By: mbrewer
Date: Aug 14, 2023
Comment: 0
Category: Bids

BUTTS COUNTY BOARD OF COMMISSIONERS

Request for Proposals

RFP #24-02

FOR

DEBRIS REMOVAL, DISASTER RECOVERY AND EMERGENCY PLANNING SERVICES

Deadline:

September 14, 2023 at 2:00 P.M.

BUTTS COUNTY BOARD OF COMMISSIONERS

REQUEST FOR PROPOSALS

Debris Removal, Disaster Recovery and Emergency Planning Services

Greetings,

Butts County Board of Commissioners is soliciting sealed bids from qualified companies to provide professional services on an on-call basis under an annual contract to facilitate and coordinate the removal, collection and disposal of debris following a disaster. It is the intent of this solicitation to enter into a pre-event contract, which would result in no immediate cost to Butts County, Georgia. The Contractor shall provide all materials and services necessary in the performance of this contract. The County does not guarantee a minimum value for this contract. The proposal must be submitted in accordance with the information contained herein.

Questions or clarifications regarding this request for proposal should be addressed to Tina Lunsford, Procurement Specialist via email to tlunsford@buttscounty.org. Questions will be accepted until September 1, 2023 12:00 p.m. and will be answered in an addendum on the county’s website https://buttscountyga.com if such information is necessary so that all potential bidders will have the information. The deadline for first addendum, if required, will be September 4, 2023. The posting of additional addenda may be required, and it is the responsibility of the Proposer to ensure that they review the County’s website for any additional addenda, and that they submit acknowledgement of all applicable addenda (on the included form) with their solicitation. Proposers should not expect to be individually notified by Butts County. Sealed proposals will be accepted until September 14, 2023 at 2:00 p.m. Any late submittals received will not be considered. Submittals are to be delivered to:

Butts County Government

Purchasing Office

625 W. Third Street, Suite 4

Jackson, GA 30233

Request for Proposals: Debris Removal, Disaster Recovery and Emergency Planning Services

The Cost Proposal must be submitted in a sealed envelope separate from the proposal and specify on its face the name of the consulting firm.

Thank you for your interest in doing business with Butts County!

SECTION I – REQUEST FOR PROPOSAL INFORMATION

The information in this section is proposal specific. Any conflicting information stipulated in this section shall supersede the General Terms & Conditions noted in Section II.

1.1. PURPOSE

Butts County is soliciting sealed proposals from qualified companies to provide professional services on an on-call basis under an annual contract to facilitate and coordinate the removal, collection and disposal of debris following a disaster. It is the intent of this solicitation to enter into a pre-event contract, which would result in no immediate cost to Butts County, Georgia. The Contractor shall provide all materials and services necessary in the performance of this contract. The County does not guarantee a minimum value for this contract.

NOTE: Butts County has followed the FEMA model for this solicitation. If in the event Butts County has included language that conflicts with FEMA guidelines, FEMA rules and regulations shall prevail.

SCHEDULE OF EVENTS

Pre-Proposal Conference No

Deadline to submit questions September 1, 2023 at 12:00 pm

Deadline for first addendum September 4, 2023

Deadline for submission of completed RFP September 14, 2023 at 2:00 pm

1.2. SCOPE OF WORK

Butts County request proposals for assistance to support the County’s Disaster Recovery operations to minimize impacts from future disasters. This RFP will allow the County to be able to quickly begin any cleanup that will assist in alleviating the effects of such an event. Natural and man-made disasters precipitate a variety of debris that includes, but not limited to, such things as trees, sand, gravel, building/construction materials, vehicles, personal property and etc. In a major catastrophic disaster, Butts County may have difficulty locating staff, be understaffed, have problems locating equipment, and may have difficulty funding the debris removal in short term as well as long term. Private contractors play a significant role in the debris removal, collection, reduction, monitoring, and disposal process. Private contractors may be employed to supplement the efforts of Butts County and volunteer works crews.

If it is determined that the available resources are insufficient to complete the debris removal and monitoring process in a timely manner then the pre-selected private contractors may be utilized to perform all or parts of the clean-up. They will be advised and given explicit details as to the scope of their operations. The extent of their involvement will be dictated by the needs of the County and are incident specific.

1.3.1. GENERAL

1.3.1.0. CONTRACT SCHEDULE: The awarded contractor shall sign and deliver the negotiated Agreement and such other required Contract documents to the County within ten (10) calendar days of the Notice of Award being received by the awarded contractor. Once the contract is executed between Butts County and the awarded contractor, the awarded contractor will be bound by the pre-event on call services contract to deliver the services required by this proposal. Butts County must first approve any change in or substitution of team members, including any consultant, in writing. The initial contract term between the County and the contractor shall be from October 1, 2023 to December 31, 2024 and will be eligible for up to three (3) annual renewals.

1.2.1.1. QUALIFICATIONS: Proposals must include a cover letter, a description of the firm’s capabilities and services, a discussion of the firm’s expertise relative to the background and experience requirements contained herein and resumes of qualified professionals who will be responsible for completing assigned tasks. This material should also be provided for key sub-consultants.

1.2.1.2. PRICING AND QUOTE PREPARATION: Bidders are encouraged to list any options or services it may provide that it feels might be of interest to the County, not included in base proposal price.

1.2.1.3. JOB REQUIREMENTS: Written daily reports denoting areas worked, quantities removed, quantity of equipment in service, area to be worked the following day or days, weather report, problems and issues noted, problems and issues corrected, in addition to other reporting obligations as may be applicable based on the overall scope of services.

1.2.1.4. QUANTITIES: The quantity and type of debris generated from any particular disaster is a function of the location and kind of event experienced, as well as the magnitude, duration, and intensity. The quantity and type of debris generated, it’s location and the size of the area over which it is dispersed directly impacts the type of collection and disposal methods used to address the debris problem, associated costs incurred, and the speed with which the problem can be addressed. Notwithstanding, the awarded contractor will be responsible for ensuring that only eligible debris quantities are being claimed for Public Assistance and must have the ability to estimate debris quantities, differentiate between debris types, properly fill out load tickets and follow all safety procedures, in addition to submitting daily reports on load quantities.

1.2.1.5. WARRANTY: All services provided by the vendor must have a 100% guarantee. If services are not performed as proposed, the vendor shall be liable for any damages or loss of funds associated with the failure.

1.2.2. DISASTER DEBRIS REMOVAL SERVICES

Debris removal operations will be conducted in multiple phases. The initial phase will consist of clearing debris from affected areas identified as a high priority in order to maintain viable transportation corridors and provide essential services to the population at large. Many of these priority areas will be identified according to each event. A preliminary damage assessment will be conducted to determine the amount of debris as well as developing time and cost estimates for the recovery process. The contracted vendor will then use this information to secure the performance and payment bonds prior to starting work. The expectation for mobilization is that the contractor will commence the work in the Notice to Proceed within 48 hours of receiving the Notice to Proceed.

Once the initial phase of debris removal operations has been concluded and damage assessments findings have been reviewed the next phase will begin which will involve clearing debris from all public right of ways and publicly owned property.

All eligible debris will be removed from each site before moving on to the next site. Partial clearance of debris sites is not acceptable. Only vegetative debris will be taken to the Vegetative Debris Management sites for reduction. Other categories of debris will be taken to an approved disposal site. It is expected that all debris removal, reduction, and disposal operations, as well as all documentation and Debris Management Site restoration, will be completed within 180 days of the date of declaration. Debris reduction methods will be determined per event.

All Traffic Control on these projects shall be done in accordance with part 6 of the Manual of Uniform Traffic Control Devices (MUTCD) and will be strictly enforced.

1.2.2.1. Site Monitoring

All site monitoring will be conducted by Butts County personnel or a monitoring contractor whether operations are being conducted by Butts County resources, private contractors, or both. In order to ensure that all debris removal activities are conducted in a manner consistent with FEMA guidelines and to ensure that Butts County retains its eligibility to receive funding for reimbursement should it become available, monitoring stations will be set up at each debris management site. Awarded vendor will provide monitoring stations at the Debris Management Sites and site monitor training for personnel designated by Butts County.

1.2.2.2. Communication and Public Information

During any disaster Butts County will be responsible for dissemination of timely and accurate information to the media and the general public regarding the ongoing efforts of the local agencies in conducting debris removal operations. All debris removal activity should be coordinated through Butts County, the Butts County Road Department, and any other entity deemed appropriate by Butts County.

1.3. FEDERAL TERMS AND PROVISIONS REQUIRED IN CONTRACT

The following terms and conditions must appear in any contract entered into the with Successful Bidder related to the services set forth in this RFP.

Access to Records. The following access to records requirements applies to the Contract in addition to any requirements that may be elsewhere imposed:
1. Consultant agrees to provide County, the Comptroller General of the United States, or any of their authorized representatives or designees, access to any books, documents papers, and records of Consultant which are directly pertinent to this Agreement for the purposes of making audits, examinations, excerpts, and transcriptions. Consultant shall keep its books documents, papers, and records available for this purpose for at least five years after this Agreement terminates or expires or such longer time as requested by County at any time prior to the expiration of the then applicable time frame. This provision does not limit the applicable statute of limitations.
2. Consultant agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed.
3. Consultant agrees to provide any of the foregoing parties access to construction or other work sites pertaining to the work being completed under this Agreement, if applicable.
4. Consultant shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if Consultant does not transfer the records to County or any authorized or designated federal representative.
Environmental Compliance.
1. Consultant shall comply with all applicable standard, orders, or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 1701 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251 et seq.).
2. Consultant shall report all violations to County, any applicable State agencies, and the regional office of the Environmental Protection Agency.
3. Consultant shall include these requirements in each subcontract exceeding $150,000 financed in whole or in part with federal assistance.
4. Consultant shall comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (42 U.S.C. § 6201 et seq.).
Contract Work Hours and Safety Standards Act.
1. Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.
2. Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in Paragraph (a) of this section, the Contractor, and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such Contractor, and any subcontractor responsible therefor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory) for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in Paragraph (a) of this section, in the sum of $26 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in Paragraph (a) of this Section.
3. Withholding for unpaid wages and liquidated damages. The applicable federal funding agency shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in Paragraph (b) of this Section.
4. Subcontracts. The Contractor or subcontractor shall insert in any subcontracts the clauses set forth in Paragraphs (a) through (c) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with clauses set forth in Paragraphs (a) through (c) of this Section.
Equal Employment Opportunity. This provision is applicable to all federally assisted construction contracts, as that term is defined at 41 C.F.R. § 60-1.3. To the extent the Agreement meets this definition, Consultant agrees as follows:
1. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin. The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
2. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
3. The Contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee’s essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the Contractor’s legal duty to furnish information.
4. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the contractor’s commitments under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
5. The Contractor will comply with all provisions of Executive Order 11246 of September 24, 1965 and of the rules, regulations, and relevant orders of the Secretary of Labor.
6. The Contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
7. In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be cancelled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
8. The Contractor will include provisions in Paragraphs (a) through (g) set forth in this subsection in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provision will be binding upon each subcontractor or vendor. The Contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event a Contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the Contractor may request the United States to enter into such litigation to protect the interests of the United States. The applicant further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work; provided that if the applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.The applicant agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish he administering agency and the Secretary of Labor such information as they may require for the supervision of such compliances, and that it will otherwise assist the administering agency in the discharge of the agency’s primary responsibility for securing compliance.The applicant further agrees that it will refrain from entering into any contract or contract medication subject to Executive Order 11246 of September 24, 1965, with a contractor debarred from, or who has no demonstrated eligibility for, Government contracts and federally assisted construction contracts pursuant to the Executive Order and will carry out such sanctions and penalties for violation of the equal opportunity clause as may be imposed upon contractors and subcontractors by the administering agency or the Secretary of Labor pursuant to Part II, Subpart D of the Executive Order. In addition, the applicant agrees that if it fails or refuses to comply with these undertaking the administering agency may take any or all of the following actions: cancel, terminate, or suspend in whole or in part this grant (contract, loan, insurance, guarantee); refrain from extending any further assistance to the applicant under the program with respect to which the failure or refund occurred until satisfactory assurance of future compliance has been received from such applicant; and refer the case to the Department of Justice for appropriate legal proceedings.
Contracting with Small and Minority Businesses, Women’s Business Enterprises, and Labor Surplus Area Firms.
1. If Consultant intends to subcontract any portion of the work covered by the Agreement, Consultant must take all necessary affirmative steps to assure that small and minority businesses, women’s business enterprises and labor surplus area firms are solicited and used when possible. Affirmative steps must include:
  1. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists.
  2. Assuring that small and minority businesses, and women’s business enterprises, are solicited whenever they are potential sources.

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.

Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises; and
Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

Immigration and Nationality Act
1. Consultant agrees to comply with the terms of the employment provisions contained in 8 U.S.C. Section 1324A(e), Section 274A(e) of the Immigration and Nationality Act.
Administrative Remedies for False Claims and Statements
1. Consultant acknowledges that 31 U.S.C. Chap. 38 (Administrative Remedies for False Claims and Statements) applies to Consultant’s actions pertaining to this Agreement.
Remedies
1. If any work performed and/or good delivered by consultant fails to meet the requirements of the Agreement, any other applicable standards, codes, or laws, or otherwise breaches the terms of the Agreement, the County may in its sole discretion:
  1. Elect to have Consultant re-perform or cause to be re-performed, at Consultant’s sole expense, any of the work which failed to meet the requirements of the Agreement.
  2. In the case of goods, reject the goods and require the Consultant to provide replacement goods that meet the needs of County and the terms of the Agreement.

Hire another Contractor to perform the work and deduct any additional costs incurred by County as a result of substituting contractors from any amounts due to consultant; or

Pursue and obtain any and all other available legal or equitable remedies.

This Section shall in no way be interpreted to limit the County’s right to pursue and obtain any and all other available legal or equitable remedies against the Consultant.

Compliance with Applicable Laws
1. Consultant agrees to be bound by the terms of the Federally Funded Subaward and Grant Agreement between the County and FEMA and/or the State of Georgia and any of its agencies if applicable.
2. Consultant agrees to be bound by all applicable state and federal laws, regulations, and Executive Orders.
Suspension and Debarment
1. Federal regulations restrict the County from contracting with parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs and activities, where the contract is funded in whole or in part with federal funds. Accordingly, a contract or subcontract must not be made with any parties listed on the SAM Exclusions list. SAM Exclusions is the list maintained by the General Services Administration that contains the name of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under certain statutory or regulatory authority. The Consultant can verify its status and the status of its principals, affiliates, and subcontractors at SAM.gov.
  1. This Contract is a covered transaction for purposes of 2C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such the Contractor is required to verify that none of the Contractor, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
  2. Consultant 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.

This certification is a material representation of fact relied upon by the County. If it is later determining that the Consultant 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 County, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

Byrd Anti-Lobbying Amendment
1. Consultants who apply or bid for an award of $100,000 or more shall file the required certification found below. Each tier certifies to the tier above that it will not and has not used federally 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 shall also disclose 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 recipient.
2. The certification referenced in Paragraph (a) of this Section is below:

Certification for Contracts, Grants, Loans, and Cooperative Agreements

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

No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.
If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. 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.

Consultant, _______________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, Consultant understands and agrees that the provision of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statement, apply to this certification and disclosure, if any.

__________________________________________ Date: _______________________________

Signature

Name:

Title:

PACKAGING/SUBMISSION REQUIREMENTS

The following information and/or documents MUST be included with the Bidder’s response.

___ Firm/Contractor Information & Documentation – Must include the following:
- History of Firm – Provide a detailed history of the firm, qualifications, and prior experience that relates to this RFP.
- Project Approach – Describe the Firm’s approach with regard to these services.
- Staff Qualifications – Provide detailed biographical information on the individuals who will provide project services, including education, training, and experience.
- Work-In-Progress – Submit a list of current work-in-progress with contract amounts and a list of work currently awarded but not yet started.
- Quality Control – Submit information describing the Firm’s quality control program.
- Job Site Security – Describe how your company will provide job site security.
- Sample Contract – Submit a sample contract for performance of work outlined in this RFP.
- Other – Include any other pertinent information that may be used by the County to evaluate the Firm’s proposal.
___ Pricing Sheet (supplied)
___ Addendum Acknowledgment Sheet (supplied)
___ Company Information Form (supplied)
___ W-9 (supplied)
___ Contractor Firm Certification Statement (supplied)
___ Georgia Security and Immigration Compliance Act Affidavit and Agreement (supplied)
___ Non-Conflict of Interest form (supplied)
___ References Sheet (supplied)
___ Supplier Inclusion Program form (supplied)

1.5. EVALUATION CRITERIA

Butts County’s selection of a firm shall be based upon the demonstrated competence and qualifications of the firms to provide the type of service required. Each proposal will be evaluated and scored through a process by the County’s staff.

The Proposer’s submittal must fully address the requirements listed in this solicitation and the Firm’s degree of experience, knowledge, and ability to provide experienced and qualified support staff. The proposal is not to have any exclusions, conditions or provisions applied to the request. It is the County’s intention to select a firm which is the most qualified to meet the County’s needs. The award shall be based on but not limited to the following factors:

RFP EVALUATION CRITERIA	Scoring Value Maximum Points
Qualifications	30
Relevant Experience and References	30
Understanding and Approach of the Project	30
Cost Proposal	10
MAXIMUM SCORING POINTS TOTAL	100

Notes:
The Scoring Formula for the above Scoring Value Maximum Points is as follows:
Excellent	.75 – 1.00
Good	.50 – .74
Fair	.25 – .49
Poor	0 – .24
Multiply scoring formula by possible scoring value maximum point allotment. Example: If you score a firm .6 (Good) on Relevant Experience and References and multiply .60 x 30 (maximum scoring points), this will equal to 18 points.

SPECIAL NOTE – the Proposal Cost will be evaluated as follows:

Low Conforming Proposal 10 points
Proposals within 5% of Low Proposal8 points
Proposals within 7% of Low Proposal6 points
All Other points

Butts County reserves the right to remove the high score and the low score for each offer if deemed necessary.

SECTION II GENERAL TERMS AND CONDITIONS

Offer Submission
These instructions will bind Offerors to terms and conditions herein set forth, except as specifically stated otherwise in special contract terms with any individual proposal. These instructions are to be considered an integral part of the proposal.
Proposals may be submitted by mail, common carrier or delivered in person. Fax or electronic proposals are not acceptable. It shall be the duty of each Offeror to ensure that their proposal is delivered within the time and at the place prescribed in this document. Proposals received prior to the time fixed in this proposal document will be securely kept unopened. A date/time stamp will be affixed to the envelope/package immediately upon its arrival to the Purchasing Department. Any proposal received at the office designated in this document after the exact time and date specified, will not be considered, and returned unopened to the Offeror.
At the date and time specified for the opening of the proposal, the proposal shall be publicly opened and read aloud for the information of Offeror and others present.
The proposal must be submitted in a sealed envelope/parcel on or before the date and time stated in this document and is to be mailed or delivered to:

Butts County Board of Commissioners

Purchasing Department, Suite 4

625 West Third Street

Jackson, GA 30233

RFP # 24-02 Debris Removal, Disaster Recovery and Emergency Planning Services

The Submittal Checklist must be reviewed, and the Offeror is to comply with the order of the submittal of documents and is to be included with the proposal.
The following items are to be submitted:

One (1) unbound clearly marked “Original,” of the proposal documents,
Two (2) bound copies identical to the original proposal documents,
One (1) digital copy in PDF format on a USB flash drive identical to the original proposal documents. The USB flash drive should be labeled with the Proposal number and Offeror’s name.

All proposals must be manually signed and filled out legibly (typewritten or printed in ink) with all changes or corrections initialed by the person signing the proposal.
If descriptive literature is attached to the proposal, your firm’s name must be on all sheets submitted.
Each proposal submitted shall be deemed to have been made with full knowledge of all terms, conditions, and requirements contained in this request for proposal. The failure or omission of any Offeror to examine any form, instrument or document shall in no way relieve any Offeror from obligations in respect to the proposal submittal or the compliance of the terms, conditions, and requirements of the proposal.
Individual contractors shall provide their Social Security number and proprietorships; partnerships and corporations shall provide their Federal Employer Identification number on the Company Information Form of the proposal documents and a completed W9 form to be submitted with the proposal.
The authorized representative whose signature will appear on the proposal submitted certifies that the Offeror has carefully examined the instructions of this proposal and the terms and specifications applicable to and made a part of this proposal. The Offeror further certifies that the prices shown on the Proposal Price Submittal Form is in accordance with the conditions, terms, and specifications of the proposal and that any exception taken thereto may disqualify the proposal.
Any documentation submitted with or in support of a proposal or proposal shall become subject to public inspection under the Georgia Open Records Act. Labeling such information “Confidential”, “Proprietary”, or in any other manner shall not protect this material from public inspection upon request. All records become subject to public inspection only after award of the contract or purchase order.
Preparation of Offers
All products, equipment, article, or material must be new and unused or current production. No reconditioned or used item(s) will be accepted except as specifically requested herein. Units that are classified as prototype or discontinued models are not acceptable.
Samples of items, when required, must be submitted within the time specified and unless otherwise specified by the County, at no expense to the County. Unless otherwise specified, samples will be returned at the Offeror’s request and expense if items are not destroyed by testing.
Full identification of each item including brand name, model, catalog number, etc., must be furnished to identify exactly what the Offeror is offering. Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer, the term “or equal” if not inserted shall be implied. The specified article or material shall be understood as indicating the type, function, minimum standard of design, efficiency, and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design, and efficiency. In the event that any equivalent version is proposed, prospective Offerors are herewith advised that precise, adequate, and documented evidence of equivalency in performance, stability, and operational efficiency should be submitted with the proposal for further consideration. Final determination of equivalency will be determined by Butts County.
Negligence on the part of the Offeror in preparing the proposal confers no right for withdrawal or modification in any way after the deadline for the proposal opening.
Clarification and Communication to County Concerning Proposal
From time to time, the Purchasing Department may have to release written changes to a solicitation. These formal written changes are called addendum or if multiple, Addenda. It is the ultimate responsibility of the Offeror to ensure that they have all applicable addenda prior to the proposal submission. Therefore, we encourage all Offerors to frequently review the County’s website: https://buttscountyga.com/requests-for-bids-proposals-or-qualifications All addenda forms must be signed and submitted with the proposal. Failure to respond and acknowledge any addenda or requests for clarification, even after the proposal opening, shall result in a non-responsive proposal.
The successful firm’s proposal and all addenda will become a part of the agreement resulting from this document.
Offerors seeking an award of a Butts County contract shall not initiate or continue any verbal or written communication regarding a solicitation with any County officer, elected official, employee, or other County representative without permission of the Purchasing Department between the date of the issuance of the solicitation and the date of the final contract award by the Board of Commissioners. If determined that such communication has compromised the competitive process, the offer submitted by the individual, firm or business shall be disqualified from consideration for award. EXCEPTION to the above would-be emailing request for clarification and/or questions to the point of contact listed in the bid/proposal. (These requests will be answered in an addendum).
Pre-Proposal Conference

The Pre-Proposal Conference or any other information session (if indicated in the schedule of events) will be held at the offices referred to in the “Request for Proposal”. Unless indicated otherwise, attendance is not mandatory, although suppliers are strongly encouraged to attend. However, in the event the conference has been identified as mandatory, then a representative of the supplier must attend the conference in its entirety to be considered eligible for contract award.

Rejection and Withdrawal of Offers
Withdrawal of offer due to errors the supplier has up to forty-eight (48) hours to notify the Purchasing Department of an obvious clerical error made in calculation of offer to withdraw a proposal after the proposal opening. Withdrawal of offer for this reason must be done in writing within the forty-eight (48) hour period.
The County may reject all or part of the proposal where it is in the best interest of the county or as a result of improper conduct on the part of a county employee.
Proposal and Contract Documents
A proposal executed by an attorney or agent on behalf of the Offeror shall be accompanied by an authenticated copy of the Power of Attorney or other evidence of authority to act on behalf of the Offeror.

Corporation: If the Offeror is a corporation, the proposal must be submitted in the name of the corporation, not simply the corporation’s trade name. In addition, the proposal shall be signed by an officer of the corporation.

Partnership: If the Offeror is a partnership, all partners must sign the proposal. If all the partners do not sign the proposal, then the names of all those except limited partners must be furnished on the proposal and evidence of the authority of the signer(s) to execute the proposal on behalf of the partnership.

Limited Liability Company (LLC): If the Offeror is a limited liability company, the authorized agent having authority to bind the limited liability company must sign the proposal documents.

Sole Proprietorship or Individual: If the Offeror is a sole proprietor or individual, a signature is required on all proposal documents by that individual.

The contract documents consist of this Agreement, Specifications and Addenda issued prior to execution of this Agreement, other documents listed in this Agreement and Modifications issued after execution of this Agreement. These form the Contract and are as fully a part of the Contract as if attached to this Agreement or repeated herein. The Contract represents the entire and integrated Agreement between the parties hereto and supersedes prior negotiations, representation, or agreements, either written or oral.
Contract Term – The time period of the agreement, if any is formed from this proposal, will be determined after the review and evaluation of the Timeline Schedules submitted by the successful offeror and the County.
Exceptions and Omissions

Any exceptions to the specifications and/or terms and conditions must be addressed during the question/clarification and addendum phases.

Alterations of Solicitation and Associated Documents

Alterations of County documents are strictly prohibited and will result in automatic disqualification of the Offeror’s solicitation response.

Cost Incurred by Vendors

All expenses involved with the preparation and submission of the proposal to the Butts County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

Codes, Permits, Fees, Licenses and Law
All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Offeror. All materials, labor and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.
All General Contractors must have a current valid license from the State Licensing Board for Residential and General Contractors, unless specifically exempted from holding such license pursuant to Georgia law, O.C.G.A. Section 43-41-17.
Safety

All vendors and subcontractors performing services are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all contractors and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site area under this Contract.

Design, Standards and Practices

Design, strength, quality of materials and workmanship must conform to the industry acceptable standards of engineering practices and/or professional services.

Statement of Warranty

A Statement of Warranty should include all applicable manufacturers’ warranty and the Contractor’s warranty regarding equipment, materials, and workmanship. This statement shall include the terms, conditions, and the period of warranty coverage. Any exclusion(s) must be clearly stated.

Non-collusion

By submitting a proposal in response to this solicitation, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not either directly or indirectly, enter into any combination or arrangement with any person, Offeror, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8). Collusion and fraud in bid preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

Nondiscrimination

Notwithstanding any other provision of this Agreement, during the performance of this Agreement Contractor, for itself, its heirs, personal representatives, successors in interest and assigns, as part of the consideration of this Agreement does hereby covenant and agree, as a covenant running with the land, that:

No person on the grounds of race, color, religion, sex, or national origin shall be excluded from participation in, denied the benefits of, or otherwise be subjected to discrimination.
In the production of the vehicle(s), and the furnishing of services therein or thereon, no person on the grounds of race, color, religion, sex, or national origin shall be excluded from participation in, or denied the benefits of, such activities, or otherwise be subjected to discrimination.

Georgia Security and Immigration Compliance Act

Pursuant to the Georgia Security and Immigration Compliance Act of 2006, the successful Contractor understands and agrees that compliance with the requirements of O.C.G.A.13-10-91 and Georgia Department of Labor Rule 300-10-02 are conditions of this proposal and contract document. The Contractor further agrees that such compliance shall be attested by the Contractor and any of his Subcontractors by execution of the appropriate Affidavit and Agreement which will be included and become a part of the Agreement between Butts County and the successful Contractor.

Supplier Inclusion Program

Small, local, Disadvantaged Business Enterprise (DBE), and female-owned business enterprises are encouraged to participate in the solicitation process.

Delivery and F.O.B. Destination
All prices shall include shipping and delivery cost to our destination; F.O.B., Butts County, Georgia, unless otherwise requested. The Offeror shall handle all material procurement, storage, and delivery to project site. Unless otherwise specified in this specification, Offeror shall supply all materials required. The County will grant no allowance for boxing, crating or delivery unless specifically provided for in this proposal. The Offeror shall retain title for the risk of transportation, including the filing for loss or damages.
The County desires delivery of the product(s) or service(s) as specified at the earliest possible time after the date of award. Unreasonable delivery may be cause for disqualifying a proposal. Each firm shall state a definite delivery time and avoid using general terms such as “ASAP” or approximately so many days.
County’s Tax Exemption

Butts County is exempt from Federal Excise Tax or Georgia Sales Tax regarding goods and services purchased directly by Butts County. Exemption certificates furnished upon request.

Award of Contract
Butts County desires to complete the award process in a timely manner. Butts County reserves the right to reject or accept any or all proposals, whole or any parts thereof, by item or group of items, by section or geographic area, or make multiple awards and be the final approval of proposal (s) selection which would be the most advantageous to the County with price and other factors considered. Butts County may elect to waive any technicalities. The proposal specifications will be available on the County’s website: https://buttscountyga.com/requests-for-bids-proposals-or-qualifications
Butts County reserves the right to reject any proposal if the evidence submitted by or investigation of the Offeror fails to satisfy the County that the Offeror is properly qualified to carry out the obligations of the Contract. If the successful Offeror defaults on their proposal, an award may be made to the next highest scored offeror.
Butts County is subject to making records available for disclosure after the Board of Commissioners approval of the recommendation. No claim shall be made by the selected Consultant for loss of profit if the contract is not awarded or awarded for less work than is indicated and for less than the amount of the proposal. The total of the awarded contract shall not exceed the available funds allocated for the proposed project.
Project Site and Monitoring of Work
The Contractor may have a Project Coordinator, but the project site shall remain under the control of Butts County. The Contractor shall provide and make available an appointee to Butts County for project coordination and supervision of Offeror installation personnel. Coordination consists of meeting with the Butts County representatives to review the project; on site walk throughout of installation area(s) before the installation begins; review installation procedures; review installation progress and to handle any problems during installation until project completion.
The successful Offeror will promptly correct all work rejected by the County as faulty, defective, or failing to conform to the Minimum Specifications and/or to consensus standards adopted by both government and industry governing the repairs, whether observed before or after substantial completion of the work, and whether or not fabricated, installed, or completed. The successful Offeror will bear all costs of correcting such rejected work.
The Contractor shall insure all trash generated by work performed shall be removed from the site and properly disposed as each work operation is completed in a given area. Additionally, the Contractor shall ensure all disturbances to the area where the Contractor performed work are restored to the same condition prior to start of the project. If an inspection reveals that the Contractor fails to clean up after work has been performed, the County will notify the Contractor of the discrepancy and the Contractor will have twenty-four (24) hours to make the correction. Should the Contractor still fail to clean the area, the County reserves the right to make other arrangements to have the area cleaned and the County shall deduct the cost from the Contractor’s invoice.
No one except authorized employees of the Contractor is allowed on the premises of Butts County facilities. Contractor employees are not to be accompanied in their work area by acquaintances, family members, assistants, or any other person unless said person is an authorized employee of the Contractor.
Confidentiality

All information disclosed by Butts County to the successful Contractor for the purpose of the work to be done or information that comes to the attention of the successful Contractor while performing such work is to be kept strictly confidential.

Indemnification
The vendor that is selected as the contractor shall, at its own expense, protect, defend (but only to the extent not prohibited by O.C.G.A. §13-8-2(c)), indemnify, save and hold harmless Butts County and its elected and appointed officers, employees, servants and agents from all claims, damages, lawsuits, costs and expenses including, but not limited to, all costs from administrative proceedings, court costs and attorney fees that Butts County and its elected and appointed officers, employees, servants and agents may incur as a result of the negligence, recklessness, or intentionally wrongful conduct of the Contractor or other persons employed or utilized by the Contractor in the performance of the contract.
The contractor’s indemnification responsibility under this section shall include the sum of damages, costs and expenses which are in excess of the sum of damages, costs and expenses which are paid out in behalf of or reimbursed to the County, its officers, employees, servants and agents by the insurance coverage obtained and/or maintained by the contractor, but only to the extent and for such claims as are permitted under O.C.G.A. §13-8-2(c).
Controlling Law, Venue

Any dispute arising because of this proposal and/or an Agreement which was created from the terms, conditions and specifications of this document or their interpretation, litigation shall only be entered into and shall be performed in Butts County, Georgia. This Agreement shall be governed by the applicable laws of the County of Butts and the State of Georgia. Any dispute arising out of the agreement, this proposal solicitation, its interpretations, or its performance shall be litigated only in the County of Butts Judicial Courts.

Contractor as Independent Contractor

In conducting its business hereunder, Contractor acts as an independent contractor and not as an employee or agent of Butts County. The selection, retention, assignment, direction, and payment of Contractor’s employees shall be the sole responsibility of Contractor.

Assignment

The Agreement, in whole or any part hereof, created by the award to the successful contractor shall not be sold, not be assigned or transferred by Contractor by process or operation of law or in any other manner whatsoever, including intra-corporate transfers or reorganizations between or among a subsidiary of Contractor, or with a business entity which is merged or consolidated with Contractor or which purchases a majority or controlling interest in the ownership or assets of Contractor without the prior written consent of Butts County.

Owner and Ownership of Documents

The Butts County Board of Commissioners, 625 West Third Street, Jackson, Georgia 30233 is the owner of the proposed work. Reports and all relevant data such as maps, diagrams, plans, designs, electronic data, statistics, specifications, and other supporting records or drawings compiled or prepared in the course of performance of the services required by this contract shall be the absolute property of the County and shall not be used by the Contractor for purposes unrelated to this contract without the prior written approval of the County. Such original documents shall be turned over to the County upon completion of the project except that Contractor shall have the right to retain copies of the same.

Performance of Contract
Butts County reserves the right to enforce the Contractor’s performance of this Agreement in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default or resulting contract award. It will be understood that time is of the essence in the Offeror’s performance.
The successful Contractor shall execute the entire work described in the Contract Documents, except to the extent specifically indicated in the Contract documents to be the responsibility of others.
The Contractor accepts the relationship of trust and confidence established by the award of this proposal solicitation. The Contractor covenants with the County to utilize the Contractor’s best skill, efforts, and judgment in furthering the interest of the County; to furnish efficient business administration and supervision; to make best efforts to furnish at all times an adequate supply of workers and materials; and to perform the work in the best way and most expeditious and economical manner consistent with the interest of the County,
All purchases for goods or services are subject to the availability of funds for this particular purpose.
Default and Termination
Termination by Contractor

The agreement resulting from this proposal shall be subject to termination by Contractor in the event of any one or more of the following events: The default by County in the performance of any of the terms, covenants or conditions of this Agreement, and the failure of County to remedy, or undertake to remedy such default, for a period of thirty (30) days after receipt of notice from Contractor to remedy the same.

Termination by County

The agreement resulting from this proposal shall be subject to termination by the County at any time in the opinion of the County; the contractor fails to carry out the contract provisions of any one or more of the following events:

(1) The default by Contractor in the performance of any of the terms, covenants or conditions of the Agreement, and the failure of Contractor to remedy, or undertake to remedy with sufficient forces and to the County’s reasonable satisfaction, the County shall provide the vendor with notice of any conditions which violate or endanger the performance of the Agreement. If after such notice the Contractor fails to remedy such conditions within thirty (30) days to the satisfaction of the County, the County may exercise their option in writing to terminate the Agreement without further notice to the Contractor and order the Contractor to stop work immediately and vacate the premises, to cancel ordered products and/or services with no expense to the County.

(2) Contractor files a voluntary petition in bankruptcy, including a reorganization plan, makes a general or other assignment for the benefit of creditors, is adjudicated as bankrupt or if a receiver is appointed for the benefit of creditors, is adjudicated as bankrupt or if a receiver is appointed for the property or affairs of Contractor and such receivership is not vacated within thirty (30) days after the appointment of such receiver.

(3) Contractors’ failure to conduct services according to the approved proposal specifications.

(4) Contractors’ failure to keep, perform, or observe any other term or condition of this Agreement.

(5) Contractor’s performance of the contract is unreasonably delayed.

(6) Should the successful Offeror fail to provide the commodities or services when ordered, and in accordance with the General Terms and Conditions, specifications and any other requirements contained herein are not met, the County reserves the right to purchase commodities or services covered by this contract elsewhere if available from an alternate source.

(7) The Contractor agrees by its proposal submission that the County’s decision is final and valid.

Force Majeure

Neither party shall be held to be in breach of the Agreement resulting from this proposal, because of any failure to perform any of its obligations hereunder if said failure is due to any act of God, fire, flood, accident, strike, riot, insurrection, war, or any other cause over which that party has no control. Such party shall give notice and full particulars of such Force Majeure in writing to the other party within a reasonable time after occurrence of the event and the obligation of the party giving such notice shall endeavor to remove or overcome such inability with all reasonable dispatch.

Waiver

The waiver of any breach, violation, or default in or with respect to the performance or observance of the covenants and conditions contained herein shall not be taken to constitute a waiver any subsequent breach, violation, or default in or with respect to the same or any other covenant or condition hereof.

Invoices

Invoices and/or statements should be mailed directly to:

Butts County Board of Commissioners

Accounts Payable

625 West Third Street, Suite 4

Jackson, GA 30233

Payment

Payment shall be tendered to the successful Offeror upon acceptance and approval by the County for satisfactory compliance with the general terms, conditions, and specifications of the proposal; by completed services; verification of delivery of products; assurance that the product/service performs as specified and warranted; and receipt of a valid invoice.

Insurance Requirements

The contractor shall procure and maintain the following insurance, to be in effect throughout the term of the contract, in at least the amounts and limits as follows:

General Liability Insurance: $1,000,000 combined single limit per occurrence, including bodily and personal injury, destruction of property, and contractual liability.
Automobile Liability Insurance: $1,000,000 combined single limit each occurrence, including bodily injury and property damage liability.
Worker’s Compensation & Employer’s Liability Insurance: Worker’s Compensation & Employer’s Liability Insurance:

Bodily injury by Accident – each employee $1,000,000

Bodily injury by Disease – each Employee $1,000,000

Bodily injury by Disease – policy limit $1,000,000

Professional Liability (Errors and Omissions) Insurance: $2,000,000 limit per claim and aggregate.

Before a contract is executed, the Certificates of Insurance for all required coverage shall be submitted. The certificate shall list an additional insured as follows:

Butts County, Georgia

Butts County Board of Commissioners

625 West Third Street

Jackson, Georgia 30233

Addendum Acknowledgment Page

The Supplier has examined, carefully studied, and hereby acknowledges the Specifications and any Addenda and agrees to provide the required services in accordance with this proposal. The Supplier agrees to all specification items listed unless specifically noted on an Exceptions page. The Supplier further certifies that they are not currently debarred from submitting proposals by any agency of the State of Georgia or the federal government.

Specifications . . . . . . . . . . . . . . . . . . . Acknowledgement _______________

Addendum No. _____ dated _________ Acknowledgement _______________

Suppliers must acknowledge the Specifications and any issued addenda. Responses which fail to acknowledge the Supplier’s receipt of any addendum would result in the rejection of the bid if the addendum contained information which substantively changes the County’s requirements.

BID RESPONSE SIGNATURE

Name of Company: _________________________________________________________________________

Mailing Address: ____________________________________________________________________________________

City/State/Zip: _____________________________________________________________________________________

Phone (including area code): ____________________________ Email: _______________________________________

Authorized Signature Title

Name (Printed) Title (Printed)

Company Information

Company

Company/Individual Name: _________________________________________________

Physical Address: ________________________________________________________

_______________________________________________________________________

Mailing Address (if different): ______________________________________________

_______________________________________________________________________

Employer Federal ID # ______________________ SSN __________________________

Authorized Representative

Signature: _______________________________________________________________

Printed or Typed Name: ____________________________________________________

Title: ___________________________________________________________________

Email address: ___________________________________________________________

Phone number: _______________________ Fax: _________________________

Project Contact Person

Printed or Typed Name: ____________________________________________________

Title: ___________________________________________________________________

Office Number: __________________ Cellular Number: _____________________

Email address: ___________________________________________________________

CONTRACTOR FIRM CERTIFICATION STATEMENT

I (we) certify that the information contained herein is true and correct to the best of my (our) knowledge, and that the person submitting the RFP on behalf of the proposer has the authority to submit this RFP and make all representations contained herein. I (we) understand that the inclusion of false information may result in rejection of the proposal submitted in response to this RFP.

________________________________________

Contractor Firm Name

____________________________________

Signature of Preparer

SWORN TO AND SUBSCRIBED BEFORE ME THIS ________ day of ____________________ 20 _____.

________________________________________________

Notary Public in and for the State of ___________________

(seal)

FAILURE TO RETURN THIS PAGE AS PART OF YOUR SUBMISSION MAY RESULT IN REJECTION OF RESPONSE

RFP 24-02

PRICE SUBMITTAL: DEBRIS REMOVAL SERVICES

Company Name ______________________________________________

PRICE STRUCTURE* – Complete the following and include associated information specifics for the cost quoted (pricing must be submitted on this form; additional pages to detail may be used as needed). The quantities below are estimates only; additional detail on the locations can be found on Attachments, located at the end of this document. Bidders submitting Proposals will be responsible for field verification and calculations. If any discrepancy exists between the unit price and the total price, the unit price will be used.

Emergency Debris Clearance (Push)

*ALL* *EQUIPMENT* *RATES* *BELOW* *INCLUDE* *OPERATOR,* *FUEL* *AND* *MAINTENANCE* *COSTS*
CONTRACTOR NAME:
Personnel/Equipment	Hourly Rate
Stump Grinder
50’ Bucket Truck
Service Trucks
Tractor with Box Blade
Water Truck (2000 gal.)
Motor Grader
Climber with Gear
Superintendent with Truck
Foreman with Truck
Operator with Chainsaw
Traffic Control Personnel
Laborer
Field Project Foreman
Administrative Assistant
Clerical
Trackhoe, CAT 330 or Equiv.
Bulldozer
Aerial Lift, Self-Propelled, Maximum platform height, 37 feet, Horsepower to 15,Articulated, Telescoping, Scissor
Aerial Lift, Self-Propelled, Maximum platform height, 60 feet, Horsepower to 30, Articulated,Telescoping, Scissor
Aerial Lift, Self-Propelled, Maximum platform height, 70 feet, Horsepower to 50, Articulated,Telescoping, Scissor
Aerial Lift, Self-Propelled, Maximum platform height, 125 feet, Horsepower to 85,Articulated, Telescoping, Scissor
Aerial Lift, Self-Propelled, Maximum platform height, 150 feet, Horsepower to 130,Articulated, Telescoping, Scissor
Aerial Lift, Truck Mounted, Maximum platform height, 25 feet, Articulated,Telescoping, Scissor
Aerial Lift, Truck Mounted, Maximum platform height, 50 feet, Articulated, Telescoping, Scissor
Aerial Lift, Truck Mounted, Maximum platform height, 75 feet, Articulated, Telescoping,Scissor
Aerial Lift, Truck Mounted, Maximum platform height, 100 feet,Articulated, Telescoping, Scissor
Chipper Brush, Chipping Capacity, 6 Inches, To 35 Horsepower, Trailer Mounted
Chipper Brush, Chipping Capacity, 12 Inches, To 65 Horsepower, TrailerMounted
Chipper Brush, Chipping Capacity, 16 Inches, To 100 Horsepower, TrailerMounted
Chipper Brush, Chipping Capacity, 18 Inches, To 125 Horsepower, TrailerMounted
Chipper Brush, Chipping Capacity, 18 Inches, To 200 Horsepower, TrailerMounted
Chipper Brush, Chipping Capacity, 19 Inches, To 300 Horsepower, TrailerMounted
Chipper Brush, Chipping Capacity, 19 Inches, To 450 Horsepower, TrailerMounted
Chipper Brush, Chipping Capacity, To 650 Horsepower, Trailer Mounted
Crane, Maximum Lift Cap, 8 Metric Tons, To 80 Horsepower
Crane, Maximum Lift Cap, 15 Metric Tons, To 150 Horsepower
Crane, Maximum Lift Cap, 27 Metric Tons, To 200 Horsepower
Crane, Maximum Lift Cap, 45 Metric Tons, To 3000 Horsepower
Crane, Maximum Lift Cap, 70 Metric Tons, To 350 Horsepower
Crane, Maximum Lift Cap, 110 Metric Tons, To 450 Horsepower
Crane Truck Mounted, Maximum Lift Cap, 17,600 pounds
Crane Truck Mounted, Maximum Lift Cap, 33,000 pounds
Crane Truck Mounted, Maximum Lift Cap, 60,000 pounds
Crane Truck Mounted, Maximum Lift Cap, 120,000 pounds
Forklift, Capacity, 6,000 pounds, To 60 Horsepower
Forklift, Capacity, 12,000 pounds, To 90 Horsepower
Forklift, Capacity, 18,000 pounds, To 140 Horsepower
Forklift, Capacity 50,000, To 215 Horsepower
Loader, Skid Steer, Operating Capacity, 1,000 pounds, To 35 Horsepower
Loader, Skid Steer, Operating Capacity, 2,000 pounds, To 65 Horsepower
Loader, Skid Steer, Operating Capacity, 3,000 pounds, To 85 Horsepower
Loader, Skid Steer, Operating Capacity, 4,000 pounds, To 94 Horsepower
Loader, Wheel, Bucket Capacity, 0.5 Cubic Yard, To 38 Horsepower
Loader, Wheel, Bucket Capacity, 1 Cubic Yard, To 60 Horsepower
Loader, Wheel, Bucket Capacity, 2 Cubic Yard, To 105 Horsepower
Loader, Wheel, Bucket Capacity, 3 Cubic Yard, To 152 Horsepower
Loader, Wheel, Bucket Capacity, 4 Cubic Yard, To 200 Horsepower
Loader, Wheel, Bucket Capacity, 5 Cubic Yard, To 250 Horsepower
Loader, Wheel, Bucket Capacity, 6 Cubic Yard, To 305 Horsepower
Loader, Wheel, Bucket Capacity, 7 Cubic Yard, To 360 Horsepower
Loader, Wheel, Bucket Capacity, 8 Cubic Yard, To 415 Horsepower
Loader, Wheel, Bucket Capacity, 9 Cubic Yard, To 470 Horsepower
Loader, Wheel, Bucket Capacity, 10 Cubic Yard, To 530 Horsepower
Loader-Backhoe, Wheel, Bucket Capacity, 0.5 Cubic Yard, To 40 Horsepower
Loader-Backhoe, Wheel, Bucket Capacity, 1 Cubic Yard, To 70 Horsepower
Loader-Backhoe, Wheel, Bucket Capacity, 1.5 Cubic Yard, To 95 Horsepower
Loader-Backhoe, Wheel, Bucket Capacity, 1.75 Cubic Yard, To 115 Horsepower
Saw Concrete, Blade Diameter, 14 inch, To 14 Horsepower
Saw, Concrete, Blade Diameter, 26 inch, To 35 Horsepower
Saw, Concrete, Blade Diameter, 48 inch, To 65 Horsepower
Sweeper, Pavement, To 110 Horsepower
Sweeper, Pavement, To 150 Horsepower
Sweeper, Pavement, To 200 Horsepower
Trailer, Dump, Capacity, 20 Cubic Yard, Does not include prime mover
Trailer, Dump, Capacity, 30 Cubic Yard, Does not include prime mover
Trailer, Dump, Capacity 40 Cubic Yard, Does not include prime mover
Trailer, Equipment, Capacity 30 tons
Trailer, Equipment, Capacity 40 tons
Trailer, Equipment, Capacity 60 tons
Trailer, Equipment, Capacity 120 tons
Truck, Dump, Truck Capacity 8 Cubic Yard, To 210 Horsepower
Truck, Dump, Truck Capacity 10 Cubic Yard, To 235 Horsepower
Truck, Dump, Truck Capacity 12 Cubic Yard, To 255 Horsepower
Truck, Dump, Truck Capacity 18 Cubic Yard, To 330 Horsepower
Truck, Dump, Truck Capacity 28 Cubic Yard, To 400 Horsepower
Truck, Dump, Truck Capacity 40 Cubic Yard, To 460 Horsepower
Truck, Dump, Truck Capacity 50 Cubic Yard, To 620 Horsepower
Truck, Flatbed, Maximum Gross Vehicle Weight, 25,000 pounds, To 180Horsepower
Truck, Flatbed, Maximum Gross Vehicle Weight, 30,000 pounds, To 215Horsepower
Truck, Flatbed, Maximum Gross Vehicle Weight, 45,000 pounds, To 250Horsepower
Truck, Flatbed, Maximum Gross Vehicle Weight, 50,000 pounds, To 300Horsepower
Truck, Flatbed, Maximum Gross Vehicle Weight, To 375 Horsepower
Truck, Flatbed, Maximum Gross Vehicle Weight, To 450 Horsepower
Truck Knuckle Boom, add flatbed truck to truck mounted crane
Truck Pick-up, To 130 Horsepower
Truck Pick-up, To 180 Horsepower
Truck Pick-up, To 230 Horsepower
Truck Pick-up, To 280 Horsepower
Truck Tractor, To 210 Horsepower
Truck Tractor, To 265 Horsepower
Truck Tractor, To 310 Horsepower
Truck Tractor, To 350 Horsepower
Tub Grinder, To 400 Horsepower
Tub Grinder, To 500 Horsepower
Tub Grinder, To 600 Horsepower
Tub Grinder, To 700 Horsepower
Tub Grinder, To 800 Horsepower
Tub Grinder, To 900 Horsepower
Tub Grinder, 1,000 Horsepower

Attachment B – Pricing Schedule

(All items are required but only items 1-10 will be used for evaluation purposes)

Debris Removal and Disposal

		Name and Description		Cost per Unit
1.		Vegetative storm debris picked up at the designated work zone, hauled to and dumped at a Temporary Debris Storage and Reduction Site (TDSRS)
1.a.		Mileage Radius: 0-15 Miles		$		/cu.yd.
1.b.		16-30 Miles		$		/cu.yd.
1.c.		31-60 Miles		$		/cu. yd.
2.		Construction and Demolition debris hauled to and dumped at a COUNTY approved disposal site or landfill
2.a.		Mileage Radius: 0-20 Miles		$		/cu.yd.
2.b.		21-40 Miles		$		/cu.yd.
2.c.		41-70 Miles		$		/cu.yd.
3.		Validated load hauled tickets from the TDSRS for final processed vegetative debris at a COUNTY approved disposal or recycling facility
3.a.		Mileage Radius: 0-20 Miles		$		/cu.yd.
3.b.		21-40 Miles		$		/cu.yd.
3.c.		41-70 Miles		$		/cu.yd.
4.		Tipping fees, fees for Vegetative and C&D (Construction and Demolition), shall be paid by CONTRACTOR and actual incurred cost shall be invoiced to the COUNTY for reimbursement
	5.		Management, Processing and Loading of all eligible debrisand/or residue at the COUNTY owned TDSRS Including preparing and layout of site; management,maintenance and operation of the TDSRS; the receiving, sorting,segregation, processing and reduction of vegetative debris bygrinding; furnishing materials, supplies, labor, tools andequipment necessary to perform services; maintenance ofinternal roadways, providing traffic control, dust control, erosioncontrol, inspection tower(s), lighting, fire protection, all requiredpermits, environmental monitoring, and safety measures; loadingreduced/stored debris and initiating load tickets for finaldisposition; and Closure and remediation of the TDSRS greduced/stored debris and initiating load tickets for finaldisposition; and Closure and remediation of the TDSRS		/cu.yd.
	6.		Management, Processing and Loading of all eligible debrisand/or residue at the COUNTY owned TDSRS Including preparing and layout of site; management,maintenance and operation of the TDSRS; the receiving,sorting, segregation, processing and reduction of vegetativedebris by burning; furnishing materials, supplies, labor, toolsand equipment necessary to perform services; maintenance ofinternal roadways, providing traffic control, dust control,erosion control, inspection tower(s), lighting, fire protection, allrequired permits, environmental monitoring, and safetymeasures; loading reduced/stored debris and initiating loadtickets for final disposition; and Closure and remediation of theTDSRS		/cu.yd.
	7.		Hazardous trees – Trees will be evaluated by the COUNTY and be designated to be cut down and hauled to theTDSRS for reduction. Trees will be measured inaccordance with prevailing FEMA Policy.
			Trees with branches remaining – FEE ONLY TO CUT TREE
	7.a.		6-12” Diameter		/tree
	7.b.		13-24” Diameter		/tree
	7.c.		25-48” Diameter		/tree
	7.d.		> 48” Diameter		/tree
	8.		Stump “Extrication” fee – All in Accordance with prevailing FEMA Policy.
	8.a.		Stumps 24 – 35.999” in diameter		/ea
	8.b.		Stumps 36” to 47.999” in diameter		/ea
	8.c.		Stumps greater than 48” in diameter		/ea
			*For loose stumps placed on right of way by others, convert to cubic yards and haul as regular vegetative debris.
	9.		Hangers – Hangers will be considered any hanging/damaged limbs remaining in the tree(s) above the ROWof 2” or greater diameter at the point of break. The Contractor, atthe direction of the COUNTY, will remove hangers for a unitprice per tree, in accordance with prevailing FEMA Policy.		/tree
	10.		Fallen Trees – The CONTRACTOR shall cut a fallen tree, whichextends onto the ROW from private property, at the pointwhere it enters the ROW. Vegetative debris will be placed onthe ROW for collection as addressed under item #1. (a.)		/tree
	11.		Fill Dirt – As identified and directed by the COUNTY, the CONTRACTOR shall place compatible fill dirt in ruts createdby equipment and vehicles, holes created by removal ofhazardous stumps and other areas that pose an imminent andsignificant threat to public health and safety		$ cu.yd.
	12.		Soil, Mud, Sand – The CONTRACTOR shall remove soil, mudand sand identified as disaster debris and hauled to a finaldisposition site within 30 miles in accordance with all federal,state, and local rules, regulations, and laws.		$ /cu.yd.
	13.		Household Hazardous Waste – The CONTRACTOR shallremove household hazardous waste in accordance with allfederal, state, and local rules, regulations and laws.		$ /lb.
	14.		White Goods – The CONTRACTOR shall recycle all eligiblewhite goods in accordance with all federal, state, and localrules, regulations, and laws		$ /unit
	15.		Freon Recovery – The CONTRACTOR SHALL REMOVEAND RECOVER Freon from any white goods, such asrefrigerators, freezers, or air conditioners, at the TDSRS or final disposition site in accordance with all federal, state, andlocal rules, regulations, and laws		$ /unit

	16.		Training and Assistance: The Contractor shall assist with thedevelopment of a debris management plan and provide one dayof Debris Management training per year to the COUNTY staff,as arranged by the Emergency Management Division.		Included
	17.		Mobilization and Demobilization – All arrangements necessaryto mobilize and demobilize the CONTRACTOR’s labor forceand machinery needed to perform the Scope of Servicescontained herein shall be made by the CONTRACTOR		Included

	18.		Temporary Storage of Documents – TheCONTRACTOR shall provide storage of daily or disaster-related documents and reports for protection during thedisaster event		Included
	19.		Reporting and Documentation – The CONTRACTOR shallprovide and submit to the COUNTY all reports and documents as may benecessary to adequately document the Debris RecoveryServices in accordance with FEMA requirements		Included

*Adjustments – quantities, if any, may be unknown. Price as an each and do not extend total.
**Any other fees, additional charges and prices that may be applicable to this project must be listed on a separate sheet and attached.

Additional comments/recommendations:

__________________________________________________________________________________________________

_________________________________________________________________________________________

__________________________________________________________________________________________

The County reserves the right to accept the BEST-EVALUATED RFP as deemed by the Evaluation Committee, which may or may not be the lowest monetary RFP.

COMPLETED BY:

Company Name:

Contact Person:

(Signature) (Printed Name)

NON-CONFLICT OF INTEREST

By submitting an offer in response to this solicitation, the Firm represents that in the preparation and submission of this proposal, said Firm did not either directly or indirectly, enter into any combination or arrangement with any person, Proposer, Corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section I or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1 – 68.6 through 59.68.8). Collusion and fraud in proposal preparation shall be reported to the State of Georgia Attorney General and the United States Justice Department.

______________________________________ (Officer of Firm) certifies that to the best of our knowledge, no circumstances exist which shall cause a conflict of interest in performing services for Butts County, and that no company or person other than bona fide employees working solely for our firm has been employed or retained to solicit or secure an agreement resulting from this request for proposal.

Signature:

Type Name:

Title:

Firm Address:

REFERENCES

Please provide three (3) current or very current customers for whom you have provided similar products or services as listed in the specifications of this bid.

Reference One

Government/Company Name ______________________________________________________________________

Address ________________________________________________________________________________________

Contact Person and Title___________________________________________________________________________

Phone ______________________________________ Fax ______________________________

Contract Period ___________________________ Scope of Work____________________________________

Reference Two

Government/Company Name ________________

Address _________

Contact Person and Title _________

Phone ______________________________________ Fax

Contract Period Scope of Work _________

Reference Three

Government/Company Name ________________

Address _________

Contact Person and Title _________

Phone Fax

Contract Period Scope of Work _________

Information of person who prepared this form:

________________________________________ ________________________

Company’s Name Date

_________________________________________ __________________________________________

Authorized Representative’s Name (Print or Type) Authorized Representative

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT

AFFIDAVIT AND AGREEMENT

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the Butts County Board of Commissioners has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

__________________________________________

Federal Work Authorization/ E-Verify User Identification Number

__________________________________________

Date of Authorization

__________________________________________
Name of Contractor

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on __________________, _____, 20 _____ in ___________________ (city), _____________ (state).

____________________________________________
Signature of Authorized Officer or Agent

____________________________________________

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,20 _____.

_________________________________________________

NOTARY PUBLIC

My Commission Expires: _________________________________

SUPPLIER INCLUSION PROGRAM

Small, local, veteran-owned, Disadvantaged Business Enterprise (DBE), and female-owned business enterprises are encouraged to participate in the solicitation process. In order to give recognition to this type of business classification, please check all which apply:

Small Business

Small businesses are defined by size standards and can be found in Title 13 of the Code of Federal Regulations (CFR), Part 121, and are broken down by the different categories of business enterprises.

Local Vendor

Local vendors must operate and maintain a regular place of business within the geographical boundaries of Butts County, must have a current occupational tax certificate, must have paid all real and personal taxes owed the County and must certify its compliance with the Georgia Security and Immigration Act.

Veteran-Owned Business

A veteran-owned business is a business in which a veteran owns a minimum of 51% of the business and also holds the highest position at the company and is active in the daily management and strategic direction of the company. Title 38 of the Code of Federal Regulations defines a veteran as “a person who served in the active military, naval, or air service and who was discharged or released under conditions other than dishonorable.” This definition explains that any individual that completed a service for any branch of armed forces classifies as a veteran as long as they were not dishonorably discharged.

DBE Business

DBE businesses, as defined by the Georgia Department of Administrative Services, shall be certified by the Georgia Department of Transportation, and shall consist of five (5) minority groups:

Asian American

Native American

African American

Hispanic/Latino

Pacific Islander.

Female Owned Business

A female-owned business is a business in which a female owns a minimum of 51% of the business and also holds the highest position at the company and is active in the daily management and strategic direction of the company.

None of the Above Applies

_________________________________________ ____________________________________

Company’s Name Date

_________________________________________ ____________________________________

Authorized Representative’s Name (Print or Type) Authorized Representative’s Signature

ADDENDUM (August 31, 2023)

Addendum #1
Closing Date: 9/14/2023

The purpose of this document is to provide answers to vendor questions. Please see Questions and Answers included herein.

Does the County have any predesignated temporary debris reduction sites? Yes. We have a State Certified inert landfill to store and chip trees.
Can hazardous trees be placed on the ROW and picked up as normal vegetative debris? Yes.
When will the intent to award be made, and how will it be communicated to proposers? The award will be taken before the Board of Commissioners for approval at the next meeting. The communication will be completed by email and phone call.
What was the last event that impacted the County which required activation and performance by the County’s disaster debris management contractor? The contracts were initiated on January 23, 2023, for the Tornado’s that traveled across Butts County on January 12, 2023.
Does the County intend to award only one contract? Yes
How many cubic yards of debris was collected in that event? 153,753.1 Cubic Tons.
Which Contractor held the previous or holds the current contract for the services requested in this solicitation? Southern Disaster Recovery
Does the County currently have a disaster debris monitoring firm under contract, and if so, with which company(ies)? DebrisTech
Does the County own any self-loading grapple trucks, and if so, how many? NO
Please confirm if the scope of work for white good removal includes the removal and disposal of any putrescent food from refrigerators or freezers. White goods removal, putrescent food shall be on your own bid.
Does the County have Memorandums of Understanding (MOU) or Mutual Aid agreements in place with other incorporated municipalities within the County that would allow the use of this contract to be utilized by those entities to perform disaster debris management services, and if so, which ones? The County does have Mutual Aid agreement with the three Municipalities within the county, but if the debris is larger the public works of each is larger than they can handled the contract is in-acted.
Does the County intend to allow all or some of the incorporated municipalities within the County to utilize this contract, and if so, which ones? The Municipalities within the county will have their own separate contract with Debris Contractors.
Will this contract be used to perform services on any state roads within the County in lieu of the GDOT performing those services? State Highways through Butts County is handled by the Georgia Department of Transportation. This should not be included in the bid.
Regarding the Pricing evaluation, does the County intend to add up all unit price line items to get a total figure to compare against other proposers? Will estimated quantities be assigned to calculate a total extended price? Pricing shall be included in the bid using an itemization schedule of all items in the bid.
Regarding the evaluation of the hourly pricing, how does the County intend to weigh the hourly line items? This shall be figured out by your company, hourly rate, and tonnage, and placed into your bid.

FOLLOW US

Search

Latest Posts

Press Release: The Impact of Heavy Rainfall on our Storm Drainage System

Advertisement for Bids: Senior Center Addition

Cancelled-July 8, 2024 Board of Commissioners Meeting

Position Available: Executive Assistant/Procurement Coordinator

RFP #24-02

FOR

1.1. PURPOSE

Pre-Proposal Conference No

Deadline to submit questions September 1, 2023 at 12:00 pm

Deadline for first addendum September 4, 2023

Deadline for submission of completed RFP September 14, 2023 at 2:00 pm

1.2. SCOPE OF WORK

1.3.1. GENERAL

1.2.1.2. PRICING AND QUOTE PREPARATION: Bidders are encouraged to list any options or services it may provide that it feels might be of interest to the County, not included in base proposal price.

1.2.1.5. WARRANTY: All services provided by the vendor must have a 100% guarantee. If services are not performed as proposed, the vendor shall be liable for any damages or loss of funds associated with the failure.

1.2.2. DISASTER DEBRIS REMOVAL SERVICES

1.2.2.1. Site Monitoring

1.2.2.2. Communication and Public Information

1.3. FEDERAL TERMS AND PROVISIONS REQUIRED IN CONTRACT

1.5. EVALUATION CRITERIA

CONTACT US

Recent News

Quick Links