Disaster Management and Recovery Monitoring Services

Request For Proposal

Disaster Management and Recovery Monitoring Services

County of Wayne

County of Wayne

North Carolina

October 18, 2016

Request for Proposal:

Disaster Management & Recovery Monitoring Services

Title:DisasterManagement and Recovery Monitoring Services

Issue Date: October 18, 2016

Sealed Proposals

Priced proposals should be sealed and submitted to Noelle Woods, Purchasing Manager for, County of Wayne, 224-226 E. Walnut Street, or P.O. Box 227, Goldsboro, NC 27533 Attention Purchasing, no later than 3:00 P.M. on Tuesday, November 1, 2016. Three copies shall be submitted. All bids need to be clearly addressed with Disaster Management and Recovery Monitoring Serviceson the outside of the envelope. Facsimile or email submissions will not be accepted.

It is the full responsibility of the bidder to assure the bid is received in the manner and time specified herein.

The County of Wayne is an equal opportunity employer and service provider and encourages participation by small, minority, and/or female owned firms.

The bidder to whom the contract may be awarded must comply fully with requirements of General Statues Section 143-129, as amended.

The County of Wayne reserves the right to reject any and all submittals and to terminate the Request for Proposals at any time.

In compliance with this Request For Proposal and all provisions and appendices attached and referenced therein, and subject to all the terms and conditions set forth herein, the undersigned offers and agrees to furnish the services described in the RFP cited above and submits this signed proposal which includes this completed and signed page and other data as required by the RFP. It is understood that this proposal and the scope of work may be modified by mutual agreement in subsequent negotiations. Furthermore, the issuing agency shown above reserves the right to reject any/all proposals, waive any informalities in the RFP process and to accept any proposal, which, in its opinion, may be in the best interest of WayneCounty.

Name and Address of Proposer:

______Date: ______

______By______

(Signature in Ink)

______Print/Type Name: ______

______Zip:______Title: ______

FEIN/SSN#______Telephone No. (____)______

I.PURPOSE

The purpose of the Request for Proposal (RFP) is to solicit priced proposals to provide Disaster Management and Recovery Monitoring Services.

II.TERMS AND CONDITIONS

1. Proposers should include with their proposal the completed front page of this RFP.

1. Cost-Costs of preparation of a response to this request for proposals are solely those of the proposers. The County assumes no responsibility for any such costs incurred by the proposer. The proposer also agrees that the County bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

1. Insurance-The proposer receiving the award will obtain or possess the following insurance coverages, and will provide current Certificates of Insurance to the County to verify such coverage:

1. Workers’ Compensation – The vendor shall provide coverage for its employees with statutory workers’ compensation limits, and no less than $1,000,000.00 for Employer’s Liability. Said coverage shall include a waiver of subrogation in favor of the County and its agents, employees and officials.

1. Commercial General Liability – The vendor shall provide coverage for all operations including, but not limited to Contractual, Products and Completed operations, and Personal Injury. The limits shall be no less than $1,000,000.00 per occurrence, with a $2,000,000.00 aggregate.

1. Business Automobile Liability – The vendor shall provide coverage for all owned, non-owned and hired vehicles with limits of not less than $1,000,000.00 per occurrence, Combined Single Limits (CSL) or its equivalent.

1. Professional Liability (Errors & Omissions) – The vendor shall provide coverage for all claims arising out of the services performed with limits not less than $1,000,000.00 per claim. The aggregate limit shall either apply separately to this contract or shall be at least twice the required per claim limit.

II.TERMS AND CONDITIONS CONTINUED

1. The Contractor shall furnish a copy of an original Certificate of Insurance, naming the County of Wayne as an additional insured. Should any of the policies be canceled before the expiration date, the issuing company will provide by mail thirty (30) days written notice to the certificate holder. This contractor shall furnish insurance in satisfactory limits, and on forms and of companies which are acceptable to the County of Wayne and shall require and show evidence of insurance coverage on behalf of any subcontractors (if applicable), before entering any agreement to sublet any part of the work to be completed under this contract.

1. Record Keeping-The vendor awarded this contract shall maintain adequate records to justify all charges, expenses and costs incurred in estimating and performing the work for at least three (3) years after completion of the contract resulting from this RFP. The County shall have access to all records, documents and information collected and/or maintained by others in the course of the administration of the agreement. This information shall be made accessible at the awardees place of business to the County, including the Comptroller’s Office and/or its designees, for purposes of inspection, reproduction and audit.

1. Contract Length-It is the intent of the County to enter into a three (3) year term contract, with a renewal clause for two (2) additional one (1) year renewal terms for services as described herein.

1. Inspection/Cancelation-All work shall be subject to inspection by the County of Wayne designee at any time. Routinely, periodic inspections will be done of the completed work. If contractor consistently performs unsatisfactory work the contract may be canceled upon fifteen (15) days written notice.

1. Insurance and Indemnity-The Contractor shall indemnify and save harmless the County of Wayne and its officers, agents, and employees from all suits, actions or claims of any character brought for any injury or damages received or sustained by any person, persons, or property by reason any act of the Contractor, its agents or employees, in the performance of the contract. The Contractor shall furnish a Certificate of Liability Insurance from an insurance company, licensed to do business in the State of North Carolina within ten (10) days after award of the contract.

II.TERMS AND CONDITIONS CONTINUED

1. Bid Security-The required security must be in the form of a certified check made payable to the County of Wayne or a bid bond issued by a surety

licensed to conduct business in North Carolina and named in the current list

of "Surety Companies Acceptable on Federal Bonds" as published in the Federal Register by the Audit Staff Bureau of Accounts, U.S. Treasury Department. The Bid Security of the successful Bidder will be retained until he has executed the Contract and furnished the required Contract Security, where upon it will be returned; if he fails to execute and deliver the Contract and furnish the required Contract Security within ten (10) days of the Notice of Award, the County of Wayne may annul the Notice of Award and the Bid Security of that Bidder will be forfeited. The Bid Security of any Bidder whom the County of Wayne believes to have a reasonable chance of receiving the award may be retained by the County until the earliest of the seventh day after the executed Contract is delivered by Owner to Contractor and the required Contract Security is furnished or the sixty‐first day after the Bid opening. Bid Security of other Bidders will be returned within seven days of the Bid opening except that Bid Bonds will only be returned upon request. Revised Bids submitted before the opening of Bids, if representing an increase in excess of two percent (2%) of the original Bid, must have the Bid guaranty adjusted accordingly; otherwise, the Bid will not be considered.

1. Modification and Withdrawal of Bids-Bids may be modified or withdrawn by an appropriate document duly executed (in the manner that a bid must be executed) and delivered to the place where Bids are to be submitted at any time prior to the opening of Bids.

1. Affirmative Action-The Contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped and concerning the treatment of all employees with regard to discrimination by reason or race, color, religion, sex, national origin, or physical handicap. The County of Wayne invites and encourages participation in this procurement process by businesses owned by minorities, women, and disabled business enterprises.

1. Execution of Agreement/Performance & Payment Bonds

Subsequent to the award and within ten (10) days after the prescribed forms are presented forSignature, the successful Bidder shall execute and deliver to the County of Wayne a contract in the form included in the contract documents in such number of copies as the County may require. Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Bidder shall, within the period specified above, furnish a surety

II.TERMS AND CONDITIONS CONTINUED

bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and for the payment of all

people, firms or corporations to whom the Contractor may become legally

indebted for labor, materials, tools, equipment or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bond shall be in the same form as that included in the contract Documents and shall bear the same date as, or a date subsequent to that of the Contract. The current power of attorney for the person who signs for any surety company shall be attached to such bond. This bond shall be issued by a surety licensed to conduct business in North Carolina and named in the current list of “Surety Companies Acceptable on Federal Bonds” as published in the Federal Register by the Audit Staff Bureau of Accounts, U.S.Treasury Department. The failure of the successful Bidder to execute such Agreement and to supply the required bond or bonds within ten(10) days after the prescribed forms are presented for signature, or within such extended period as the County of Wayne may grant, based upon reasons determined sufficient by the County, shall constitute a default, and the County may either award the Contract to the next lowest Bidder or re‐advertise for Bids, and may charge against the Bidder the difference between the amount of the Bid and the amount for which a contract for the work is subsequently executed, irrespective of whether the amount thus due exceeds the amount of the Bid bond. If a more favorable Bid is received by re-advertising, the defaulting Bidder shall have no claim against the County for a refund.

III.PROPOSAL FORMAT

Qualifications of the Proposer

1. Provide a description and history of the proposer focusing on previous governmental experience. Only past experience as the prime contractor with local governments will be considered. Personal qualifications of staff with past debris monitoring experience will not be considered unless the services were part of the prime contract between the Proposer and a local government. State and Federal contracts that do not reflect direct contractual obligations to perform services on behalf of the sub-grantee will not be considered to be past local government experience. Proposer qualifications must include, at minimum, the following:

III.PROPOSAL FORMAT CONTINUED

i.Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

ii.Documented knowledge and experience coordinating with Federal, State and Local emergency agencies.

iii.Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA, FHWA, and NRCS.

iv.Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

v.Provide at least three (3) references for which the proposer has performed services within the past three (3) years that are similar to the requirements in the Scope of Services. Provide the reference contact name, address, e-mail address, telephone numbers and date of the contract.

Qualification of Staff

1. Provide an organizational chart, resumes and summary of staff qualifications. Key project staff (management staff including, but not limited to: project manager, collection and disposal operations manager, FEMA reimbursement specialist, data manager, etc.) must be full time employees of the proposer and have experience working for the proposer, in the following:

i.Experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal. The Proposer must demonstrate experience managing disaster debris for at least five (5) local governments.

ii.Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes.

III.PROPOSAL FORMAT CONTINUED

iii.Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways cleanup and reimbursement, leaning tree and hanging limb removal, hazardous material

removal, vessel and vehicle recovery, asbestos abatement, data management, and hauler invoice reconciliation and contracting, and FEMA appeals assistance.

1. TECHNICAL APPROACH

Provide a description of the Proposer’s approach to the project, to include startup procedures/requirements, debris estimate methodology, analysis of debris recovery operations and management of the debris recovery contractors, billing/invoices reporting procedures to FEMA and the County. Provide a copy of Proposer’s internal training program. Provide under separate cover the Proposer’s training manual.

1. COST PROPOSAL

Each proposer must complete and submit the Cost Proposal Form/Fee Schedule included herein. The cost proposal will be evaluated on the hourly rates submitted on the Cost Proposal Form for the labor positions listed. All non-labor projected costs will be billed to the County at cost without markup.

1. PROVIDE SAMPLE CONTRACT

Each proposer shall provide a sample contract.

1. E-VERIFY

The Contractor and any of its subcontractors must comply with the requirements of the North Carolina General Statues, if applicable, which require certain employers to verify the work authorization of each newly hired employee through the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies. By signing the first page of your proposal you are certifying that you comply with the E-Verify Program.

1. IRAN DIVESTMENT ACT CERTIFICATION

As of the date listed on the first page of the RFP, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 147-86.-59.

The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement.

SCOPE OF SERVICES

1. BACKGROUND

The County requires disaster management, recovery and consulting services to support the oversight and management of debris recovery contractors. As such, the Consultant should be

capable of providing a range of related services including damage assessment, training, emergency planning, infrastructure restoration, and other services as needed and ordered by the County. Other services may include, but not limited to, facilitating communication with FEMA, FHWA, State of North Carolina and other state and federal agencies, coordination with state insurance representatives, pre-event planning, and post-event reconstruction, grant funding, and reimbursement services.

II.SCOPE OF WORK

1. Disaster Debris Monitoring Services

The selected proposer will be expected to provide disaster debris monitoring services to include debris generated from the public right-of-way, private property, drainage areas, waterways, and other public, eligible or designated areas. Specific services may include:

a.Coordinating daily briefings, work progress, staffing, and other key items with the County

1. Selection and permitting of Temporary Debris and Reduction Site (TDSRS) locations and any other permitting/regulatory issues as necessary

1. Scheduling work for all team members and contractors on a daily basis

1. Hiring, scheduling, and managing field staff

1. Monitoring recovery contractor operations and making/implementing recommendations to improve efficiency as well as speed up recovery work and assure all debris removal work meets FEMA eligibility guidelines

1. Assisting the County with responding to public concerns and comments

1. Certifying contractor vehicles for debris removal using methodology and documentation practices appropriate for contract monitoring

1. Entering load tickets into a database application

1. Digitization of source documentation (such as load tickets)

1. Developing daily operational reports to keep the County informed of work progress

1. Development of maps, GIS applications, etc. as necessary

CONTINUED SCOPE OF WORK

1. Comprehensive review, reconciliation and validation of debris removal contractor(s) invoices prior to submission to the County for processing

1. Project Worksheet and other pertinent report preparation required for reimbursement by FEMA, FHWA and any other applicable agency for disaster recovery efforts by County staff and designated debris removal contractors

1. Final report and appeal preparation and assistance

1. Emergency Management Planning and Training

As directed by the County, the selected firm shall provide: