic fluids.

M. Any cavity or hole resulting from debris removal shall be rough graded to remove hazardous conditions.

N. Load Tickets:

1. Four-part Load Tickets, at a minimum, will be used for recording the total weight of debris removed for disposal. A copy

of the Load Ticket to be used by the Contractor shall be submitted for the Santa Rosa County School Board’s approval

prior to beginning work.

2. Each ticket will contain the following information, at a minimum:

a) Ticket Number

b) Contract Number

c) Municipality Name

d) Contractor Name

e) Truck and Roll-off Number

f) Truck Tare Weight (Without Debris)

g) Truck Gross Weight (With Debris)

h) Net Actual Debris Weight (Gross Weight minus Tare Weight)

i) Point of Debris Collection (Street Address with GPS Coordinates)

j) Loading Departure Date & Time

k) Dump Arrival Date & Time

l) Actual Debris Weight

m) Debris Classification (vegetative, C&D, white goods)

n) Debris Eligibility (Y/N)

3. The Contractor shall be capable of providing the location of debris collection utilizing both the street address and GPS

coordinates. The required accuracy of the GPS equipment shall be sub-meter and can be accomplished through handheld

GPS devices.

4. The Four-part Load Ticket will be issued by a Santa Rosa County School Board monitor prior to transport of the debris

from the loading site. The entire four-part Load Ticket is given to the vehicle operator. Upon arrival at the dumpsite, the

vehicle operator will give the entire four-part Load Ticket to the Santa Rosa County School Board monitor.

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5. Prior to mobilization, the Contractor shall be required to provide two (2) operable scales and certify them for accuracy.

Then, the weight of each truck without a debris load will be documented and become the “TARE” weight. Upon arrival

with a debris load, the Santa Rosa County School Board monitor will verify the hauler and equipment and document the

“GROSS” weight of each truck with the debris load. After documenting the Gross weight of the each truck, the Santa

Rosa County School Board monitor will calculate the Actual Net Debris weight of the load by subtracting the Tare Weight

from the Gross Weight, to the nearest 0.10 pound. The Santa Rosa County School Board monitor will document this data

on the Load Ticket. The Santa Rosa County School Board monitor will detach one (1) copy of the Load Ticket and give

that one (1) copy to the vehicle operator. One (1) copy is then given to the Contractor, one (1) copy is given to FEMA,

and the original is kept by the Santa Rosa County School Board. The Contractor will submit Load Tickets with the daily

report to Santa Rosa County School Board.

III. Overview

A. Other disaster response and recovery work may be added, and any requirements or rates not covered by this Proposal may be

negotiated or contracted for separately by Santa Rosa County School Board.

B. Santa Rosa County School Board reserves the right to extend operations on a weekly basis and/or by location.

C. Santa Rosa County School Board reserves the right to award multiple contracts based on the price quotes provided and the

mobilization response information. It is anticipated that depending on the severity and assessment of the damage caused by

the storm and/or disaster, there may be multiple awards based on the price and mobility information in order to expedite the

overall cleanup process throughout Santa Rosa County School Board.

D. The Contractor shall commence mobilization immediately upon receipt of Notice to Proceed and shall meet the following

guidelines for mobilization.

1. Task Order 24 hours-25%, 48 hours-50%, 70 hours-75% and 96 hours-100%. This represents a minimum response

schedule and does not restrict an earlier response.

2. Contractor must be duly licensed to perform the work in accordance with the State of Florida and local code

requirements for this county.

3. The Contractor must provide proof of ownership or ability to lease the necessary equipment in order to complete the

work involved with the storm and/or disaster generated debris removal as outlined in the specifications. The equipment

includes, but not limited to, the following: chippers (0-22” diameter), stump grinders, bucket trucks (55’ reach & 75’

reach), self-loading trucks (20-40 yards min.), small mobile articulating loaders and access to cranes or excavators for

the removal of very large trees. Proof of ownership to include, but not limited to, copy of current registration and/or

copy of title.

4. The Contractors shall obtain all permits necessary to complete the work and shall be responsible for determining what

additional permits and licenses are necessary to perform under the contract. Copies of all permits and licenses shall be

submitted to the Santa Rosa County School Board as soon as available.

E. Payment will be made at the unit rates proposed by the Contractor. Contractor must provide an invoice detailing each

school site/location, load ticket being invoiced including load ticket number, date of collection, truck number, truck

capacity, cubic yards of the load OR item quantity per unit priced, and the amount being invoiced for the load or per unit.

The recipient(s) of this proposal award shall provide and prepare the load tickets for review and signature verifying

accuracy. The invoice shall be provided to the assigned Santa Rosa County School Board monitor in both hard copy and

electronic form. The electronic form of the invoice shall be in Microsoft Excel or other data file that can be used to

reconcile against the Santa Rosa County School Board data file in accordance with guidelines for FEMA.

F. The Contractor shall be responsible for correcting any notices of violations or traffic tickets issued as a result of the

Contractor’s or any sub-Contractor’s actions or operations during the performance of this contract. Corrections for any such

violations shall be at no additional cost to the Santa Rosa County School Board.

G. All rates are to be an all-inclusive cost, including the cost of protective clothing (to include hardhats, steel-toed boots,

reflective vests, eye protection, etc), fringe benefits, hand tools, supervision, transportation, traffic control, permits,

insurance, liability insurance, workman’s compensation and any other related cost.

IV. Debris Removal, Hazard/Hanger Tree Limbs, Leaners, Stumps and Disposal Operations.

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RFP 17-09 Debris Removal and Tree Trimming

A. The Contractor shall provide equipment, operators and laborers for debris removal operations. The Contractor shall provide

all labor and materials necessary to fully operate and maintain (including fuel, oil, grease, and repairs) all equipment under

this contract.

B. The work shall consist of gathering, clearing and removal of storm and/or disaster generated debris as directed by the Santa

Rosa County School Board representative or monitoring company. During the course of this contract, and once the assigned

locations have commenced, the Contractor shall not relocate any equipment or labor assets, including sub-Contractors

without giving twenty-four (24) hours advanced notice of the intended relocation to the Santa Rosa County School Board

representative.

Santa Rosa County School Board work may include:

1. Gathering, clearing, removal, loading and hauling of storm and/or disaster generated debris from School District

property to debris management sites, or authorized disposal facilities, and disposal.

2. Removal of hazardous/hanging tree limbs from ALL trees on each assigned school site.

3. Removal of hazardous tree or palm stumps from assigned school sites.

4. Providing traffic control for streets, parking areas and sidewalks during all operation for storm and/or disaster

generated debris removal for each assigned school site AT ALL times while working on the assigned school site.

5. The Contractor shall work on only the school sites that have been assigned by the Santa Rosa County School Board

representative or monitor. Work in progress at each school site must be completed before moving to another site.

V. Equipment

A. All trucks, trailers and equipment must be in compliance with all applicable federal, state, and local rules and regulations.

Trucks and transfer trailers used to haul debris must be capable of rapidly dumping their load without the assistance of other

equipment, be equipped with a tailgate and bed cover that will effectively contain the debris during transport and that will

permit the trucks to be filled to capacity.

B. All trucks and transfer trailers must be suitable for being loaded by equipment and shall be high capacity pay loaders with

grapple buckets, grapple trucks, transfer trailers, roll-offs or dump trucks. No crawler or steel tracked vehicles will be

allowed on school sites unless approved by the Santa Rosa County School Board. All vehicles are to be in good, safe

working order at all times, with no “monsterized” vehicles allowed on school sites or hauling of debris from the school sites.

C. The Contractor shall submit to Santa Rosa County School Board and/or monitoring company documentation indicating the

type of vehicle, make and model, odometer reading, license plate number, equipment number, and measured maximum

volume (in cubic yards) of the load bed of each piece of equipment utilized to haul debris. The measured volume of each

piece of equipment shall be calculated from actual internal physical measurements performed by the Contractor and the

Santa Rosa County School Board monitoring company prior to any hauling. The reported measured maximum volume of

any load bed shall be the same as shown on the signs fixed to each piece of equipment. Santa Rosa County School Board

reserves the right to re-measure trucks at any time to verify reported capacity.

D. All trucks and trailers utilized in hauling debris shall be equipped with a tailgate that will permit the vehicle to be loaded to

capacity and effectively contain the debris on the vehicle while hauling. Sideboards, if installed, must be constructed of 2” x

6” boards or greater and may NOT extend more than 2-feet above the metal bedsides. Once installed all sideboard

extensions must remain in place throughout the duration of the operation, or the vehicle must be re-measured and remarked.

All extensions to the bed, and any exceptions to the above requirements, must be approved in writing by Santa Rosa County

School Board in advance to the use of the vehicle.

E. Trucks or equipment that is designated for use under this contract shall not be used for any other work. The Contractor shall

not solicit work from private citizens or others to be performed in Santa Rosa County School Board during the period of this

contract. Under no circumstance will the Contractor mix debris hauled for others with debris hauled under this contract.

F. Measurement:

1. Measurement for all debris removed will be by the pound (LB) as determined by the eligible debris delivered to the

dumpsite, as supported by the Load Ticket.

2. Measurement will be documented by Load Tickets.

VI. Securing Debris for Hauling

A. The Contractor shall be responsible for properly and adequately securing debris on each piece of equipment utilized to haul

debris. Prior to leaving the loading site, the Contractor shall ensure that each load is secure and trimmed so that no debris

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RFP 17-09 Debris Removal and Tree Trimming

extends horizontally beyond the bed of the equipment in any direction. All loose debris shall be reasonably compacted

during loading and secured during transport. Tarps or other methods of securing debris shall be provided by the Contractor

to prevent reduction by-products and other materials from being blown from the bed during hauling to disposal sites. The

Contractor shall be held liable for removal of spilled debris on to roadways or damage caused by spilling of debris during

transport to the approved disposal sites.

B. The overall maximum height of hauling equipment, including sideboards and debris shall be no greater than 13 feet 6 inches,

or as approved by Santa Rosa County School Board. The 13 feet 6 inches height restriction is intended to ensure that

vertically protruding debris or equipment does not snag traffic signals, conductors, and support wiring. The Contractor must

also verify the clearance of bridges and overpasses on all routes to be used; however, any such structure, with clearance less

than 13 feet 6 inches, should be placarded showing the reduced clearance. Maximum width of a truck should be no greater

than 8 feet 6 inches wide. The Contractor is not relieved of the responsibility for verifying clearance for all overhead

structures and wires. The Contractor is responsible for any damage caused by the operation of their hauling vehicle and/or

damage caused to others property while transporting debris to the approved disposal site.

VII. Equipment Signage

A. Prior to commencing operations, the Contractor shall allow the approved monitor, by Santa Rosa County School Board, to

affix to each piece of equipment, signs or markings indicating the Owner/Operator’s name and a unique equipment

identification number. One sign shall be placed on each side of the equipment. For those trucks, trailers and other

equipment intended to haul debris, the maximum volume, in cubic yards, of the load bed shall also be shown. Signs shall be

maintained in an easily readable fashion for the duration of the work.

The signs shall be a minimum size of 2’x 2’ with 6” letters or numbers assigned by the Santa Rosa County School Board.

Prior to commencing debris removal operations, the Contractor shall present to the Santa Rosa County School Board all

trucks, trailers or containers that will be used for hauling debris. A Truck Certification Form will be completed for each

truck, trailer, or container. Each truck or trailer will be weighed to determine the Tare Weight. Each truck or trailer will be

numbered and clearly display the Tare Weight for identification with a permanent marking. The Santa Rosa County School

Board may, at any time, request that the trucks be re-weighed.

VIII. Other Considerations

A. The Contractor shall assign and provide an Operations Manager to serve as the principal liaison between the Santa Rosa

County School Board representative, the monitoring company and the Contractor’s forces. The assigned Operations

Manager must be knowledgeable of all facts of the Contractor’s operations at all times and have authority in writing to

commit the Contractor. The Operations Manager shall be on call twenty-four (24) hours per day, seven (7) days per week.

This liaison shall provide immediate contact capabilities via telephone, cell phone, fax machine, and the internet. The

Operations Manager will participate in daily and/or weekly meetings at the request of the Santa Rosa County School Board

representative and monitoring company.

B. Contractor shall be responsible for control of pedestrian and vehicular traffic in the assigned work area at all times.

C. The Contractor shall supervise and direct the work, using professional skilled labor and proper equipment for all assigned

and approved tasks. Safety of the Contractor’s personnel and equipment is the responsibility of the Contractor.

Additionally, the Contractor shall pay for all materials, tools, equipment, safety equipment, personnel, taxes, and fees

necessary to perform under the terms of this contract.

D. Payment for debris hauled will be based on the quantity of debris hauled in truck/trailer measured in pounds to the approved

county debris disposal site in accordance with the Contractors quoted rates. Debris hauled to a debris management site will

require a validated load ticket. Drivers will be given load tickets at the school site or location by a site monitor. If approved

designated scales become inoperable, the quantity of debris hauled will be estimated in cubic yards at the debris disposal site

by a site monitor. The estimated quantity will be recorded on the load ticket and the driver will retain two (2) copies of the

load ticket. Debris being hauled to a permanent disposal site will be paid based on pounds on an approved load ticket in

accordance with the rate quoted by the Contractor. Payment will be made against the Contractor’s invoice once Santa Rosa

County School Board load ticket data and Contractor’s invoice of load tickets match and have been processed and verified

with the monitoring company data base.

E. The Santa Rosa County School Board debris management site monitors and the disposal facility monitors will use their best

judgment in estimating the quantity of debris in the trucks. For purposes of this contract the Santa Rosa County School

Board monitors are the final authority. Trucks are assumed to be carrying 100% full loads, but deductions will be made for:

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RFP 17-09 Debris Removal and Tree Trimming

consolidation during hauling, lightly packed loads with air voids, voids caused by incomplete loading at the loading site, and

mandatory deductions due to not meeting FEMA Public Assistance Guide 325 dated April 1999 or more current guide at the

time of the Task Order is approved.

IX. Miscellaneous requirements

A. No private property access unless approved by Santa Rosa County School Board. Under no circumstances will the

Contractor seek or accept requests from private property owners to perform debris clearing or removal.

X. Damages to Public or Private Property

A. The Contractor shall be responsible for any damage to private or public property that results from the debris collection,

hazard, hangers, leaners, stumps and removal activities. Such damage may include, but not limited to, damage to sidewalks

and driveways, sprinkler systems, mailboxes, fences, roadways, bridges, buildings, signs, etc. The Santa Rosa County

School Board inspectors/representative will determine where repairs are required. The decision of the Santa Rosa County

School Board representative is final. Repair of damaged areas will be performed immediately. The affected area or item

will be restored to equal or better than its original condition. The Contractor shall supply Santa Rosa County School Board

with semi-weekly lists showing all damage claims that have been settled and all claim issues that remain outstanding.

XI. Hazard/Hanger Tree Limb Removal and Leaner’s from School Sites

A. All hazardous tree limbs are to be removed from each tree on each assigned school site by the Contractor and shall be

performed utilizing proper professional techniques and equipment. The Contractor will be required to remove hazardous

hanging limbs and branches that have not completely fallen to the ground and hazardous leaning or damaged trees that are

still standing. The determination of the existence of a hazardous situation is the responsibility of the Santa Rosa County

School Board’s assigned monitors. Santa Rosa County School Board will provide a detailed description of the trees or limbs

to be removed and the Contractors will provide the tree and limb removal based upon unit prices from the Contractors

quoted prices. Any deviation from these unit prices will not be acceptable. Unit prices quoted by Contractor for hanging

limb and leaning or damaged tree removal shall include the cost to collect debris generated by these cutting activities and

deliver such debris to a debris disposal site designated by Santa Rosa County School Board. The cost of disposal at the

designated debris site will be covered directly by Santa Rosa County School Board. The Contractor shall perform each

scope of work under approved task order. The Contractor will be required to document the work with the names and

signatures of those present, date, address, Global Positioning System (GPS) coordinates, and photograph each tree. In the

case of leaners the diameter of the tree as measured at two (2) feet above grade will also be documented. Contractor shall

not commence with work without prior written authorization from Santa Rosa County School Board or monitoring

company.

XII. Hazardous Stump Removal

A. The Contractor will be required to remove all hazardous stumps that have not been fully uprooted, by means of digging or

grinding as assigned. The determination of the existence of a hazardous situation is the responsibility of Santa Rosa County

School Board and the monitoring company. Santa Rosa County School Board will provide a detailed description of the

stumps to be removed and the contactor will provide stump removal services based upon the Contractor’s unit price quote

provided. Any deviation from these unit prices will not be accepted. The Contractor shall perform each scope of work

under an approved Task Order. All stump measurements are based on a minimum trunk diameter as measured two (2) feet

above the normal ground level using a loggers tape. Unit prices quoted by Contractor for removal of stumps to a debris

disposal site designated by the Santa Rosa County School Board. The hole or depression left behind shall be immediately

filled with clean fill and graded to provide a level safe area. A sample of the clean fill shall be provided to the Santa Rosa

County School Board representative in advance for approval prior to use.

All stumps smaller than 23.99 inches at two (2) feet above the nominal ground level will be considered less than 24” and

shall be ground in place using professional stump grinder and trained operator. All stumps greater than 23.99” at two feet

above the nominal ground level shall be removed using excavation methods with the utmost caution and care at all times.

The removal costs will be all inclusive from the removal site to the approved disposal site. The cost of disposal at the

designated debris site will be covered directly by Santa Rosa County School Board. The Contractor will be required to

document the work with names and signatures of those present, date, address, Global Positioning System (GPS) coordinates,

average stump diameter, and photograph of each hazardous stump in equal to, or in excess of 24 inches in diameter.

Contractor shall not commence with work without prior written authorization from the School District.

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RFP 17-09 Debris Removal and Tree Trimming

XIII. Additional Considerations

A. Santa Rosa County School Board shall have the right to terminate a contract or a part thereof before the work is completed

in the event:

1. Previous unknown circumstances arise making it desirable in the public interest to void the contract.

2. The Contractor is not adequately complying with the specifications.

3. Proper techniques are not being followed after written warning notification by Santa Rosa County School Board.

4. The Contractor refuses, neglects, or fails to supply properly trained or skilled supervisory personnel or workers or proper

equipment of the specified quality and quantity as outlined in the specifications.

5. The Contractor(s), in the judgment of Santa Rosa County School Board, is unnecessarily or willfully delaying the

performance and completion of the work.

6. The Contractor refuses to proceed with work when and as directed by the Santa Rosa County School Board.

7. The Contractor abandons the work.

8. The Contractor employs sub-Contractors who are on the Federal debarred listing.

XIV. Contractor Petroleum, Oil, Lubricant (POL) Spills

A. The Contractor shall be responsible for reporting to Santa Rosa County School Board and cleaning up of all petroleum, oil,

lubricant (POL) spills caused by the Contractor’s operations.

B. Immediate containment actions shall be taken as necessary to minimize effect of any spill or leak. Cleanup shall be in

accordance with applicable Federal and local laws and regulations, and at the sole cost of the Contractor.

C. Spills other than on-the-site shall be reported to the National Response Center, and Santa Rosa County School Board

immediately following discovery. A written follow-up shall be submitted to Santa Rosa County School Board no later than

seven (7) days after the initial report. The written report shall be in narrative form, and as a minimum shall include the

following:

1. Description of the material spilled (including identity, quantity, etc)

2. Determination as to whether or not the amount spilled is EPA/State reportable, and when and to whom it was reported.

3. Exact time and location of spill, including description of the area involved.

4. Receiving stream or waters.

5. Cause of incident and equipment and personnel involved.

6. Injuries or property damage.

7. Duration of discharge.

8. Containment procedures initiated.

9. Summary of all communications the Contractor has had with press or other officials.

10. Description of cleanup procedures employed or to be employed at the site, including disposal location of spill residue.

11. Corrective actions taken to prevent reoccurrence of similar event.

PROPOSAL DOCUMENT SUBMISSIONS – PROPOSALS WILL INCLUDE THE FOLLOWING

A. Standard Forms:

1. Proposal Form

2. Drug Free Workplace Form

3. Public Entity Crimes Form

4. Certification Regarding Lobbying Form

5. Anti-Collusion Statement

6. Federal E-Verify Compliance Certification Form

B. Certificate of Insurance

C. Executive Summary:

1. The purpose of the Executive Summary is to provide an overview of the Contractor’s qualifications to perform the scope

of services. At a minimum, the Executive Summary should contain the following information:

Name and address of Contractor’s office;

Business History & Organization;

The branch office (if any) that will perform the services described;

The Principal-in-Charge of the branch office;

Description of the Contractor’s team and legal structure (corporation, joint venture);

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RFP 17-09 Debris Removal and Tree Trimming

List of subcontractors;

Chronological history of the firm, proving a minimum of five (5) years of experience in work similar to

the scope of this RFP.

2. A statement from the firm which states, to the best of its knowledge, that there are no circumstances that shall cause a

conflict of interest in performing services for the Santa Rosa County School Board.

D. Technical Approach & Capabilities:

1. Monitoring, planning & scheduling - Describe abilities and proposed method(s) to monitor weather events, and how

communications will be conducted before, during, and following a natural disaster. Also describe proposed methods to

plan, schedule, construct, and deliver the services as outlined in the Bid Specification requirements. Include your firm’s

ability to manage activation of multiple contracts.

2. Timeline of Activities - Describe your firm’s timeline of activities that would occur prior to, during and following a

natural disaster in order to provide debris removal services that conforms to all required standards and regulatory

requirements listed in the specifications. Demonstrate your firm’s ability to respond in a timely manner with the necessary

resources.

3. Technical & Reimbursement Assistance – Show your firm’s experience in tracking, recording and data processing.

4. FEMA Experience – Demonstrate your firm’s experience working with FEMA reimbursement programs and funding

issues. Include any examples of work performed under FEMA guidelines for 2016-2017.

5. Debris management Plan Preparation – Describe your firm’s experience in creating and implementing these plans for the

Santa Rosa County School Board.

6. Electronic Load Tickets and Automated Reporting - Identify the type of load tickets and reporting system your firm uses

(manual or electronic), as well as details on how they would be implemented at the Santa Rosa County School Board.

FEMA embraces technological advancements and recognizes the potential benefits of these automated systems. Recent

advances in automated debris management tracking systems have provided real-time and automated tracking and

reporting. Electronic load tickets, computer tablets, and systems employing electronic Contractor ID cards allow for

instant data tracking, verification, and reporting. Some systems also incorporate truck tracking systems, GPS capability,

and enhanced analytical capabilities of debris monitoring data.

7. Value-added Services - Describe any additional value-added services your firm could provide that would help make the

debris removal operations more efficient for the Santa Rosa County School Board.

8. Location – Address your firm’s strategy in staging and providing services in the event of a region-wide disaster, which

would affect both your firm and the Santa Rosa County School Board. Specifically, if your firm’s location is located

within the same storm and/or disaster path as the Santa Rosa County School Board, what measures does your firm take

to ensure your resources are available to the Santa Rosa County School Board after the storm and/or disaster has cleared?

9. Equipment List - Provide a list of your current equipment resources (heavy equipment, vehicles & other related

equipment) that would be dedicated and utilized for the Santa Rosa County School Board’s objective. A full list shall

include descriptions, sizes and age of equipment.

E. Team Members:

1. Include an organizational chart for the proposed team.

2. Identify the Key Staff who will be assigned to the Santa Rosa County School Board and provide resumes (limited to one

page per employee) of the individuals who would perform the required tasks in the event of a disaster. Resumes shall

include the professional credentials and experience of these members.

3. Identify the proposed Manager who the Santa Rosa County School Board will have primary contact for all work

associated with this RFP.

4. For each key member of the team, provide their:

Title, and Years with firm

Area of Expertise, including FEMA regulations & processes.

Office Location assigned for previous two years. If recently reassigned, provide explanation and

timing. Total years of experience

Specific involvement/role proposed for the Santa Rosa County School Board

Specific involvement/role (if any) in events used as references or experience summary.

F. Comprehensive Price Sheet for Each Service Classification. Cost shall be based on quantities that include overhead.

List of equipment by service classification owned and operated by the Contractor or sub-Contractors.

G. Experience:

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RFP 17-09 Debris Removal and Tree Trimming

1. Provide detailed examples demonstrating experience for the type of work requested in the scope of services. Contractors

should be detailed in describing their level of experience in similar or related work, specifically with debris removal after

large storm and/or disasters.

2. Provide information on at least four (4) major events to which your firm has provided debris removal services over the

past ten (10) years.

3. Provide event name (if any), customer/agency name, location, contact name, contact phone number, and total tons or

cubic yards of debris removed.

4. Copies of business licenses and certifications as required in the specifications.

H. Minimum Qualifications: Proposals shall only be considered from companies that have an established reputation in the field

of Disaster Recovery Services, specifically Debris Removal and Disposal, and have been in business for a minimum of five

(5) years. Each proposal shall furnish satisfactory evidence that they have been in business for at least five (5) years, and of

their ability to provide the scope of services specified.

I. Contractor’s Financial Stability: Contractor should be able to show firm’s ability to:

Continue to proceed work until funding becomes available.

Show previous financial handling of multiple contracts in multiple disasters.

Provide sample of invoicing program used.

Provide history of satisfactory payment procedures to subcontractors.

1. Contractor should show it has the necessary resources, human and financial, to provide the services at the level required

by the Santa Rosa County School Board.

2. The Santa Rosa County School Board reserves the right to request the most recently completed audited financial

statement, or other approved documentation to verify financial viability.

J. References:

1. Please submit the references showing the three (3) government agencies involved for experience.

2. Include at least the following information:

Governments Name

Contact Individual

Contact’s Title

Phone Number and email address

Brief Description of the Event(s) Completed

3. The Santa Rosa County School Board reserves the right to conduct reference checks or firms submitting qualifications,

and to make such investigations as it deems necessary to determine the stability of the Contractor to perform the work

and that there is not conflict of interest as it relates to the project. In the event that information obtained from the reference

checks reveals concerns about the firm’s past performance or their ability to successfully perform the contract to be

executed based on this RFP and subsequent RFP, the Santa Rosa County School Board may, at its sole discretion,

determine that the firm is not the most qualified firm and may select the next highest-ranked firm whose reference checks

validate the ability of the firm to successfully perform the work. The Santa Rosa County School Board also reserves the

right to check references from others not identified by the Contractor.

K. Price Sheet:

Submit a completed price sheet for all services and equipment as indicated in the Scope of Work and this RFP. All line

items must be priced exactly as quoted within this RFP, regardless of any alternates which may be proposed. The Santa

Rosa County School Board reserves the right to add or delete any item from this RFP or resulting contract when deemed

to be in the Santa Rosa County School Board’s best interest.

L. Minority Business Enterprise: Identify whether the Contractor qualifies as a Minority Business Enterprise pursuant to Florida

Statutes 288.703. Include State of Florida certification with proposal.

M. Additional Information: Please provide any other information which you feel would help the Evaluation Committee evaluate

your firm for this project.

N. Exceptions: Clearly describe any exceptions the Contractor may have in regards to any requirements stated in the RFP

document or associated addenda.

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RFP 17-09 Debris Removal and Tree Trimming

O. Property of Santa Rosa County School Board: All proposals received from contractors in response to this RFP will become

the property of the Santa Rosa County School Board and will not be returned to the contractors. In the event of contract award,

all documentation produced as part of the contract will become the exclusive property of the Santa Rosa County School Board.

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RFP 17-09 Debris Removal and Tree Trimming

*** PROPOSAL FORM ***

Date:

Company:

Address:

City, State & Zip Code

Phone:

Toll Free Phone:

Internet Web Site (URL):

E-Mail:

Fax:

By: ________________________________ _____________________________

Signature Print Name

Title:

Contact Person: ____________________________________________ Cell Number: _________________________

Federal ID Number: ______________________

Emergency Number after Hours, Weekends & Holidays: _________________________

Accept Procurement Card (Visa) Payment: Yes No

Additional Discount for use of Procurement Card: ________

**THIS PROPOSAL FORM MUST BE THE FIRST PAGE OF YOUR PROPOSAL **

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RFP 17-09 Debris Removal and Tree Trimming

PRICE SHEET – VENDOR: _____________________________________________ The Santa Rosa County School Board will not pay and/or reimburse any additional costs including, but not limited to, travel, mileage,

lodging, meals, and other travel and subsistence expenses. Price proposal shall be inclusive of all such expenses.

PRICING SCHEDULE RFP 17-09 Debris Removal and Tree Trimming

Item

No.

Est.

Qty.*

Unit

Description

Unit Price;

Disposal Site

within 30 miles

Total Price;

Disposal Site

within 30 miles

Unit Price;

Disposal Site over

30 miles

Total Price:

Disposal Site over

30 miles

1 10,000 LB Vegetative Debris Removal & Disposal

$ $ $ $

2 5,000 LB Grinding of Vegetative Debris Removal & Disposal

$ $ $ $

3 10,000 LB C&D Removal & Disposal

$ $ $ $

4 10,000 LB C&D Grinding Removal & Disposal

$ $ $ $

5 5,000 EA Household Goods (White Goods) Removal &

Disposal

$ $ $ $

6 5,000 LB Tires Removal & Disposal

$ $ $ $

7 100 EA Tree Removal & Disposal

Tree Diameter less than 24”

$ $

$

$

8 50 EA Tree Removal & Disposal

Tree Diameter 24” to 48”

$ $

$

$

9 25 EA Tree Removal & Disposal

Tree Diameter greater than 48”

$ $

$

$

10 100 EA Stump Grinding in Ground Stump Diameter less than 24”

$ $ $

$

11 50 EA Stump Grinding

Stump Diameter 24” to 48”

$ $

$

$

12 25 EA Stump Grinding Stump Diameter greater than 48”

$ $ $

$

13 100 EA Stump Removal & Disposal

Stump Diameter 24” and less than 37”

$ $

$

$

14 50 EA Stump Removal & Disposal Stump Diameter 37” to 48”

$ $ $

$

15 25 EA Stump Removal & Disposal

Stump Diameter greater than 48”

$ $

$

$

16 100 CY Backfill $ $ NA NA

17 250 PER

Tree

Hanging Branch Removal & Disposal

* Branches must be 2” in diameter or larger

$ $

$

$

TOTAL BID AMOUNT

NA $

NA $

*Estimated quantities are listed and serve as approximate quantities to allow for the equitable evaluation of proposals for this Contract. The

quantities are subject to change each year depending on whether or not the School Board experiences natural disasters and based on the

fiscal year budget.