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JANEE JAMES (BLUE TEAM)
REQUEST FOR PROPOSAL
Cleaning Debris and Disposal Services.
1.Summary of needs & Request for action.
The city is seeking proposals from qualified contractors for Cleaning
Debris and Disposal Services. It is the objective and purpose of the city
that this RFP promotes competitive selection. The qualified
contractor(s) will develop and provide their scope of services.
2.Statement of work (SOW) detailing the scope and major deliverables.
Objective
The State of Louisiana is seeking a contractor that will provide the state
with services related to emergency management and debris management.
The state may expand the scope of the services that the contractor
provides. Information the state deems necessary to make a determination
regarding the work performed shall be provided to the contractors upon
request. The removal of debris from the streets and other areas beyond the
public rights of way is necessary to prevent imminent and significant
threats to the safety and health of the community.
Scope of work
Work areas will be prioritized according to the state’s priority list. The
contractor is expected to remove all debris from the site in a clean
and neat manner.
Some debris that cannot be picked up by the contractors will be put
in a landfill. The State will determine when a site is in a good clean
state.
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Work Hours All activity related to the collection and loading of
eligible debris must be performed during daylight hours only. This
schedule is for the contractor only and may be adjusted depending
on the schedule of work and the conditions of the project.
The State asks that the contractors provide a list of additional services
that they can provide in addition to the debris removal.
All debris shall be processed according to the applicable laws and
regulations. This includes, but is not limited to incineration, tub
grinding, or recycling.
The state of Louisiana is responsible for the management of
hazardous waste, debris removal, and abatement of hazardous waste.
The cost of disposal for materials that meet End-user approved
standards will be billed at the expense of the Contractor. The
Contractor must provide proof of payment to the disposal facility.
The state will inspect the work sites and disposal areas of the
contractor to ensure that they are in compliance with the applicable
laws and regulations.
The contractor shall prepare all reports related to the State's potential
reimbursement from the Federal agencies. The contractor will also
work with the State's employees to ensure that the necessary
documentation is submitted to address the agencies' concerns.
The state will then approve all work areas that the contractor will be
allowed to perform. The contractor will then remove all non-
emergency debris from the site.
The contractor shall place fill dirt in areas that pose a hazard to the
public.
The contractor will provide a variety of reports and services to assist
in the debris removal process. Some of these include but are not
limited to: daily reports, weekly safety meetings, reviews of
documentation, preparation of claim documentation, and much more.
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3.Deliverables, Requirements, Features:
Our relief efforts require removal and disposal of approximately 12.2
million cubic yards of debris caused by the devastation of Hurricane Ida.
The mass amounts of debris include parts of homes, office buildings, entire
automobiles, fallen trees and potentially human and animal remains. You
will be faced with an extensive list of potentially hazardous materials of
various types such as glass, steel, aluminum, wood, drywall, concrete,
leather, synthetic materials, fibers, and even raw sewage. The potential risk
for injury and or death is very real and should be evaluated extensively
before the project is undertaken.
Removal of said debris will require a large fleet of dump trucks, crawler
cranes, rough terrain cranes, and hazardous material transport units.
Hazardous material disposal services must be permitted and overseen by
Louisiana Department of Public Safety under Act 83 of the 1979
Legislative Section. Permits for dumpster truck loads must be obtained
through the Louisiana Department of Transportation.
All contractors bidding on this proposal should understand that we are
intending to free Louisiana locals from the life-threatening debris that is
preventing them from returning to work, school, and daily life. This matter
is of extreme importance and should be completed no later than January
1, 2022. It is our duty to our fellow citizens to take this matter very
seriously so we can get these people back on track.
4.Responsibilities-vendor and customer
---Debris/Rubbish Clearing Service
We are seeking the assistance of a full-service debris clearing company
with many willing and able members aiming to make a difference in the
community. Aiding in the clearing of rubbish left by Hurricane IDA
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considering the recent devastation to the area affected and its victims. This
task will require handling of dangerous material and must be approached
cautiously.
---Some of the tasks/responsibilities include but are not limited to:
Picking up debris seen driving into the city as well as neighborhoods
by a group of people able to lift upwards of 50lbs if needed
Sweeping roads clean of shrubs, trash, personal items
Removing fallen branches from homes and businesses
Disposing of road blockades caused by fallen poles, larger trees and
wood
Assisting city residents with personal yards and public street
debris/rubbish
Experience in removal of trash and debris is preferred but not
necessary
Must log tasks and keep track of other group members via Skype or
GroupMe
5.Project schedule.
The vendor selection process will follow the timeline outlined below
Request for Clearing Debris Service
RFP PROJECT
SCHEDULE
Due Dates
RFP Released
Sunday , September 12 2021 5:00
pm cst
RFP Questions/Inquiries
Due
Monday , September 20 2021
5:00 pm cst
RFP Answers Posted
Wednesday , September 22 2021
5:00 pm cst
Vendor Submissions Due
Monday , September 27 2021
5:00 pm cst
Vendor Subbmisions are
Reviewed
Wednesday , September 29 2021
5:00 pm cst
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Best Vendors are selected
to present
Monday , October 4 2021 5:00
pm cst
Vendors Presentations
Monday , October 11 2021 5:00
pm cst
Vendors Presentations
are Evaluated
Monday , October 18 2021 5:00
pm cst
Notification of Intent to
Award
Monday , October 25 2021 5:00
pm cst
The deadline’s on the below schedule is what potential vendors are
expected to meet if awarded the project. Vendors are expected to
communicate weekly updates on the below schedule. The areas of the state
of Louisiana have been divided and labeled alphabetically.
Debris Cleanup
Schedule
WEEK
1-2
WEEK
S 3 -4
WEEK
S 5-6
WEEK
7-8
WEE
K 9-
10
SET UP CREW &
EQUIPMENT
X
ESTABLSIH WASTE
DISPOSAL SITES
X
ROMOVE
TOXIC/HAZERDOUS
DEBRIS
X
REMOVE ROAD DEBRIS
X
ZONE A DEBRIS
REMOVAL
X
ZONE B DEBRIS
REMOVAL
X
ZONE C DEBRIS
REMOVAL
X
ZONE D DEBRIS
REMOVAL
X
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ZONE E DEBRIS
REMOVAL
X
6.Costs and payment schedule.
According to FEMA, the average cost for debris removal is $40 per cubic
yard. For hurricane Laura approximately 12.2 million cubic yards of debris
has been collected, Hurricane Ida tied with hurricane Laura with the wind-
speeds of 150 mph making landfall. Entergy made a statement saying that
they have seen more damage with hurricane Ida than they did with
Hurricane Laura. With this information we can only assume the cost of
damages will be upward of four hundred and eighty-eight million in debris
removal for hurricane Ida. City crews and contractors will be able to apply
for a FEMA reimbursement for the work they complete. Documentation is
required for the reimbursements such as; Personnel Assignments,
Timesheets, Debris totals (CY and tonnage), and Debris progress reports
along with a few other documents. The city may also have a contract with
the crews, the city can pay the crew once the work is complete or in a
payment schedule such as weekly, biweekly, or monthly. Many companies
will hire from out of town to assist in the debris removal process and pay
the employees on a regular payment schedule and then the company will
request reimbursement from FEMA or State Government.
7.Type of Contract
This contract is for a two (1) year initial term, with two (2) one‐year
renewal terms available, upon all agreed/awarded parties. All
rates/fees shall be fixed for the contract term (firm fixed price), and
for any subsequent renewal terms -
Price Adjustments:
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Price adjustments will only be considered at the renewal time and will
only be allowed upon approval by the City of Louisiana. Contractors
will be subject to documentation and justification for any price
negation where needed
Work Hours:
All activity associated with the debris operation shall be performed
during hours approved by City. The Contractor may work seven (7)
days per week and should not surpass unless the City deems
necessary. All workers shall follow CDC guidelines as necessary with
usage of PPE and Covid Mask protection.
Project Completion:
A time frame for completion of work shall not exceed days allotted by
City, unless the City amends the contract by written change orders.
The City may elect to diminish mobilization of Contractor as City
returns to its normal operations. All work areas assigned to
Contractor shall be thoroughly cleaned of any debris in a reasonable
manner.
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The City reserves the right to terminate the contract immediately for
failure to perform in accordance with the general conditions of this
proposal.
General Operation of “As Needed” Contracts:
the responsibilities of the awarded bidder shall be that of collecting
debris from assigned areas such as streets, roadways, avenues, public
parks, public buildings, etc.; and transport all debris collected to the
city approved location using authorized vehicles and equipment. All
work shall be done keeping strictly to FEMA guidelines.
A time frame for completion of work shall not exceed the date of
January 1, 2022, unless otherwise the City amends the contract by
written change orders.
8.Experience and staffing.
8.1 All vendors must be able to provide proof that they have the necessary
skills, experience, capacity and staff to satisfy the request for proposal.
8.2 All vendors who submit proposals must also include the below:
Resumes for all supervisory staff.
The number of full-time staff who will be employed in this operation.
The number of part-time staff who will be employed in this operation.
3 references for projects of similar scale within the last 5 years.
These must include:
The name of the organization.
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contact information for the referenced parties.
Any conflicts that transpired during the projects.
Length of the project
Summary of work performed.
9.Evaluation Criteria
All proposals will be evaluated by a committee on a scale of 1-100. Vendors
may be brought in for a presentation. A request for presentation does not
mean the requested vendor will be awarded the contract and is for
clarifying purposes only.
9.1 The Evaluation scale is represented as below:
Proposal Plan 40%
Pricing 15%
Experience/ Qualifications 20%
FEMA Regulations knowledge 5%
Capacity 20%
9.2 Once the deadline has been reached for all proposals to be submitted
the evaluation committee will determine whether it would like to request
presentations from the vendors.
9.3 Vendors will be selected based on their ranking regarding the criteria
above. Vendors that rank highest will be selected, if an agreement cannot
be made the next highest-ranking vendor will be selected with this process
repeating until an agreement has been made.

Unformatted Attachment Preview

JANEE JAMES (BLUE TEAM) REQUEST FOR PROPOSAL Cleaning Debris and Disposal Services. 1.Summary of needs & Request for action. The city is seeking proposals from qualified contractors for Cleaning Debris and Disposal Services. It is the objective and purpose of the city that this RFP promotes competitive selection. The qualified contractor(s) will develop and provide their scope of services. 2.Statement of work (SOW) detailing the scope and major deliverables. Objective The State of Louisiana is seeking a contractor that will provide the state with services related to emergency management and debris management. The state may expand the scope of the services that the contractor provides. Information the state deems necessary to make a determination regarding the work performed shall be provided to the contractors upon request. The removal of debris from the streets and other areas beyond the public rights of way is necessary to prevent imminent and significant threats to the safety and health of the community. Scope of work • Work areas will be prioritized according to the state’s priority list. The contractor is expected to remove all debris from the site in a clean and neat manner. • Some debris that cannot be picked up by the contractors will be put in a landfill. The State will determine when a site is in a good clean state. • Work Hours – All activity related to the collection and loading of eligible debris must be performed during daylight hours only. This schedule is for the contractor only and may be adjusted depending on the schedule of work and the conditions of the project. • The State asks that the contractors provide a list of additional services that they can provide in addition to the debris removal. • All debris shall be processed according to the applicable laws and regulations. This includes, but is not limited to incineration, tub grinding, or recycling. • The state of Louisiana is responsible for the management of hazardous waste, debris removal, and abatement of hazardous waste. • The cost of disposal for materials that meet End-user approved standards will be billed at the expense of the Contractor. The Contractor must provide proof of payment to the disposal facility. • The state will inspect the work sites and disposal areas of the contractor to ensure that they are in compliance with the applicable laws and regulations. • The contractor shall prepare all reports related to the State's potential reimbursement from the Federal agencies. The contractor will also work with the State's employees to ensure that the necessary documentation is submitted to address the agencies' concerns. • The state will then approve all work areas that the contractor will be allowed to perform. The contractor will then remove all nonemergency debris from the site. • The contractor shall place fill dirt in areas that pose a hazard to the public. • The contractor will provide a variety of reports and services to assist in the debris removal process. Some of these include but are not limited to: daily reports, weekly safety meetings, reviews of documentation, preparation of claim documentation, and much more. 3.Deliverables, Requirements, Features: Our relief efforts require removal and disposal of approximately 12.2 million cubic yards of debris caused by the devastation of Hurricane Ida. The mass amounts of debris include parts of homes, office buildings, entire automobiles, fallen trees and potentially human and animal remains. You will be faced with an extensive list of potentially hazardous materials of various types such as glass, steel, aluminum, wood, drywall, concrete, leather, synthetic materials, fibers, and even raw sewage. The potential risk for injury and or death is very real and should be evaluated extensively before the project is undertaken. Removal of said debris will require a large fleet of dump trucks, crawler cranes, rough terrain cranes, and hazardous material transport units. Hazardous material disposal services must be permitted and overseen by Louisiana Department of Public Safety under Act 83 of the 1979 Legislative Section. Permits for dumpster truck loads must be obtained through the Louisiana Department of Transportation. All contractors bidding on this proposal should understand that we are intending to free Louisiana locals from the life-threatening debris that is preventing them from returning to work, school, and daily life. This matter is of extreme importance and should be completed no later than January 1, 2022. It is our duty to our fellow citizens to take this matter very seriously so we can get these people back on track. 4.Responsibilities-vendor and customer ---Debris/Rubbish Clearing Service We are seeking the assistance of a full-service debris clearing company with many willing and able members aiming to make a difference in the community. Aiding in the clearing of rubbish left by Hurricane IDA considering the recent devastation to the area affected and its victims. This task will require handling of dangerous material and must be approached cautiously. ---Some of the tasks/responsibilities include but are not limited to: • Picking up debris seen driving into the city as well as neighborhoods by a group of people able to lift upwards of 50lbs if needed • Sweeping roads clean of shrubs, trash, personal items • Removing fallen branches from homes and businesses • Disposing of road blockades caused by fallen poles, larger trees and wood • Assisting city residents with personal yards and public street debris/rubbish • Experience in removal of trash and debris is preferred but not necessary • Must log tasks and keep track of other group members via Skype or GroupMe 5.Project schedule. The vendor selection process will follow the timeline outlined below Request for Clearing Debris Service RFP PROJECT SCHEDULE Due Dates Sunday , September 12 2021 5:00 RFP Released pm cst RFP Questions/Inquiries Monday , September 20 2021 Due 5:00 pm cst Wednesday , September 22 2021 RFP Answers Posted 5:00 pm cst Monday , September 27 2021 Vendor Submissions Due 5:00 pm cst Vendor Subbmisions are Wednesday , September 29 2021 Reviewed 5:00 pm cst Best Vendors are selected Monday , October 4 2021 5:00 to present pm cst Monday , October 11 2021 5:00 Vendors Presentations pm cst Vendors Presentations Monday , October 18 2021 5:00 are Evaluated pm cst Notification of Intent to Monday , October 25 2021 5:00 Award pm cst The deadline’s on the below schedule is what potential vendors are expected to meet if awarded the project. Vendors are expected to communicate weekly updates on the below schedule. The areas of the state of Louisiana have been divided and labeled alphabetically. Debris Cleanup Schedule SET UP CREW & EQUIPMENT ESTABLSIH WASTE DISPOSAL SITES ROMOVE TOXIC/HAZERDOUS DEBRIS REMOVE ROAD DEBRIS ZONE A DEBRIS REMOVAL ZONE B DEBRIS REMOVAL ZONE C DEBRIS REMOVAL ZONE D DEBRIS REMOVAL WEE WEEK WEEK WEEK WEEK K 91-2 S 3 -4 S 5-6 7-8 10 X X X X X X X X ZONE E DEBRIS REMOVAL X 6.Costs and payment schedule. According to FEMA, the average cost for debris removal is $40 per cubic yard. For hurricane Laura approximately 12.2 million cubic yards of debris has been collected, Hurricane Ida tied with hurricane Laura with the windspeeds of 150 mph making landfall. Entergy made a statement saying that they have seen more damage with hurricane Ida than they did with Hurricane Laura. With this information we can only assume the cost of damages will be upward of four hundred and eighty-eight million in debris removal for hurricane Ida. City crews and contractors will be able to apply for a FEMA reimbursement for the work they complete. Documentation is required for the reimbursements such as; Personnel Assignments, Timesheets, Debris totals (CY and tonnage), and Debris progress reports along with a few other documents. The city may also have a contract with the crews, the city can pay the crew once the work is complete or in a payment schedule such as weekly, biweekly, or monthly. Many companies will hire from out of town to assist in the debris removal process and pay the employees on a regular payment schedule and then the company will request reimbursement from FEMA or State Government. 7.Type of Contract • This contract is for a two (1) year initial term, with two (2) one‐year renewal terms available, upon all agreed/awarded parties. All rates/fees shall be fixed for the contract term (firm fixed price), and for any subsequent renewal terms - • Price Adjustments: • Price adjustments will only be considered at the renewal time and will only be allowed upon approval by the City of Louisiana. Contractors will be subject to documentation and justification for any price negation where needed • Work Hours: • All activity associated with the debris operation shall be performed during hours approved by City. The Contractor may work seven (7) days per week and should not surpass unless the City deems necessary. All workers shall follow CDC guidelines as necessary with usage of PPE and Covid Mask protection. • Project Completion: • A time frame for completion of work shall not exceed days allotted by City, unless the City amends the contract by written change orders. The City may elect to diminish mobilization of Contractor as City returns to its normal operations. All work areas assigned to Contractor shall be thoroughly cleaned of any debris in a reasonable manner. • Default: • The City reserves the right to terminate the contract immediately for failure to perform in accordance with the general conditions of this proposal. • General Operation of “As Needed” Contracts: the responsibilities of the awarded bidder shall be that of collecting debris from assigned areas such as streets, roadways, avenues, public parks, public buildings, etc.; and transport all debris collected to the city approved location using authorized vehicles and equipment. All work shall be done keeping strictly to FEMA guidelines. • A time frame for completion of work shall not exceed the date of January 1, 2022, unless otherwise the City amends the contract by written change orders. • 8.Experience and staffing. 8.1 All vendors must be able to provide proof that they have the necessary skills, experience, capacity and staff to satisfy the request for proposal. 8.2 All vendors who submit proposals must also include the below: • • • • • Resumes for all supervisory staff. The number of full-time staff who will be employed in this operation. The number of part-time staff who will be employed in this operation. 3 references for projects of similar scale within the last 5 years. • These must include: • The name of the organization. • • • • contact information for the referenced parties. Any conflicts that transpired during the projects. Length of the project Summary of work performed. 9.Evaluation Criteria All proposals will be evaluated by a committee on a scale of 1-100. Vendors may be brought in for a presentation. A request for presentation does not mean the requested vendor will be awarded the contract and is for clarifying purposes only. 9.1 The Evaluation scale is represented as below: • • • • • Proposal Plan 40% Pricing 15% Experience/ Qualifications 20% FEMA Regulations knowledge 5% Capacity 20% 9.2 Once the deadline has been reached for all proposals to be submitted the evaluation committee will determine whether it would like to request presentations from the vendors. 9.3 Vendors will be selected based on their ranking regarding the criteria above. Vendors that rank highest will be selected, if an agreement cannot be made the next highest-ranking vendor will be selected with this process repeating until an agreement has been made. Name: Description: ...
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