Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
R03-110
RESOLUTION NO. R- 03-I lO A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, APPROVING THE "PIGGY-BACK" BID ON THE THREE YEAR CONTRACT OF SOLID WASTE AUTHORITY OF PALM BEACH COUNTY, TO PHILLIPS & JORDAN, INC., FOR DEBRIS COLLECTION AND DISPOSAL 2003 HURRICANE SEASON; PROVIDING AN EFFECTIVE DATE. WHEREAS, due to the critical nature of this service it is imperative to have a contract in place in order to avoid delays should there be a hurricane/disaster/emergency situation; and WHEREAS, The RFP # 00-240/JMD is to be utilized as an insurance policy on an "as needed basis". Contract for debris collection and disposal is reimbursable through FEMA. NOW, THEREFORE, BE IT RESOLVED BY TIlE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT: Section 1. The City Commission of the City of Boynton Beach, Florida, hereby approves the "piggyback" of Solid Waste Authority of Palm B each County, t o Phillips & Jordan, Inc., for Debris Collection and Disposal 2003 Hurricane Season. Section 2. That this Resolution shall become effective immediately. PASSED AND ADOPTED this I~ day of July, 2003. S:\CA\RESO~Agreements\Bid Awards\Backup of Piggy Back -Phillips & Jordan.doc Commissioner ATTEST: S:\CA\RESO~AgreemenLs\Bid Awards\Backup of Piggy Back -Phillips & Jordan.doc Boynton Beach PRO CUR F21E. V'I ' SER VICES 100 E. HO Y~¥TO.¥ HFs1 CH BO ULEVA RD P.O. BO.¥ 310 BO Y~WFI'O/¥ BIotA CII, FLORIDA 334'25-0310 TELEPIIO.'V,~ /¥O: (561) 742-63'20 FAX: (561) 742-6306 July 16, 2003 PHII.IPS & JORDAN, INC. P.O. BOX 2295 ZEPHYRHILLS, FL 33539 ATTN: CARRIE ZITSMAN "ANNUAL HURRICANE DEBRIS COLLECTION AND DISPOSAL"; BOYNTON BEACH BID # 075-2510-03/JA Dear Ms. Zitsman, At the City Commission meeting of July 15, 2003, the motion to "piggy-back" the SOLID WASTE AUTHORITY'S RFP g00-240/JMD was approved for the "ANNUAL HURRICANE DEBRIS AND REMOVAL" from your company. We would like to thank you for accepting the opportunity to respond to this project. Purchase Orders will be issued on an "as needed" basis. If you have any further questions regarding this bid, please contact me at (561) 742-6322. Sincerely, Bill Atkins, DeputY Director of Financial Services cc: Chris Roberts - Assistant Public Works Director Larry Quinn - Solid Waste Manager Chief Gage - Police Chief Dale Sugerman - Assistant City Manager Chief Bingham - Fire Chief Chuck Magazine - Risk Manager Central File File A.4IEI~ICA 'S GA TEIIM }' TO TIIE G[:'LFSTREA.~]I Boynton Beach ~: ~C EIVED i~AR 0 3 200~ BID NAME: "ANNUAL HURRICANE DEBRIS COLLECTION AND DISPOSAL" BID NUMBER: # 075-2510-03/JA Agreement between the City o£Boynton Beach, Owner; and PHILIPS & JORD..AN, INC. (Company's Name) Con~'a~t Renewal Period: JUNE 14, 2004 TO JUNE 13, 2007 Y~es, ~ agree to renew the existing contract under the same Terms and Conditions, and agree to submit a Certificate of Insurance along with this agreement and will name the CiVy of Boynton Beach as additional insured. __ No, I do not wish to renew the contract at this time. NAME O'F COI~ANY / NAME OF REPRESENTATIVE (vl~ase ~nt) TITLE DATE (AREA CODE) TELEPHONE NUMBER ,4~eric. a '~ Gateway to the Guff~tream The City of Boynton Beach Procurement Services IOO E. Boynton Beach Boulevard P. O. Box$10 Boynton Beach, Florida 33425-0310 Telephone: (561) 742-6320 FAX: (561) 742-6306 MARCH 16, 2004 PHILIPS & JORDAN, INC. P.O. BOX 2295 ZEPHYRItlLLS, FL 33539 ATTN: BEN TURNER RE: ANNUAL BID NAME: HURRICANE DEBRIS COLLECTION AND DISPOSAL CONTRACT PERIOD: JUNE 14, 2004 TO JUNE 13, 2007 PREVIOUS BID NUMBER: # 075-2510-03/JA Dear Mr. Turner; In order to keep our bids current, each year we bring the file forward and give it a current bid number. This is to inform you of the new bid number for the above mentioned bid. The new Bid number is: 043-2510-04/JA Please adjust your records for future correspondence and we look forward to continuing business with your firm. Sincerely, Bill Atkins Deputy Director of Financial Services /ia Larry Quinn - Manager of Solid Waste Cindy Lawson - Procurement Services File S/pu/wp/memos & letters/annual bid update letter The City of Boynton Beach Procurement Services 100 E. Boynton Beach Boulevard P. O. Box 31o Boynton Beach, Florida 33425-0310 Telephone: (561) 742-6320 FAX: (561) 742-6306 ll't UF FEB 75 Pl'f I: ! 0 February 5, 2004 PHILLIPS & JORDAN, INC. P.O. BOX 2295 ZEPHYRHILLS, FL 33539 ATTN: CARRIE ZITSMAN "ANNUAL HURRICANE DEBRIS COLLECTION AND DISPOSAL" BID #075-2510-03/JA - CONTRACT PERIOD: 06/14/01 - 06/13/04 Dear Ms. Zitsman: The referenced contract will expire on June 13, 2004. The City of Boynton Beach would like to renew the existing contract Under the same Terms and Conditions for an additional three (3) year term. We appreciate your quality service; therefore, if all parties agree, the contract will be renewed for an additional three (3) years. The contract renewal per/od will be: JUNE 14, 2004 TO JUNE 13, 2007 Please indicate your response on the following page and remm it to Procurement Services at your earliest convenience. We look forward to working with you during the extended contract period. If you should have any questions, please feel free to call my office at (561) 742-6322. Sincerely, Bill Atkins, Deputy Director of Financial Services /ia Attachment CC: Dale Sugerman - Assistant City Manager Chris Roberts - Assistant Director of Public Works Larry Quinn - Manager of Solid Waste Chief Gage - Police Department Chief Bingham - Fire Department Chuck Magazine - Risk Manager File America's Gateway to the Gulfstream The Cittj of Boynton Beach Procurement Services 100 E. Boynton Beach Boulevard P.O. Box 310 Boynton Beach, Florida 33425-0310 Telephone No: (561) 742'6320 FAX: (561) 742-6306 BID NAME: "ANNUAL HURRICANE DEBRIS COLLECTION AND DISPOSAL" BID NUMBER: # 075-2510-03/JA Agreement between the City of Boynton Beach, Owner; and PHILIPS & JORDAN~ .INC. (Company's Name) Contract Renewal Period: JUNE 14, 2004 TO JUNE 13, 2007 __ Yes, I agree to renew the existing contract under the same Terms and Conditions, and agree to submit a Certificate of Insurance alOng with this agreement and will name the City of Boynton Beach as additional insured. No, I do not wish to renew the contract at this time. NAME OF COMPANY SIGNATURE NAME OF REPRESENTATIVE (please print) TITLE DATE (AREA CODE) TELEPHONE NUMBER America's Gate~vay to the Gulfstream V.-CONSENT AGENDA .ITEM B.2 CITY OF BOYNTON BEAC! AGENDA ITEM REQUEST FORM Requested City Commission Meeting Dates [] April 1,2003 [] April 15,2003 [] May 6, 2003 [] May20. 2003 NATURE OF AGENDA ITEM Date Final Form Must be Turned in to City Clerk's Office Requested City. Commission Meeting Dates Date Final Form Must be Turned in to City Clerk's Office March 17, 2003 (Noon.) [] June~,v 2003 May 19. 2003 (Noon) March 31,2003 (Noon) [] June 17, 2003 June 2, 2003 (Noon) [] . , e 3 ,2003 (Noon) , ~r-'l A~ms~a ] ~ ew B~mess 0 Cim Manager s Repofl /U Presentation ~ Consent Agenda / 0 Pubhc He~g 0 Code Co~liance/Legal Se~menm ~ U~ B~me~ RECOMMENDATION: A motion to approve the "piggy-back" on the three year contract of Solid Waste Authority of Palm Beach County, to Phillips & Jordan, Inc. of Zephyrhiiis Florida, for Debris Collection and Disposal 2003 Hurricane Season. The RFP# 00-240/JMD is to be utilized as an insurance policy on an "AS NEEDED BASIS". All expenses will be reimbursable through FEMA therefore, there is no expenditure. CONTRACT PERIOD: JUNE 14, 2001 TO JUNE 13, 2004. EXPLANATION: Procurement Services has reviewed the request from Public Works to have Phiilip & Jordan Inc. of Zephyrhills Florida, provide a contract for the Hurricane/Disaster Debris Removal, Reduction and Disposal for the hurricane season of the year 2003. ~ ~.~. Procurement Services request Commission's review, evaluation and approval. ; PROGRAM IMPACT: Due to the critical nature of this service it is imperative.to have a contract in place in order to avoid delays should there be a hurricane/disaster/emergency situation. Contract for debris collection and disposal is reimbursable through FEMA. FISCAL IMPACT: Contracts are reimbursed through FEMM,A//]/~,~~/~ Deputy Director of Financial Services City Manager's Signature Procurement Services Department Name City Attorney / Finance / Human Resources CC: Chris Roberts Assistant Public Works Director Larry Quinn Solid Waste Manager Chief Gage Police Chief Central File S:~BULLETINMZORMS~AGENDA ITEM REQUEST FORM.DOC Dale Sugarman Asst City Manager ChiefBingham Fire Chief Chuck Magazine Risk Manager File RESOLUTION NO. R- 03 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, APPROVING THE "PIGGY-BACK" BID ON THE THREE YEAR CONTRACT OF SOLID WASTE AUTHORITY OF PALM BEACH COUNTY, TO PHILLIPS & JORDAN, ff, IC., FOR DEBRIS COLLECTION AND DISPOSAL 2003 HURRICANE SEASON; PROVIDING AN EFFECTIVE DATE. WHEREAS, due to the critical nature of this service it is imperative to have a contract in place in order to avoid delays should there be a hurricane/disaster/emergency 'situation; and WHEREAS, The RFP # 00o240/JMD is to be utilized as an insurance policy on an "as needed basis". Contract for debris collection and disposal is reimbursable through FEMA. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT: Section 1. The City Commission of the City of Boynton Beach, Florida, hereby approves the "piggyback" of Solid Waste Authority of P aim B each County, to Phillips & Jordan, Inc., for Debris Collection and Disposal 2003 Hurricane Season. Section 2. That this Resolution shall become effective immediately. PASSED AND ADOPTED this __ day of July, 2003. S:\CA\RESO~,greements~Bid Awards\Backup of Piggy Back -Phillips & Jordan.doc CITY OF BOYNTON BEACH, FLORIDA Mayor Vice Mayor Commissioner Commissioner ATTEST: Commissioner City Clerk (Corporate Seal) S:\CA~RESO~Agreements~Bid Awards\Backup of Piggy Bac~ -Phillips & Jordan.doc To: Via: From: Date: Subject: PUBLIC WORKS DEPARTMENT Memorandum No. 03-097 Bill Atkins, Deputy Director of Finance Procurement Christine Roberts, Assistant Public Works Directo Larry Quinn, Solid Waste Manager June 11, 2003 Hurricane/Disaster Debris Removal, Reduction, & Disposal Contract No. 01-252 RECEIVED JUN 1 3 21)~3 p ROCU ~ Mr~..NT SERVICE~ Attached please find a copy of the contract, fee schedule, and letter of award to Phillips & Jordan, Inc. for Hurricane/Disaster Debris Removal, Reduction, & Disposal with the Solid Waste Authority of Palm Beach County. Per our discussions, please prepare this request to "piggy-back" Contract No. 01-252 for Commission Approval. Please note that any services fees incurred as a result of this contract would be charged against Account No. 431-2515-534-49.17 and then reimbursed fi.om FEMA. Should you need any additional i request, please contact me at Ext. 6206. PL/LQ/pl Attachments Copy: PW File ' -PHILLIPS & JORDAN, INC. May 8, 2003 Larry Quinn, Solid Waste Manager City of Boynton Beach 222 N.E. 9th Avenue Boynton Beach, FL 33435 RE: Disaster Recovery Services Dear Mr. Quinn: Phillips & Jordan, Inc. has been awarded the Contract for Hurricane/Disaster Debris Removal, Reduction, and Disposal with the Solid Waste Authority of Palm Beach County. From our earlier discussions, I understand that you are interested in taking the necessary actions to "piggyback" on this contract. At this time, Phillips & Jordan, Inc. offers to the City of Boynton Beach the opportunity to "piggyback" on this contract at the terms and conditions stipulated therein. Should you need further assistance, please do not hesitate to contact me regarding this matter. Sincerely, Phillips & Jordan, Inc. Came Zitzman Project Specialist Disaster Recovery Group FO. Box 2295 · Zephyrhdls. FL 33539-229". pt~ 813.783.1132 · fax 813 783.314£ www.pandj.con' SOLID WASTE AUTHORITY OF PALM BEACH COUNTY 7501 North Jog Road - West Palm Beach, Florida 33412 Telephone: 561-640-4000 * Fax: 561-640-3400 LETTER OF TRANSMITTAL TO: PUBLIC WORKS DATE: MAY 2, 2003 CITY OF BOYNTON BEACH ATTENTION: LARRY QUINN 222 NE 9TM AVENUE REF: HURRICANE/DISASTER DEBRIS BOYNTON BEACH, FLORIDA 33435 PO/BID/CONTRACT NO.: 01-252 -- 01-255 ATTACHED PLEASE FIND: [] COm-P~CT No.: r-I Ptntc~£ O~D£R No.: [] COPY OF IF'FI'ER [] CSA No.: [] C~aE O~.DER No.: [] SPECIFICATIONS [] B1D No.: ITEM # DESCRIPTION Hurricane/Disaster Debds Removal, Reduction and Disposal as follows: I 01-252 - Phillips & Jordan, Inc. - Contract and Fee Schedule 2 01-253 - D & J Enterprises, Inc. - Fee Schedule Only 3 01-254 - DRC, Inc. - Fee Schedule Only 4 01-255 - Grubbs Construction Co., Inc. - Fee Schedule Only THESE ARE TRANSMITTED as checked below: For your information [] For your files [] For your use [] As requested FOR BIDS/RFP DUE [] For your signature [] Approved as submitted [] Approved as noted [] Returned for corrections ,200 [] Please return to my attention [] Resubmit copies for approval [] For your action [] For your review and comment COMMENTS: SHOULD YOU HAVE ANY QUESTIONS OR NEED ADDITIONAL INFORMATION DON'T HESITATE TO CONTACT ME AT 561-640-4000, EXT. 4527. I HAVE ENCLOSED MY BUSINESS CARD I APPRECIATE YOUR PATIENCE ON THIS MATTER. THANK YOU, SIGNED:// /- 'Barbar~ ~o~;etlo t' TITLE: / Contracts Specialist COPY TO: FILENAME: FORM: SWA-TRANDOT Exhibi( 0 FEE~CHEDULE HURRICANE/DISASTER DEBRIS REMOVAL, REDUCTION. AND DISPOSAl. CONTRACT NO. 01-252 PART A Item/Description Unit Unit Price 1.0 Public Property and Right of Way Pickup and Hauling to a designated Tempocary Debris Management Site De Oispoeal Facility 5.0 o~ less miles away (o~e-way miles). CY $9.75 2.0 Public p~. dght-of-way hauling to a Tempom~ Debris Management Site or designated Y~d..Mltes $0. $ 3 3.0 T~ao*a~' ~.0 Fh'oce~ing o~ d~'is ~ ~xli~ andt~ Hour See Part B 5.0 Volume reductio~ through air curtain indneralior Hour See Part B 6.0 Tempm-a~ Debris Management Site to designated landfill site hauling (based c~ o~e way m~es) ° minimum 30 CY payloads *° minimum 60 CY payloads Yard-Miles CONTRACTOR is responsibe fo~ I:~'oviding sufficient capacity equipment to meet the above 0-15 miles' $0.15 minimums. The AUTHORITY will only pay for 16-60 mi.' $0.11 actual volume of debris transported.. 61-120+ mi.'* $0.10 UNIT PRICES Unit Pdces include all labor (ope~atom, lalx~ers, supervisom) and ma..tedals necessary to complete Itm ~ including but not limited to: wages, benefits, insurance, safely ecluipmenL parts, supplies, equipment maintenance, repairs, fuels, lubricants, cellular phones, housing, bansportalJon, mobtlizaUcm, arid demobtlizaticm. YARD-MILES A Yard-Mite is defined as the volume of waste in the truck/trailer Umes the one-way mileage to the desSnatJon. The distance will be measured road miles.based on odo~neter readings noted on the load Ucket and vedfled by an Authority represe~taUve. If the o~e way distance from the pickup point to the Temporary Oebds Management Si(e is greater than five miles. C,o~tractor will be compensated based on the following formula: (Estimated yards in truck x 13id Rate per Yard (Item 1.0)) plus (Estimated yards in truck x (One-way Miles minus 5_0) x Bid Rate per Yard-Mile (item 2.0)). 61712001 .FEE SCHI~DULE HURRICANE/DISASTER DEBRIS REMOVAL, REDUCTION, AND DISPOSAL D & J ENTERPRISES, INC. - CONTRACT NO. 01-253 PART A Item/Description Unit Unit Price 1.0 Public Property and Right of Way Pickup and Hauling to a designated Temporary Debds Management Site or Disposal Facility 5.0 or less miles away (one.way miles). CY $ 4.80 (miles in excess of 5.0 compensated at the rate quoted in Item 2.0) 2.0 Public prope~/, dght-of-way, or Temporary Debris Management Site hauling to · Designated Landfill Site (based on one-way rr~es). Yard-Miles $ 0.095 3.0 Tempormy Debds Management Site operation, debris acceptance, pile management, and material ik~ for transport. CY $ 0.025 I 4.0 Processing of debris through grinding and/or i c¥ $ 2.oo 5.0 Volume reduction through air curtain incineration or open buming. CY $ 1.47 Exhibit B UNIT PRICES Unit Prices Include all labor (operators, laborers, supervisors) and materials necessary to complete the project, Including but not limited to: wages, benefits, Insurance, safety equipment, parts, supplies, equipment maintenance,, repairs, fuels, lubricants, cellular phones, housing, transportation, mobilization, and demobilization. YARD-MILES A Yard-Mile is defined as the volume of waste in the truck/trailer times the one-way mileage to the destination from the terminus of the collection route. The distance will. be measured road miles based on odometer readings noted on the load ticket and vedfied by an Authority repre- sentative at both ends. If the one way distance from the pickup point to the Temporary Debris Management Site is greater Ihan ~ve miles, Contractor will be compensated based on Ihe following formula: (Estimated yards in truck x Bid Rate per Yard (Item 1.0)) plus (Estimated yards in truck x (One-way Miles minus 5.0) x Bid Rate per Yard-Mile (Item 2.0)). Contract No. 01-253 7/212001 · Exhibit B FEE SCHEi~)ULE HURmCANE/OISASTER DEBRIS REMOVAL, REDUCTION, ANO DISPOSAL DRC, INC. - CONTRACT NO. 01-254 pART A Item/Description Unit Unit Price 1.0 Public Property and Right of Way Pickup and Hauling to a designated Temporal/Debris Management Site or Disposal Facility 5.0 or less miles away (one-way miles). CY $ 12.50 (miles in excess of 5.0 compensated at the rate uo~ ~ 2.0 Public properly, right-of-way, or Temporary Deeds Managemem Site hauang to a Desigmaed Lend,, See (based on maes}. Yard-M~, $ 0.O7 Ioa<ang for ttans~ CY $ 5.92 4.0 Processing of debris through grinding and/or ch~. CY $ 2.3O 5.0 Volume reduction through air curtain Incineration .or open burning. CY $ 2.10 UNIT PRICES Unit Prices include all ~ (operators, laborers, supe~dsors) and materials necessary to complete the prolec~ Including but not limited to: wages, benet#~, insurance, safety equipment, parts, supplies, equipment main~, repairs, fuels, lubdcent~, cellular phorms, housing, transportetlon, moblazallon, and demobilization. YARD-MILES A Yard-Mile is defined as the volume of waste in the truc¥,/traller times the one-way mileage to miles based on odometer readings noted on lhe load ticket and verifmd by an Aulhority repre- sentative at bo~ ends. I1' the one way distance ~om the pickup point to the Temporary Debd$ Management Site is greater than ~ve miles, CortVactor will be conq3ensated based on the following formula: (Estimated yards irt truck x Bid Rate per Yard (Item 1.0)) plus (Estimated yards in buck x (One-way Miles minus 5.0) x Bid Rate per Yard-Mile (Item 2.0)). Contract No. 0 i-254 7/2__/2001 C C) · FEE SCHEI~ULE HURRICANE/DISASTER DEBRIS REMOVAL, REDUCTION, AND DISPOSAl_ GRUBBS CONSTRUCTION CO., INC. - CONTRACT NO. 01-255 PART A Item/Description Unit Unit Pflce 1.0 Public Property and Right of Way Pickup and Hauling to a designated Temporary Debris Management Site or Disposal Facility 5.0 or less 'miles away (one-way miles). CY $ 14.95 (miles in excess of 5.0 compensated at the rate quoted in Item 2.0) 2.0 Public propedy, right-of-way, or Temporary Oebrts Management Site hauflng to a Designated Landfill SEe (based on one-way miles). Yard-Miles $ 0.12 3.0 Temporary Debris Management Site operation, debris acceptance, pile management, and material loading for transport. CY $ 3.95 4.0 Processing of debris through grinding and/or chipping. CY $ 3.95 5.0 Volume reduction through air curtain incineration or open burning. CY $ 3.45 Exhibit B UNIT PRICES Unit Prices include all labor (operators, laborers, supervisors) and materials necessary to complete the project, including but not limited to: wages, benefits, insurance, safety equipment. parts, supplies, equipment maintenance, repairs, fuels, lubricants, cellular phones, housing, transportation, mobilization, and demobilization. YARD-MILES A Yard-Mile is defirmd as the volume of waste in the truck/trailer times the one-way mileage to the destlnal]on from the terminus of the collection route. The distance will be measured road miles based on odometer readings noted on the load ticket and verified by an Authority repre- sentative at both ends. If the one way distance from the pickup point to the Temporary Debris Management Site is greater than five miles, Contractor will be compensated based on the following formula: (Estimated yards in truck x Bid Rate per Yard (Item 1.0)) plus (Estimated yards in truck x (One-way Miles minus 5.0) x Bid Rate per Yard-Mile (Item 2.0)). Contract No. 01-255 7/?_/2001 Match 1.'., 2001 YOUR PARTNER FOR SOUD WASTE SOLUTION~ V'~..FAX 813-715-1520 'Mr. Ben R.. Turner 894O Gg.1 Blvd. Hmrl4~lster Debris Removal, Redueflou and Disposal ~ No. 00-.240/JM~) We wouM like to exprefs our thanks for the time and effort expended by your inn itt prepmn~; your Proposal for ~ re. fetenced prop'.,m and yom' Oral'~an. Phillips & $ordm, lac. D & ,I Enle~'pri.ses, Iac. DRC, [nc. Grubbs Construction Firms will be contaoted ~ th~ near f-utwc to schedule a meetin~ to discuss scope of s~rvices, timeline, f~s snd ~ related ~ precedent to ex~dns an Agreement. Sinc. crel~ Davis, Proc~ Manager Purchas:ng Services C: ,';election Committee ,k. ~w/cz File: 00-240 7501 Nerfg Jog Road, West Palm Beach, Florids 33412 (561) 646-4000 FAX (SGI) 640-3400 :~: ~~, REDUCTIOn, ~~I~P-OSAL CONTRACT NO. 01-252 TABLE OF CONTENTS ARTICLE PAGE 2. 3. 4. 5. 6. 7. 8. 9. 10. ll. 12. 13. 14. 15. 16. 17. 18. 19. 20. 2I. 22. 23. 24. 25. 26. 27. 28 29. 30. 31. 32. 33. 34. 35. Effective Date,Term ............................................................. 1 Services to be Performed by Contractor .............................. 1 Compensation ...................................................................... 2 Insurance .............................................................................. 2 Standard of Care .................................................................. 3 Indemnification .................................................................... 4 Independent Contractor ........................................................ 4 Authority to Practice ............................................................ 4 Compliance with Laws ........................................................ 5 Sub-contracting .................................................................... 5 Federal and State Taxes ....................................................... 5 Availability of Funds ........................................................... 5 Authori~s Responsibilities ................................................. 5 Termination of Contract ....................................................... 5 - Uncontrollable Fo~ .......................................................... 6 Governing Law and Venue .................................................. 6 Non-Discrimination ............................................................. 6 Waiver .................................................................................. 7 Sever-ability .......................................................................... 7 Entirety of Contrffet. .............. .' ............................................... 7 Modification ......................................................................... 7 Successors and Assigns ........................................................ 7 Contingent Fees ................................................................... 8 Truth-in-Negotiation Certificate .......................................... 8 Ownership of Documents .................................................... 8 Access and Audits ................................................................ 8 Notice ................................................................................... 9 Contract Administration ......................... i ............................. 9 Key Personnel ......................................... ~'""/Z ~'.' .............. ;.9,, Minority/Women Business Enterprise (lVl~ w ~ ~ .............. ~,a Confidentiality ................................................................... l 0 Escalation Clause ............................................................... ! 0 Order of Contract Activation ............................................. 10 Task Order/Performance ....... ::...: ....................................... 1 ! Bonds ................................................................................. ! l Contract Execution ............................................................. 12 Contract No. 01-252 - I - EXHIB~S A. B. C. D. F. G. H. Scope of Work Fee Schedule Debris Management Plan (includes sample Load Ticket) County Map with Debris Management Zones and Publicly Owned Debris Management Sites M/WBE Plan Ta~k Order FEMA 322 Public A~i~co Guide, page 114 Mobilization Schedule Contract No. 0 ! -252 -2- 06/07,'01 Contract for Professional Services- Contract No. 01-252 This Contract, between the Solid Waste Authority of Palm Beach County, a a~ecial district created by Ch. 75-473, Laws of Florida, as amended, (hereinafter referred to as AUTHORITY) and Phillips & Jordan, Inc. (hereinafter referred to as CONTRACTOR.), a North Carolina Corporation, whose Federal Employer Identification Number is 56-0694573: Whereas, AUTHORITY requires the removal, reduction, and disposal of hurricane/disaster debris. Whereas, CONTRACTOR represents it is capable and prepared to provide such services. Now, therefore, in consideration of the promises contained herein, the parties hereto agree as follows: ARTICLE 1 - EFFECTIVE DATE/TERM The effective date of this Contract shall be June 14, 2001.' Term of Contract shall be for a three (3) year period, unless otherwise terminated as provided herein. The AUTHORITY shall have the option of extending the Contract for one (1) additional three (3) year period at the same-terms and-conditions-with' approval-from the-'AUTHORt~'s'- Governing Board. Such extension shall be in the form of a written Amendment to the Contract executed by both parties. The continuance of this Contract from year to year is contingent upon successful annual recertification of the CONTRACTOR'S capabilities. The recertification process will be a m~im¥_of th~.fiaeal. (hanla-uptc.y,_ete.), .logisfic, al..(equipm~._nt availability.,, etc.), and moral (conviction for enviwnmental crime, conviction for crime against a public entity, etc.) responsibility of the CONTRACTOR and a determination by the AUTHORITY, based on this review, of whether or not the CONTRACTOR continues to be a viable firm to provide the services 'described in this Contract. ARTICLE 2 - SERVICES TO BE PERFORMED BY CONTRACTOR CONTRACTOR shall perform the services as stated in the Scope of Work, Exhibit A, as may be specifically authorized, by the AUTHORITY. Such authorizations-will' be referred- to as Task Orders. Each Task Order will set forth a specific scope of services, rate/amount of compensation, completion date, and other pertinent details of the task being authorized. Contract No. 01-252 - I - 06/07/01 ARTICLE 3 - COMPENSATION 3.1-GENERAL AUTHORITY shall pay CONTRACTOR in accordance with Fee Schedule, Exhibit B, which is attached hereto and incorporated by reference as part of this Contract If needed, compensation may be negotiated as a lump stun or not-to-exceed amount for any Task Order containing a task covered by the scope of work of this Contract but to which the Fee Schedule cannot readily be applied. CONTRACTOR shall submit semi-monthly invoices for services rendered. Invoices must reference tho Task Order number, lnvoice~ shall include a statement of progress and appropriate audit quality detail to satisfy FEMA requirements. Payment of CONTRACTOR by AU'rHO~ is not contingent upon the AUTHORITY being reimbursed by the Federal Emergency Management Agency. Payment to CONTRACTOR will be made for any work directed by the AUTHORITY which is determined by Federal and State agencies to be ineligible for reimbursement. Each individual invoice shall be due and payable thirty (30) days after rote/pt of correct, fully documented, invoice by the AUTHORITY. All invoices shall be delivered to: Solid Waste Authority of Palm Beach County 7501 North log Road West Palm Beach, Florida 33412 Arm: Accounts Payable In order for both parties herein to close their books and records, thc CONTRACTOR will clearly state "Final Invoice" on the CONTRACTOR'S final/last billing to the AUTHORITY. This certifies that all services have been properly performed and all charges and costs have been invoiced to the AUTHORITY. Since this account will thereupon be closed, any and other further charges if not properly included on this final invoice are waived by the CONTRACTOR. The AIYFI-IORITY will retain 5% of the payment under each Task Order until such time as the entire project is completed to the AUTHORITY'S satisfaction and all sub-contractors and any material suppliers verify that they have been paid. ARTICLE 4 - INSURANCE During the performance of the services under this Contract, CONTRACTOR shall maintain the following insurance policies, and be written by an insurance company authorized to do business in Florida. General Liability Insurance with bodily injury limits of not less than $I,000,000 for each occurrence, and with property damage limits of' not less than $1,000,000 for each occurrence, and a get~eral aggregate o£ $2,000,000. Contract No. 0 i -252 -2- 06/07/01 Automobile Liability Insurance with bodily injury limits of not less than $1,000,000 for each person and not less than $ !,000,000 t'or each accident and with property damage limits of not less than $1,000,000 for each accident. Workers' Compensation Insurance in accordance with statutory requirements and Employer's Liability Insurance with limits of not less than $500,000 for each accident, $500,000 for each disease, and $500,000 aggregate. Excess Liability Insurance with limits of not less than $10,000,000 for each occurrence and annual aggregate. Deductible amounts shall not exceed 5% of the total amount of required insurance in each category. Should any policy contain any unusual exclusions, said exclusions shall be so indicated on the certificate(s) of insurance. CONTRACTOR shall finnish AUTHORITY certificates of insurance which shall include a provision that policy cancellation, non-renewal or reduction of coverage will not be effective until at least thirty (30) days written notice has been made to the AUTHORITY. CON'TRACTOR shall include AUTHORITY aa an additional insured on thc G~n~-al Liability and Automobile Liability insurance policy required by the Con~racC All of CONTRACTOR'S sub-conUactors shall be required to include AUTHORITY and CONTRACTOR as additional insured on their General Liability insurance policies. In the event that sub-contractors used by the CONTRACTOR do not have insurance, or do not meet the insurance limits, CONTRACTOR shall indemnify and hold harmless the AUTHORITY for any claim in excess of the sub-contractor's insurance coverage. The CONTRACTOR shall not. commence work under this Contract until all insurance required aa stated herein has been obtained and such inaurance has been approved by the AUTHORITY. ARTICLE 5 - STANDARD OF CARE CONTRACTOR shall exercise the same degree of care, skill, and diligence in the performance of the services as is ordinarily provided by a comparable professional under similar circumstances and CONTRACTOR shall, at no additional cost to AUTHORITY, re-perform services which fail to satisfy the foregoing standard of care. The CONTRACTOR warrants that all services shall be performed by skilled and competent personnel to the highest professional standards in the field. 06/07/© 1 Contract No. 01-252 -3- ARTICLE 6 - ~NDEMNIFICATION 6.1 GEN~.RAL Having considered the risks and potential liabilities that may exist during the performance of the services and in consideration of the promises included herein, AUTHORITY and CONTRACTOR agree to allocate such liabilities in accordance with this Article 6. 6.2 INDIZMNIFICATION CONTRACTOR ~ to protect, defend, indemnify, and hold haxmless the AUTHORITY, its employees and representatives, from any and all claims and liabilities including all attomelgs fees and court costs, including appeals, for which the AUTHORITY, its employees and representatives, can or may be held liable as a remilt of injury (including death) to persons or drainage to property occurring by reason of any acts or omissions of the CONTRACTOR, its employees, or agents, arising out of or connected with this Contrig:C The CONTRACTOR shall not be require! to indemnify the AUTHORITY or its agents, m~ployees, or rqxesentatives, when an occurrence results solely from the wrongful acts or omissions of the ALrrlto~, or its agents, employees or representatives. 6.3 Stn~VlVAL Upon completion of all services, obligations and duties provided for in this Contract, or in the event of termination of this Contract for any reason, the te~ms and conditions of this Article 6 shall survive. ARTICLE 7 - INDEPENDENT CONTRAC'rOR CONTRACTOR undertakes performance of the services as an independent contractor and shall be wholly responsible for the methods of performance. AU'rHO~ shall have no right to supervise the methods used, but AUTHORITY shah have the right to observe such performance. CONTRACTOR shall work closely with AIYFHOR1TY in performing services under this Contract. The CONTRACTOR shall not pledge the AUTHORITY'S credit or make it a guarantor of payment of surety for any Contract, debt, obligation, judgment, lien or any form of indebtedne~. The CONTRACTOR further warrants and represents that it has no obligation or indebtedness that would impair its ability to fulfill the terms of this'Contract. ARTICLE 8 - AUTHORITY TO PRACTICE The CONTRACTOR hereby represents and warrants that it has and will continue to maintain all licenses and approvals required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. Contract No. 0 ! -252 -4- 06/07:01 ARTICLE 9 -_COMPLIANCE WITH LAWS In performance of the services, CONTRACTOR will comply with applicable regulatory requirements including federal, state, special district, and local laws, rules, regulations, orders, codes, criteria and standards. ARTICLE 10 - SUB-CONTRACTING The AUTHORITY reserves the right to accept the use of a sub-contractor or to reject the selection of a particular sub-contractor and to review the capabilities of any sub-contractor to perform properly under this Contract. Rejection of any sub-contractor will be based on, but not limited to, negative references, insufficient resources, or conviction of a Public Entity Crime. If a sub-contractor fails to perform or make progress, as required by this Contract, and it is n~ to repl~,o the sub-contractor to complete the work in a timely fa.~hion, the CONTRACTOR shall promptly do so, subject to acceptance of the new sub-contractor by the AUTHORITY. ARTICLE 11 - FEDERAL AND STATE TAXES The AUTHORITY is exempt from Federal Tax and State Sales and Use Taxes. Upon requezt, the AUTHORITY will provide an exemption certificate to COHTRACTOtC The CONTRACTOR shall not bo exempted from paying sales tax to itz supplier~ for materials to fulfill contractual obligationz with the AUTHORITY, nor shall the CONTRACTOR be authorized to use the AUTHORITY'S Tax Exemption Number in s~uring such materials. ARTICLE 12 - AVAILABILITY OF FUNDS The obligations of the AIYI'HORITY under this Contract are subject to the availability of funds lawfully appropriated for it~ purpose by the Governing Board of the AUTHORITY. ARTICLE 13- AUTHORITY'S RESPONSIBILITIES AUTHORITY shall be responsible for providing access to all project sites, and providing information required by CONTRACTOR that is available in the files of the AUTHORITY. ARTICLE 14 - TERMINATION OF CONTRACT This Contract may be terminated by the CONTRACTOR upon thirty (30) days prior written notice to the AUTHORITY in the event of substantial failure by the AUTHORITY to perform in accordance with the terms of the Contract through no fault of the CONTRACTOR. It may also be terminated by the AUTHORITY with or without cause immediately upon written notice to the CONTRACTOR. Unless the CONTRACTOR is in breach of this Contract, the CONTRACTOR Contract No. O!-252 -5- 06/07/01 shall be paid for services rendered to the AUTHORITY'S satisfaction through the date of termination. After receipt of a Termination Notice and except as otherwise directed by the AUTHORITY, the CONTRACTOR shall: a. Stop work on the date and to the extent specified. b. Terminate' and settle all orders and subcontracts relating to the performance of the terminated work. c. Transfer ail work in process, completed work, and other material related to the terminated work to the AUTHORITY. d. Continue and complete ail parts of the work that have not been terminated. The CONTRACTOR shall be paid for services actually rendered to the date of termination and for any reasonable costs inctured. ARTICLE 15 - UNCONTROLLABLE FORCES Neither the ALrrHORYFY nor-CONTRACTOR shall be considered to be in default of this Contract if delays in or failure of performance shall be due to Uncontrollable Forces, the effecI of which, by the exercise of reasonable diligence, the non-performing party could not avoid. The te~ 'Uncontrollable Forces" shall mean any event which results in the prevention or delay of performance by a party of its obligations under this Contract and which is beyond the reasonable control of the nonperforming party. It includes, but is not limited to fire, flood, earthquakes, storms, lightning, epidemic, 'war, riot, civil disturbance, sabotage, and governmental actions, with the exception of those.events that.Wigger-the activation oflhis Contm~ Neither party shall, however, be excused from performance if nonperformance is due to forces which are preventable, removable, or remediable and which the nonperforming party could have, with the exercise of reasonable diligence, prevented, removed or remedied with reasonable dispatch. The nonperforming party shall within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written not/ce to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of this Contract. ARTICLE 16 - GOVERNING LAW AND VENUE This Contract shall be governed by the laws of the State of Florida. Any and all legal action necessary to enforce the Contract will be held in Palm Beach County and the Contract will be interpreted according to the laws of Flor/da. ARTICLE 17 - NON-DISCRIMINATION The CONTRACTOR. warrants and represents that all of its employees are treated equally dur/ng employment without regard to race, color, religion, gender, age or national origin. Contract No. 01-252 -6- 06/07/0 ARTICLE 18 - WAIVER A waiver by either AUTHORITY or CONTRACTOR of any breach of this Contract shall not be binding upon the waiving party unless such waiver is in writing. In the event ora written waiver, such a waiver shall not affect the waiving party's rights with respect to any other or further breach. The making or acceptance of a payment by either party with knowledge of the existence of a default or breach shall not operate or be construed to operate as a waiver of any subsequent default or breach. ARTICLE 19 - SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Contract, or the occurrence of any event rendering any portion or provision of this Contract void, shall in no way affect the validity or enforceability of any other portion or provision of the Co~tract. Any void provision shall be deemed severed from the Contract and the balance of the Contract shall be construed and enforced as if the Contract did not contain the particuhr portion or provision held to be void. The parties further agree to reform the Contract to replace any stricken prov/s/on w/th a valid prov/s/on that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent the entire Contract from being void should a provision which is of the essence of the Contract be determined to be void. ARTICLE 20 o ENTIRETY OF CONTRACT The AUTHORITY and the CONTRACTOR agree that this Conwact sets forth the entire Contract between the parties, and that there are no pwmises or understapdings other than those stated herein. This Contract supersedes all prior contracts, proposals, representations, negotiations, letters or other commun/cations between thc AUTHORITY and CONTRACTOR periaining to the services, whether written or oral. None of the provisions, terms and conditions contained in. this Contract may be added to, modified, superseded or otherwise altered except by written instrument executed by the parties hereto.. ARTICLE 21 - MODIFICATION The Contract may not be modified unless such modifications are evidenced in writing signed by both AUTHORITY and CONTRACTOR. Such modifications shall be in the form of a written Amendment executed by both parties. ARTICLE 22 - SUCCESSORS AND ASSIGNS AUTHORITY and CONTRACTOR each binds itself and its partners, successors, assigns and legal representatives to the other party to this Contract and to the partners, successors, executors, administrators, assigns, and legal representatives. CONTRACTOR shall not assign this Contract without the express written approval of the AUTHORITY via executed amendment. Contract No. 01-252 -7- 06/07/01 ARTICLE 23 -_CONTINGENT FEES The CONTRACTOR warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONTRACTOR' to solicit or secure this Contract and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the CONTRACTOR, any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of this Contract. ARTICLE 24 - TRUTH-IN-NEGOTIATION CERTIFICATE Execution of this Contract by the CONTRACTOR shall act as the execution of a troth-in- negotiation certificate certifying that the wage rates and costs used to determine the compensation provided for/n this Contract are accurate, complete, and current as of the date of the Contract. The said rates and costs shall be adjUSted to exclude any significant sums should the AI. FFHORITY determine that the rates and costs were increased due to inaccurate, incomplete or noncurtmat wage rates or due to inaccurate representations of fees paid to outside contractors. The AUTHORITY shall exercise its fights under this "Certificate' within one (1) year following payment. ARTICLE 25 - OWNERSHIP OF DOCUME~S CObtTRA~TOR shall be required to cooperate with other contractors relative to-providing information requested, in. a timely, manner and in the specified-form .... Any.and.all documents. ........ records, disks, original drawings, or other information shall become the property of the AUTHORITY for it's use and/or distribution as may be deemed appropriate by the AIYrI-IORITYo ARTICLE 26 - ACCESS AND AUDITS CONTRACTOR shall maintain financial and program records to justify all charges and costs incurred in perform/rig the work for at least three (3) yeats following final payment to the AUTHORrrY as Federal Emergency Management Agency sub-grantee as required by FEMA'S 322 Public Assistance Guide, page ! 14, as amended, incorporated in this Contract as Exhibit G.. The AUTHORITY shall have access to such books, records, and documents as required in this section for the purpose of inspection or audit during normal working business hours at the CONTRACTOR'S place of business. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Contract No. 01-252 -8- 06/07/0 ARTICLE 27 - NOTICE Any notice, demand, communication, or request required or permitted hereunder shall be in writing and delivered in person or sent by certified mail, postage prepaid as follows: As To AUTHORITY Solid Waste Authority of Palm Beach County 7501 N. Jog Road West Palm Beach, Florida 33412 Attention: Executive Director Phillips & Jordan, Inc. 8940 Gall Blvd. Zephyrhills, FL 33541- 7407 Attention: Contract Administrator Notices shall be effective when received at the addresses as specified above. Changes in the respective addresses to which such notice is to be directed may be made from time to time by either party by written notice to the other party. Facsimile Ixansmission is acceptable notice effective when received, however, facsimile transmissions received (i.e.; printed) after 5:00 p.m. or on weekends or holidays, will be deemed received on the next business day. The original of the notice must additionally be mailed as 'required herein. ' - Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of CONTRACTOR and AUTHORITY. ARTICLE 28 - CONTRACT ADMINISTRATION Services of COHTRACTOR shall be under the general direction of Mark Eyeington, Director of Operations, or his successor, who shall act as the AUTHORITY'S representative during the term of the Contract. ARTICLE 29 - KEY PERSONNEL CONTRACTOR shall notify AUTHORITY in the event of key personnel changes which might affect this Contract. Notification shall be made within five (5) days of said changes. AUTHORITY has the right to reject proposed changes in key personnel and rescind this Contract. The following personnel shall be considered key personnel: Ben 'Fu rner Tim Berkhcimer Contract No. 01-252 -9- 06/07/01 ARTICLE 30 / MINORITY/WOMEN BUSINESS ENTERPRISE (M/WBE) AFFIRMATIVE ACTION PROGRAM The Governing Board of the AUTHORITY has set 15% as thc AUTHORITY'S goal for minodty participation in contracts and purchases. CONTRACTOR'S plan is to, at a minimum, utilize to the greatest extent practicable the sub-contractors listed in Exhibit E and any other M/WBE contractors identified as the services are performed. The AUTHORITY will require documentary proof of the implementation and progress of the proposed plan. The CONTRACTOR understands that any minority and/or women-owned firm utilized pursuant to this Contract to meet the AUTHORITY M/WBE goals must be certified by a governmental entity. Certificates shall be submitted for specific M/WBE'S listed in the plan. The AUTHORITY does not certify vendors but will assist the CONTRACTOR by providing listings of certified vendors in the area from other governmental entities. The AUTHORITY accepts uncet~ified M/WBE's to count towards its M/WBE goal provided they can be confirmed as such and execute an affidavit for tho AUTHORITY to that effect. ARTICLE 31 - CONFIDENTIALITY No reports, information, computer programs, documentation, and/or data givm to, or prepared or assembled by the CONTRACTOR under this Contract shall be made available to any individual or organization by the CONTRACTOR without prior written approval of the AUTHORITY. ARTICLE 32 - ESCALATION CLAUSE Thc AUTHORITY acknowledges the fluctuating nature of prices. Therefore, on each annual ann/versary date of the Contract, the un/t pr/ces may be adjusted upward based on the Consumer Pr/ce Index - Urban Wage Earners and Clerical Warkers.,- U.S.. City Average - All Items. and. the average hourly earnings for Production Workers for Services Industries. - ARTICLE 33 - ORDER OF CONTRACT ACTIVATION The AUTHOR.ITY intends to enter into four contingent Contracts. This Contract is one of the four contingent Contracts. The four contingent Contracts awarded will be activated as needed. The AUTHORITY ranked these four Contractors during its Contractor selection process. The AUTHORITY intends that the highest ranked will be activated first, the second ranked will be activated second, and so on. The number of Contracts that are activated will be based on the magnitude and complexity of the AUTHORITY'S post disaster needs. CONTRACTOR was ranked Number One in the'selection process. Contract No. 01-252 - [ 0- 06/07i0 1 ARTICLE 34 a TASK ORDER/PERFORMANCE Task Orders shall be executed bilaterally and the scope of services and format of Task Order shall be mutually agreed to by the CONTRACTOR and AUTHORITY. Performance will be measured by the metrics established in each Task Order. After 1/3 and again after 2/3 of the stipulated number of days of work in the Task Order have elapsed, the CONTRACTOR(s) shall provide a written progress report to the AUTHORITY for review and acceptance. The AUTHORITY shall have the right to correct for vendor default or underperformance by any means it deems in its best interest. CONTRACTOR will be required to provide a daily report of quantity of work performed under each Task Order. The daily report shall be submitted by 11:00 a.m. or earlier the following morning. ARTICLE 35 - BONDS CONTRACTOR shall maintain a Proposal Bond in the sum of $500,000. The CONTRACTOR'S Pwposal Bond will be returned to the Contractor ha exchange for and acceptance of an appropriate size bond as determined by the AUTHORITY after assessment of damage and definition of the CONTRACTOR'S scope of service. In case of hurricane caused damage, a Category I storm would require a $2,000,000 Bond, a Category II would require a $4,000,000 Bond, a Category Ill would require a $6,000,000 Bond, a Category IV would require a $8,000,000 Bond, and a Category V would require a $10,000,000 Bond. The Bond required would be a Perfomanee and Payment Bond. The cost of the Bond is included ha the unit rates in the Fee Schedule, Exhibit B. The CONTRACTOR shall maintain the Proposal Bond in effect until the Performance and Payment Bond is submitted to and accepted by the ALrrHORITY. If the CONTRACTOR fails to supply a Performance and Payment Bond, the AUTHORITY shall be entitled to retain the Proposal Bond to rectify the CONTRAC2FOR'S unacceptable .performance_.P~mding successful_ annual CONTRACTOR re-certification, the Proposal Bond shall be in effect for the entire term of the Contract except for the period(s) of time when a Performance and Payment Bond is in effect. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK Contract No. 01-252 - I I - 06/07/01 In Witness Whereof,, the Solid Waste Authority of Palm Beach County. and have executed this Contract all as of the day and year first above written. SOLID WASTE AUTHORITY OF PALM BEACH COUNTY: Witness: Approved aa to Form and Legal Sufficiency: By: Donald ~. ¥.ockhart Executive Director By: General Counsel to the Authority PHILLIPS & JORDAN, INC.: Corporate Secretary Withes: By: Nallle: Title: ('Corporate Seal) Contract No. 01-252 - 12- 06/07/01 sCopv. SECTION 1 PRojEcT DESCmPTION AND ~QUI~MENTS ~e CO~~OR shall remove ~d law~lly di~se of ~-gene~t~ h~do~ ma~a~ ~d homehold pu~cible g~age) ~om public prop~ ~d public wa~, ~d se~ ~d o~mte Debd~ M~em Sit~ ~ P~ B~h Co~, Flod~ ~ately a~ a hmc~e or o~er dis~ter. The CONTRACTOR shall assemble, direct, and manage a work force that can complete thc debris removal fi'om public streets, public roads, right-of-ways, and other public property in a maximum of 90 days. The duration of effort/completi°n dates of all tasks will be determined jointly by the AUTHORITY and CONTRACTOR. This determination will be set in writing in the appropriate Task Order(s). The CONTRACTOR shall perform all work in accordance with FEMA guidelines in order to maximize-recovery of reimbursable expenses. This task shall include the provision of audit quality documentation as required by and acceptable to FEMA for all work accomplished. The CONTRACTOR may be required, at the AUTHORITY's discretion, to be under the direction of an agent of the AUTHORITY. While intended to cover debris management needs in any major disaster scenario, the primary focus of this Contract is on the work resulting from hurricane damage to Palm Beach County. SECTION 2 BACKGROUND A. Introduction The AUTHORITY'S Debris Management Plan that.describes the general needs and approaches for handling large volumes of debris after a major disaster and provides general information on debris classifications, local hauling, and disposal capabilities and capacities, and considerations for temporary Debris Management Sites is part of this Contract as Exhibit C. The AUTHORITY'S disaster recovery planning includes considerations for removing and processing the volumes and types of debris expected to be generated by a major disaster such as a hurricane and the procedures for disposing of that debris. The planning approach is formulated in part on the concept of strategic pre-positioning of plans and resources necessary for timely, coordinated recovery operations, including removal of debris from public property and right-of-ways throughout Palm Beach County using a combination of county, municipal, and CONTRACTOR forces. Contract No. 01-252 - I - 06/07/01 This Contract is a contingency contract that will be activated only in thc face of an emergency. As such, no compensation will accrue to the CONTRACTOR unless and until the Contract is activated either in anticipation of a natural disaster or immediately after such disaster. CONTRACTOR wiil be required to participate in certain AUTHORITY directed disaster recovery training and/or exercises, I to 2 days each year, at no cost to the AUTHORITY. B. Planning Standard for Debris Removal and Disposal The AUTHORITY'S goal is to complete the debris removal from public streets, public wads, right-of-ways, and other public pwperty within 90 days. This assumes that the entire area of the county will be accessible within that period. Due to the low elevation and potential for flooding, some areas might not be accessible for several weeks alter a major natural disaster. If these hindranc.~ occur, the 90-day timeframe may be extended by muO,-! agreement. The duration and completion date-of any other related tasks will be determined jointly between the AUTHORITY and CONTRACTOR. C. Debris Management Planning for debris management operations is a function of the AUTHORITY as a supporting agency to the Palm Beach County Department of Engineering and Public Works. The AUTHORITY'S Emergency Management Coordinator will direct the debris removal and disposal operations. The CONTRACTOR will serve as a General Contractor for the purpose of debris removal and disposal operations, and will be able to use its own and subcontractor resources to meet the obligations of the Contract. It is anticipated that the CONTRACTOR will use both local and non-local subcontractors. The CONTRACTOR will be expected to use fully qualified and properly equipped local firms, including Minority/Woman Business Enterprises, to the maximum extent practicable. To facilitate management of the debris removal operations, the county has been divided into twelve (12) Debris Management Zones, generally along easily recognizable boundaries. See thc attached County map, Exhibit D When a major disaster occurs or is imminent, the AUTHORITY will contact the CONTRACTOR to advise them of the AUTHORITY'S intent to activate the Contract. Debris removal ~;ill generally be limited to debris in, upon, or brought to county public streets and roads, right-of-ways, municipal properties and facilities, and other public sites. The CONTRACTOR will be responsible for determining the method and manner of debris removal and lawful disposal operations, consistent with the AUTHORITY'S Debris Management Plan. Disposal of debris will be at AUTHORITY approved temporary Debris Management Sites or landfill sites. The CONTRACTOR will be responsible for the lawful disposal of all debris and debris-reduction by-products generated at all Debris Management Sites. Contract No. 01-252 - 2 - 06/07/01 When a major disaster occurs or is imminent, the AUTHORITY will initially send out an Alert to the CONTRACTOR. The CONTRACTOR should anticipate receiving the Alert 72 to 24 hours before projected landfall of a hurricane. This Alert will serve to activate the lines of communication between the CONTRACTOR representatives and the AUTHORITY. Subsequently, the AUTHORITY will issue a call for the CONTRACTOR to send an Operations Manager to the AUTHORITY within 24 hours of receiving such call to begin planning for the operations and mobilization of the personnel and equipment necessary to perform the work. The general concept of debris removal operations includes multiple, scheduled passes of each site, location, or right-of-way. Th/s will allow res/dents to return to their pwperties and bring debris to the right-of-way as recovery progresses. The AUTHORITY will prescribe the specific schedule to be used after ascertaining the scope and nature of the disaster's impacts. The AUTHORITY will endeavor to identify at least one (1) Debris Management Site per Debris Management Zone. Additional Debris Management Sites will be identified as needed. The CONTRACTOR will operate the Debris Management Sites and only CONTRACTOR veh/cles and others specifically authorized by the AUTHORITY will be allowed to use the sites. The locations of publicly owned sites currently available are shown on Exhibit D. Additional sites will be located as the need dictates. The AUTHORITY may also establish designated homeowner drop-off sites. The CONTRACTOR will be responsible for removing all debris from those sites daily. Curbside segregation of debris and disaster generated or disaster related wastes is an element of the AUTHORITY'S disaster recovery program. The CONTRACTOR will be required'to aid in the segregation and waste- stream- .management-processes,-Any-Hous- ehold-Hazardous- .Waste -- (HHW) encountered by the CONTRACTOR is to be set aside. HHW disposal w/Il be the responsibility of the resident. The AUTHORITY will designate I-ff-IW drop-off locations. The following items are considered HHW for the purpose of this Contract: Used Oil ...... Batteries Paint * Aerosol spray cans · Pesticides · Antifreeze * Fluorescent light bulbs * Propane tanks (household size) The CONTRACTOR will setup a lined containment area and will separate any HHW inadvertently delivered to a Debris Management Site. The collection and disposal of HHW will be by a contractor to be determined by the AUTHORITY. Contract No. 01-252 - 3 - 06/07/01 Commercial and industrial hazardous waste such as chemicala, gas containers, transformers, and any other form of hazardous or toxic matter will be collected and disposed by others per ESF-10 in the County Emergency Plan. The lead agency is County Fire Rescue. Putrescible garbage _will be collected by commercial waste haulers and is not to be collected or transported by CONTRACTOR forces. SECTION 3 SCOPE OF WORK Overview The scope of work under this Contract is divided into three (3) parts. Part I is for Debris Removal and Disposal Operations. Part 2 is for Debris Management Site Operations. Part 3 is the initial Debris clearance fi'om public streets, public roads, right-of-ways and other public property. Specific work authorizations by the AuTHoRITY will be through written Task Orders. Task Orders will define the task to be accomplished, location of the work, time fram~ for completion, rates to be used, etc. Any task with requirements or rates not specifically covered by thi.~ Contract will be negotiated. The AUTHORFFY reserves the right to extend operations on a weekly basis. An early Task Order will also authorize the CONTRACTOR to provide the required Performance and Payment Bond. The CONTRACTOR shall commence mobilization immediately upon receipt of a Mobilization Task Order to meet the progress pattern set in Mobilization Schedule, Exhibit H. This exhibit represents a minimum response schedule and does-not restrict, an earlier.response...Subsequently, the AUTHORITY may issue additional Task Orders to define more precisely any on-going work or to authorize additional work. The CONTRACTOR shall perform in accordance with each Task Order in all designated Debris Management Zones established by the AUTHORITY. Each Task Order will be uniquely and sequentially numbered. The CONTRACTOR is authorized to work during daylight hours only, 7 days per week in its collection operations. Any deviations from this schedule will require AUTHORITY approval. Processing of debris, such as grinding and burning, at management sites and transfer of processed debris to ultimate disposal sites may be done at other times with prior ALrFHO~ approval which will not be unreasonably withheld but subject to any restrictions on these operations by government agencies. The CONTRACTOR must be duly licensed to perform the work in accordance with the State of Florida and ali local governments' legal requirements. The 'CONTRACTOR shall obtain all permits necessary to complete the work. The CONTRACTOR shall be responsible for determining what permits are necessary to perform under the Contract. Copies of all permits shall be submitted to the AUTHORITY Emergency Management Coordinator prior to commencing work. Contract No. 01-252 - 4 - 06/07/01 The work output reported in the daily operational report will be verified by the AUTHORITY Emergency Management Coordinator. Payments will be made at the unit rates set in the Fee Schedule. Should hourly rates be used to pay for certain equipment then preventative maintenance not in excess of fifteen(l 5) minutes in a normal workday will be paid for. Preventative maintenance or down time resulting from equipment failure, routine maintenance and fueling that exceeds fifteen (15) minutes will be considered unacceptable work and non-payment of that time will be rounded offto the half hour of all hours where delays occur. Preventative maintenance is defined as the usual field maintenance to keep equipment in operating condition without the use of extensive shop equipment. Fueling of equipment will be considered as part of preventative maintenance. The CONTRACTOR shall be responsible for correcting any notices of violation issued as a result of the CONTRACTOR'S or any subcontractor's actions or operations during the performance of this Contract. Corrections for any such violations shall be at no additional cost to the AUTHORITY. The CONTRACTOR shall conduct the work so as not to interfere with the disaster response and recovery activities of federal, state, local governments or agencies, or of any public utilities or other private contractor(s). Part 1 - Debris Removal and Disposal Operations General The purpose of Part 1 of this scope of work is to define the requirements for debris removal and disposal operations after any catastrophic disaster within Palm Beach County. Services The CONTRACTOR shall provide equipment, operators and laborers for debris removal operations. The CONTRACTOR. shall-provide all -labor .and. materials.necessary to-fully operate--- and maintain (including fuel, oil, grease, and repairs) all equipment under this Contract. All rates include the cost of protective clothing (to include hardhats and steel-toed boots), fringe benefits, hand tools, supervision, transportation and any other costs. The work shall consist of cleating and removing disaster generated debris as directed by the AUTHORITY Emergency Management Coordinator. Work may include: Clearing debris from public roadway right-of-ways · Loading the debris · Hauling the debris to an approved Debris Management Site or authorized landfill · Dumping the debris at the Debris Management Site or at an authorized landfill Contract No. 01-252 - 5 - 06/07/01 Debris delivered fi.om the right-of-way to a Debris Management Site or landfill five miles or less from the terrrfinus of the collection mute w/Il be paid based on the price per inbound truck measured cubic yard according to the Fee Schedule, Part A, Item 1.0. Debds delivered from the fight-of-way to a Debris Management Site or landfill greater than five miles from the terminus of the collection route will be paid bas_ed upon the price per/nbound truck measured cubic yard according to the Fee Schedule, Part A, Item 1.0, plus the product of price per yard-mile/n the Fee Schedule, Part A, Item 2.0, times the number of miles in excess of five miles. Haul distances are one-way miles. The haul distance will be measured from the terminus of the mute to the Debris Management Site based on odometer readings measured to the nearest one-tenth (0. l) of a mile. The odometer readings will be noted on the load ticket and vex/fled by the Authority repre~ntative on the mute and at the Debris Management Site. For debris delivered to an authorized landfill from a Debris Management Site the haul distance will be calculated by the Authority based on mad miles and agreed upon in advance between the part/es. CONTRACTOR shall be paid based upon the rates in Fee Schedule, Part A, Item 6.0. The AUTHORITY will be responsible for all tipping fees at the authorized landfill. The CONTRACTOR shall not move from one designated Debris Management Zone to another area without prior approval from the AUTHORITY Emergency Management Coordinator. Debris Management Sites The CON'rRACTOR shall use only Debris Management Sites designated by the AUTHORITY Emergency Management Coordinator. The Debris Management Site foreman shall direct all dumping operations. The CONTRACTOR shall coordinate with the Debris Management Site foreman when directed by the AUTHORITY Emergency Management Coordinator to remove debris fi.om the site for subsequent disposal at an AUTHORITY authorized landfill. Equipment .................. All trucks and equipment must be in compliance with all applicable federal, state, and local rules and regulations. Trucks used to haul debris must. be capable of rapidly dumping their load without the assistance of other equipment, and be equipped with a tailgate that will effectively contain the debris during transport and that will permit the trucks to be filled to capacity. Cyclone fence may be used as temporary tailgates if they comply with the following specifications: * Fencing must be permanently attached to one side of the truck bcd. · After loading, the fencing must be tied to the other side of the truck bed at two places with heavy gauge wire. · Fencing must extend to the bottom of the bed. · After loading, bottom of fencing shall be tight against the bed of the truck and secured at a minimum of two locations * Solid iron metal bars must be secured to both sides of the fencing. Contract No. 01-252 - 6 - 06/07/01 The CONTRACTOR shall submit to the AUTHORITY certifications indicating the type of vehicle, make and model, license plate number, equipment number, and measured maximum volume, in cubic yards, of the load bed of each piece of equipment utilized to haul debris. The measured volume of each piece of equipment shall be calculated from actual internal physical measurement performed and certified by the CONTRACTOR. Maximum volumes may be rounded up to the nearest cubic yard. The reported measured maximum volume of any load bed shall be the same as-shown on the signs fixed to each piece of equipment. The AUTHORITY reserves the right to remeasure tracks at any time to verify reported capacity. All trucks and trailers utilized in hauling debris shall be equipped with a tailgate that will permit the vehicle to be loaded to capacity and effectively contain the debris on the vehicle while hauling. Sideboards, if installed, must be constructed of 2" x 6" boards or greater and may not extend more than 2-feet above the metal bedsides. Once installed all sideboard extensions must remain in place throughout the operation, or the vehicle must be remeasured and remarked. All extensions to the bed are subject to acceptance or rejection by the AUTHORITY Inspector. Trucks or equipment that are designated 'for use under this Contract shall not be used for any other work during working hours. The CONTRACTOR shall not solicit work from private citizens or others to be performed in the designated Debris Management Zone during the period of this Contract. Under no circumstance will the CONTRACTOR mix debris collected for others with debris collected under this Contract in the same truckload. Securing Debris The CONTRACTOR shall be responsible for properly and adequately securing debris on each piece of equipment utilized to haul debris. Prior to leaving the loading site, the CONTRACTOR shall ensure that each load is secure and trimmed so that no debris extends horizontally beyond the bed of the equipment in any direction. All loose debris shall be reasonably compacted during loading and secured during transport. Tarps or other load coverings shall be provided by the CONTRACTOR when hauling reduction by-products (ash or mulch) to prevent material from being blown from the truck bed. Equipment Signage Prior to commencing operations, the CONTRACTOR shall affix to each piece of equipment, signs or markings indicating the Owner Operator's name and a unique equipment identification number. One sign shall be placed on each side of the equipment. For those trucks, trailers and other equipment intended to haul debris, the maximum volume, in cubic yards, of the load bed shall also be shown. Signs shall be maintained in an easily readable fashion for the duration of the work. Minimum letter'size shall be 3" in height. Other Considerations The CONTRACTOR shall assign and provide an Operations Manager (OM) to the AUTHORITY Debris Management Center to serve as the principal liaison between the AUTHORITY Emergency Management Coordinator and the CONTRACTOR'S forces. The assigned OM must be knowledgeable of all facets of the CONTRACTOR'S operations and have authority in writing to commit the CONTRACTOR. The OM shall be on call 24 hours per day, Contract No. 0 !-252 - 7 - 06/07/01 seven days per week and shall have electronic linkage capability for transmitting and receiving relevant contractual information and make arrangements for on site accommodations. This linkage shall provide immediate contact via cell phone, Fax machine, and have Interact capabilities. The OM will participate in daily meetings and disaster exercises, functioning as a source to provide essential information. The OM will report to the AUTHORITY Emergency Management Coordinator. This position will not require constant presence; rather the OM will be required to be capable of communicating with the AUTHORITY Emergency Management Coordinator within 30 minutes of notification. The CONTRACTOR shall be responsible for control of pedestrian and vehicular traffic in the work area. At a minimum, one flag person should be posted at each approach to the work area. The CONTRACTOR shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the CONTRACTOR'S personnel and equipment is the responsibility of the CONTRACTOR. Additionally, the CONTRACTOR shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of ~ Contract. Payment for debris hauled will be based oh the quantity of debris hauled in truck measured cubic yards and/or yard-miles depending on where the debris is taken. Debris hauled to a Debris Management Site will require a validated load ticket. Drivers will be given load rickets at the loading site by an AUTHORITY loading site monitor. The quantity of debris hauled will be estimated in percentage of total loaded capacity and extended to record the total estimated cubic yards at the Debris Management Site by an AIYrHORITY Debris Management Site monitor. The estimated quantity and other required information will be recorded on the load ricket. The AUTHORITY Debris Management Site monitor will retain one copy of the load ticket and the driver will retain two copies of the load ticket. Debris being hauled to a permanent landfill will be paid based on yard-miles recorded on an approved load ticket or as otherwise agreed to in individual Task Order. Payment will be made against the CONTRACTOR'S invoice once site monitor and contractor load tickets and/or scale tickets match. Debris being hauled to a Debris Management Site will be paid based on cubic yards and/or yard- miles as described in Part 1 of Section 3. Part 2 - Debris Management Site Operations General The purpose of Part 2 of this scope of work is to define the requirements for Debris Management Site Operations aRer any catastrophic disaster within Palm Beach County. Services The scope of work consists of two parts. The first part includes site setup/preparation and site closeoutdrestoration and shall be compensated on a time and materials basis in accordance with the hourly rates provided in the Fee Schedule, Part B. Site set-up/preparation/closeout/restoration work includes: clearing, stripping, hauling, fill placement, constructing/deconstructing processing pads, limerock or Contract No. 01-252 - 8 - 06/07/01 crushed concrete access roads, sodding, and any other similar activity necessary to make the site usable for its intended purposes and to return the site to its original condition. The second part consists of Debris Management Site operations and material processing and shall be compensated in accordance with the unit prices provided in Fee Schedule, Part A. The CONTRACTOR shall provide equipment, operators, and laborers for Debris Management Site operations as specified by the pertinent Task Order. Unit prices provided in the Fee Schedule, Part A, include all labor and materials necessary to fully operate and maintain the site and all equipment under this Contract including fuel, oil, grease, repairs, operator, mobilization, demobilization, overhead, profit, insurance, inspection towers, light towers, etc. For work performed on a Time and Materials basis, all hourly equipment rates include the cost of the maintenance, fuel, repairs, overhead, profit, insurance, and any other costs associated with the equipment, including labor and operator, unless labor costs are identified separately in the Task Order. All rates include the cost of protective clothing (to include hardhats and steel-toed boots), fringe benefits, hand tools, supervision, transportation, lodging, meals, and any other costs. The work shall consist of managing the operations of a Debris Management Site and performing debris reduction by air curtain incineration and or grinding of storm generated debris as directed by the AUTHORITY Emergency Management Coordinator. The AUTHORITY plans to use two types of Debris Management Sites. · Vegetative Debris Management Sites will be devoted to the reduction of clean woody debris by either burning or grinding. Mixed debris and Construction & Demolition (C&D) Debris Management Sites will be operated as transfer points. Mixed and C&D debris will be deposited at these sites and then reloaded for final transport to an authorized landfill. The AUTHORITY does not guarantee any number or type of site(s) in any zone. Material coming into the Vegetative or C&D Debris Management Sites will be measured and paid for by the inbound truck measured cubic yard according to the Fee Schedule, Part A, Item 3.0. Material removed and transported from a C&D Debris Management Site will be measured and paid by the yard-mile according to the Fee Schedule, Part A, Item 6.0, or as agreed to in Task Order. Mileage will be measured based on the most direct route and agreed upon in advance by the AUTHORITY and CONTRACTOR. Locations of all Debris Management Sites will be provided by AUTHORITY. The AUTHORITY Emergency Management Coordinator must approve site improvements before work begins and any costs, other than the rates in the Fee Schedule that might have been negotiated under a Task Order shall be documented for payment. Contract No. 01-252 - 9 - 06/07/01 Material reduction activities will be compensated on a firm, fixed, hourly rate basis using the rates specified in the Fee Schedule, Part B. Activities to be included as reduction activities and compensated on a firm, fixed, hourly rate basis shall include the movement of stockpiled material to the reduction equipment (tub grinder or air curtain incinerator), the loading of material to be reduced into the reduction equipment, the operation of the reduction equipment, the movement of processed material and/or residues fi.om the reduction equipment, and the stockpiling of processed material and/or residues for final disposition. All equipment and labor employed in these activities, including but not limited to loaders, excavators, tub grinders, air curtain incinerators, and laborers, shall be compensated on a firm, fixed, hourly rate basis. All other activities, including but not limited to the acceptance of inbound material, initial stockpiling of inbound material, general stockpile management, site monitoring, loading of material for final disposition, litter control, dust control, grading, removal and segregation of inadvertently delivered hazardous materials, and other general site management a~tivities shall be compensated at the unit price in Fee Schedule, Part A, Item 3.0, based upon inbound truck measured cubic yards. Reporting The CONTRACTOR shall submit a report to the AUTHORITY Emergen,.~y Management Coordinator by close of business each day of the term of the Task Order. Each report shall contain, at a minimum, the following information: · CONTRACTOR's Name · Contract Number · Daily and cumulative hours for each piece of equipment, if appropriate · Daily and cumulative hours for personnel, by position, if appropriate · Volumes of debris handled Failure to provide audit quality documentation will subject CONTRACTOR to non-payment in each instance at the sole discretion of the AUTHORITY. Other Considerations The CONTRACTOR shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of the CONTRACTOR's personnel and equipment is the responsibility of the CONTRACTOR. Additionally, the CONTRACTOR shall pay for all materials, personnel, taxes, and fee~ necessary to perform under the terms of this Contract. The CONTRACTOR shall be responsible for control of pedestrian and vehicular traffic in the work area. Part 3 - Initial Debris Clearance (for access) from Public Streets, Roads, Right-of-ways and other Public Property The AUTHORiTY provides support to Palm Beach County Government for Debris Management, including the clearance (moving debris to unblock a road, etc.) of debris from public streets, public roads, public fight-of- ways and other public property. Palm Beach County intends to perform debris clearance for access with its own forces or under existing contracts Contract No. 01-252 - 10 - 06/07/01 between the County and local firms. However, in a significant disaster, these resources may be insufficient to perform the clearance activities in a timely manner and the CONTRACTOR may be directed to perform them. It is anticipated that debris clearance activities would be conducted, if needed, on a time and material basis using the rates in the Fee Schedule, Part B. SECTION 4 MISCELLANEOUS REQUIREMENTS Debris Management Site Foreman The Debris Management Site foreman is responsible for management of all operations of the site to include, traffic control, dumping operations, segregation of debris, burning, grinding, and safety. The Debris Management Site foreman will be responsible for monitoring and documenting equipment and labor time and providing the daily operational report to the Operation Managers who will in turn provide-..this..information.to tho. AUTHORITY .Emergency Management .... Coordinator. Debris Management Site Night Foreman The Debris Management Site night foreman is responsible for managing all night operations approved by the AUTHORITY. Night operations may be limited to burning and transfer. The Debris Management Site night foreman will be responsible for monitoring and documenting equipment and labor time and providing the daily operational report to the Operation Manager who will in turn provide this information to the AUTHORITY Emergency Management Coordinator. Debris Management Site Management Plan Once a Debris Management Site is identified by the AUTHORITY, the CONTRACTOR will provide a Site Management Plan. Three (3) copies of the plan are required. The plan shall be drawn to a scale of 1" = 50' and address the following functions: · Access to site · Site preparation -clearing, erosion control, and grading · Traffic control procedures · Safety · Segregation of debris · Location of ash disposal area, hazardous material containment area, contractor work area, and inspection tower · Location of incineration operations, grinding operation (if required). Burning operations require a 100-foot clearance from the stockpile and a 1000-foot clearance from structures. Contract No. 01-252 - ! I - 06/07/0l Location of existing structures or sensitive areas requiring protection Inspection Tower The CONTRACTOR shall construct an inspection tower at each Debris Management Site. The tower shall be constructed using pressure treated wood or metal scaffolding. The floor elevation of the tower shall be 10-feet above the existing ground elevation. The floor area shall be a minimum 8' by 8', constructed of 2"x 8" joists, 16" O.C. with 3/4" plywood supported by a minimum of four 6" x 6" posts. A 4-foot high wall constructed of 2" x 4" studs and ¼" plywood shall protect the perimeter of the floor area. The floor area shall be covered with a roof. The roof shall provide a minimum of 6'-6" of headroom below the support beams. Steps with a handrail shall provide access to the tower. Contractor shall be responsible for ensuring that the towers meet or exceed appropriate code requirements. Household Hazardous Waste Containment Area The CONTRACTOR shall construct a hazardous material containment area at each Debris Management Site. This area shall be 30' x 30'. The perimeter shall be lined with hay bales and staked in place. The area shall be lined with a heavy gage plastic to provide a waterproof bamer. Additional plastic sufficient to cover the area is required to prevent rain from entering the containment area. Site run-offmust be redirected from the containment area by site grading. Contract No. 01-252 - 12 - 06/07/01 Exhibit FEE SCHEDULE HURRICANE/DISASTER DEBRIS REMOVAL, REDUCTION, AND DISPOSAL CONTRACT NO. 01-252 PART A Item/Description Unit Unit Price 1.0 Public Property and Right of Way Pickup and Hauling to a designated Temporary Debris Management Site or Disposal Facility 5.0 or less miles away (one-way miles). CY S9.75 (miles in excess of 5.0 compensated at the rate quoted in item 2.0) 2.0 Public property, right-of-way hauling to a Temporary Debris Management Site or designated landfill site (bas~ on one-way miles). Yard-Miles $0.13 3.0 Temporary Debris Management Site operation, debris acceptance, pile management, and material loading for transport. CY $1.73 4.0 Processing of debris through grinding and/or chipping. Hour See Part B 5.0 Volume reduction through air curtain incineration or open burning. Hour See Part B 6.0 Temporary Debris Management Site to designated landfill site hauling (based on one way miles) * minimum 30 CY payloads ** minimum 60 CY payloads Yard-Miles CONTRACTOR is responsibe for providing sufficient capacity equipment to meet the above 0-15 miles* $0.15 minimums. The AUTHORITY will only pay for 16-60 mi.* $0.11 actual volume of debds transported. 61-120+ mi.** $0.10 UNIT PRICES Unit Pdces include all labor (operators, laborers, supervisors) and materials necessary lo complete the project, including but not limited to: wages, benefits, insurance, safety equipment, parts, supplies, equipment maintenance, repairs, fuels, lubricants, cellular phones, housing, transportation, mobilization, and demobilization. YARD-MILES A Yard-Mile is defined as the volume of waste in the truck/trailer times the one-way mileage to the destination. The distance will be measured road miles based on odometer readings holed on the load ticket and verified by an Authority representative. If the one way distance from the pickup point to the Temporary Debris Management Site is greater than five miles, Contractor will be compensated based on the following formula: (Estimated yards in truck x Bid Rate per Yard (Item 1.0)) plus (Estimated yards in truck x (One-way Miles minus 5.0) x Bid Rate per Yard-Mile (Item 2.0)). -252 6/7/2001 Exhibit C Debris Management Plan (includes Load Ticket) FINAL DRAFT PALM BEACH COUNTY DEBRIS MANAGEMENT PLAN FINAL DRAFT 05123101 (revised) ACKNOWLEDGEMENTS Palm Beach County Engineering and Public Works (PBCENG) Department is the lead agency rosponsible for emergency debris clearance on essential transportation routes and for coordinating the permanent removal and disposal of all debris deposited along or immediately adjacent to public rights-of-way. This Debris Management Plan identifies the actions required to plan for and respond to a natural debris-generating event. The Road and Bridge Division of PBCENG is responsible for emergency debris clearance from essential transportation routes based on pre-established priorities identified in the Emergency Support Function (ESF) 3 Annex to the County Comprehensive Emergency Management Plan (CEMP). PBCENG is also responsible for clearing debris for egress from specified critical facilities The Solid Waste Authority of Palm Beach County is responsible for coordinating the permanent removal, storage, burning, and disposal of all debris deposited along or immediately adjacent to public rights-of-way in consultation with the lead agency and through private vendor resources as specified in the ESF3 Annex to the CEMP. PBCENG recognizes the cooperation from the other PBC departments and agencies identified in this Debris Management Plan. Your understanding of the importance of having a coordinated debris management plan in place prior to a natural disaster will contribute to the safety and well being of all residents of PBC. George Webb Director Palm Beach County Engineering and Public Works Department ACRONYMS USED IN THIS PLAN CADD CEMP DCAT DMC DM EMC EMT EOC EOCREP PBCENG ESF3 GIS PBC P&R PlO SWA Computer ~ided Drafting and Design County Comprehensive Emergency Management Plan Debds Contract Administrative Team Debris Management Center Debris Management Site Emergency Management Coordinator Emergency Management Team Emergency Operations Center Emergency Operations Center Representative Engineering and Public Works Department Emergency Support Function 3 (Engineering) Geographic Information System Palm Beach County Department of Parks and Recreation Public Information Officer Solid Waste Authority of Palm Beach County 3 Palm Beach County Debris Management Plan PALM BEACH COUNTY DEBRIS MANAGEMENT PLAN AUTHORITY Emergency Support Function 3 (ESF 3) Public Works Annex to the County Comprehensive Emergency Management Plan (CEMP)o GENERAL Palm Beach County Engineering and Public Works (PBCENG) Department is the primary agency responsible for the restoration of the public infrastructure following a disaster. PBCENG's Road and Bridge Division is responsible for emergency debris clearance of essential transportation mutes and other critical public facilities based on recommendations from the Rapid Impact Assessment Team. The Solid Waste Authority (SWA) is a supporting agency responsible for implementing debris removal and disposal actions in order to save lives and protect property. PBCENG will coordinate with and support SWA in the permanent removal, storage, burning, grinding, and disposal of all disaster-related debris from public property. Private property debris must be placed on or immediately adjacent to the public rights- of-way to be eligible for pickup and disposal. PURPOSE To provide organizational structure, guidance, and standardized procedures for the clearance, removal and disposal of debris caused by a major debris-generating event. To establish the most efficient and cost effective methods to resolve disaster debris removal and disposal issues. To expedite debds removal and disposal efforts that provide visible signs of recovery designed to mitigate the threat to the health, safety and welfare of PBC residents. To coordinate partnering relationships through communications and pre-planning with local, State and Federal agencies involved with debris management responsibilities. To implement and coordinate private sector Debris Removal and Disposal contracts to maximize cleanup efficiencies. Palm Beach County Debris Management Plan SITUATION AND ASSUMPTIONS Situation Natural disasters such as hurricanes, tornadoes, and flooding precipitate a variety of debris that include, but are not limited to. such things as trees and other vegetative organic matter, building/construction material, appliances, personal property, mud, and sediment. The quantity and type of debris generated from any particular disaster will be a function of the location and kind of event experienced, as well as its magnitude, duration, and intensity. This plan is based on the debris-generating capacity of a Category 4 Hurricane with wind speeds in excess of 131 miles per hour and heavy rainfall. A Category 4 Hurricane will cause extensive damage to large bees and shrubs in addition to substantial structural damage to homes and commercial property. Mobile homes will be destroyed. Storm surge will push sea levels 13-18 feet above normal resulting in flooding of areas less than 10 feet above sea level 6 miles inland. The quantity and type of debris generated, its location, and the size of the area over which it is dispersed will have a direct impact on the type of removal and disposal methods utilized to address the debris problem, associated costs incurred, and how quickly the problem can be addressed. Assumptions A major natural disaster that requires the removal of debris from public or private lands and waters could occur at any time. The amount of debds resulting from a major natural disaster will exceed the SWA's removal and disposal capabilities. The SWA will contract for additional resources to assist in the debris removal, reduction, and disposal process. The Govemor will declare a State of Emergency that will authorize State resources to assist in removal and disposal of debris. The Govemor will request a Presidential Disaster Declaration if the disaster exceeds both local and State resources. Palm Beach County Debris Management Plan CONCEPT OF OPERATIONS The Director of Palm Beach County Engineering and Public Works (PBCENG) will be designated as the Palm Beach County Debris Manager. The PBC Debris Manager will be responsible for, but not limited to, the following with respect to any and all debris management issues: · Keep the PBC Commissioners bdefed on the status of the debds clearing, removal, and disposal operations. · Assure that PBC is represented at all meetings with other government and private agencies involved with the debris cleanup operation. The county has been divided into 12 Debds Management Zones (See Enclosure 1) to facilitate and coordinate the rapid and economic clearing and eventual removal and disposal of disaster-generated debris. The PBC Debris Manager will assign a PBCENG Debris Coordinator to the Emergency Operations Center (EOC) with the responsibility for coordinating ali debds clearance and cleanup actions involving PBCENG Road and Bridge Division personnel and equipment, SWA personnel and equipment, and PBC Parks and Recreation (P&R) Department personnel and equipment. (See Figure 1) Actions will focus on keeping track of Debris Zone assignments and progress of the initial debris clearance from public roadways and cdtical facilities. The PBCENG Debds Coordinator will keep the SWA EOC Representative and other department debds coordinators informed of cleanup progress and any problems encountered or expected. The PBC Debris Manager will be supported by a joint debds staff made up of personnel from the Solid Waste Authority staff and representatives from other supporting departments and agencies under direct control of the Executive Director of the Solid Waste Authority. (See Figure 2) The joint debds staff will constitute the operating element of the Debris Management Center (DMC) that will be located at the Solid Waste Authority Administration Building located at 7501 North Jog Road, West Palm Beach, FL 33412. The Executive Director of the Solid Waste Authority will be responsible for, but not limited to, the following with respect to any and all debds management issues: · Keep the PBC Debris Manager briefed on the status of debris removal and disposal operations. · Provide a DMC representative at all meetings with other government and private agencies involved with the debds cleanup operation. · Appoint a SWA Emergency Management Coordinator (EMC) responsible for daily operational control of the DMC. · Appoint a Public Information Officer (PLO) to coordinate all media reports on debris operations with the EOC's PlO Palm Beach County Debris Management Plan · Coordinate with affected cities within PBC on all debris clearance, removal and disposal issues through daily EOC conference calls. · Convene emergency debris coordinating meetings at the EOC or DMC as appropriate. · Ensure that the DMC is provided all needed administrative staff support. The Director of PBC P&R will provide a representative to the EOC to coordinate all P&R debds missions. The P&R Debris Coordinator will be responsible for coordinating all P&R debris cleanup actions involving P&R and contractor personnel and equipment. Actions will focus on supporting PBCENG and SWA with specialized equipment and debris removal from PBC parks and recreational facilities. The P&R Debds Coordinator will keep track of Debris Zone assignments and progress of the debris cleanup operations. The P&R Debris Coordinator will also keep the SWA EOC Representative and other department debris coordinators informed of cleanup progress and any problems encountered or expected. Palm Beach County Debris Management Organization PBC County Debris Manager George Webb Director. PBCENG EOC/ESF3 PBCENG Debris Coordinator TBD SWA EOC Representative Marc Bruner Solid Waste Authority Debris Management Center Donald L. Lockhart SWA Executive O~ector Mark Hammond Managing Director Mark Eyeington Emergency Management Coordinator 7 Figure 1 Palm Beach County Debris Management Plan Debris Management Center Organization Chart ~JekjohnManaoementW.dflarnl t'- Solid Waste Authority Debris Management Center Donald L. Lockhart SWA~ Mark Hammond Managing Director M,,rk Eyeington Emergency Management Coordinator SWA EOC Rem~sentat~ Mam ~ I Dew.ny & Davi~ Robot C. Swan I Debr~ Co~rm~ Administrative Team (Tem'n Manage~ (A.~nt Team Manege~) (Contract~ Spedanst) ((mid Inspectof~) (Sea) Debils Removal & Dl~m:~al Co~ractom To be determined I SWA Collectlo~ Robin Enni~ Jolm Arr. hambo I Hazan;lqus Waste 8erde, e~ Robert J. Madden Land Mgmt Services Keith Kinley I Relmlx~mement John Gm I Environmen~l Compliance Ma~. I~lean Comlx~tlrm & Veg~tat!.on Services, Pat Byem I Transfer StaUons Micflael Berg Figure 2 Palm Beach County Debris Management Plan Debris Management Center Staff Responsibilities SWA Emergency Management Coordinator The SW^ Emergency Management Coordinator (EMC) is responsible for daily operational controlof the DMC staff. The SWA EMC will receive current information on the severity of the disaster from the SWA EOC Representative located at the PBC EOC. All requests for debris removal or disposal from the EOC staff will go through the SWA EOC Representative to the SWA EMC. Requests for debris clearing from public facilities and roadways will be directed to the PBCENG Debris Coordinator. The SWA EMC will determine the extent of damage and resulting debris and issue appropriate directives to the appropriate SWA Emergency Management Team (EMT) leaders. The EMT leaders, in tum, will execute their Team's debris missions as defined in this plan and SWA Standard Operating Procedures. The SWA EMC will coordinate with the Debris Management Consultant on Debris Removal and Disposal Contract activities. The SWA EMC will keep the PBC Debris Manager informed on all ongoing debris management operations, at a minimum, daily through meetings and/or reports. SWA EOC Representative The SWA EOC Representative is located at the PBC EOC and is responsible for coordinating all requests for debds removal activities initiated by the EOC staff involving SWA's debds removal and disposal mission. Debris Management Consultant The Debris Management Consultant will provide advice to. the PBC Debris Manager, SW^ EMC, and the DMC staff with respect to all aspects of debds management following a major debris-generating disaster. The Debris Management Consultant will keep the SWA EMC informed of Debris Removal and Disposal Contractor cleanup progress and problems encountered or expected. The Debris Management Consultant will supervise the activities of the Debds Contract Administrative Team (DCAT) when activated. Palm Beach County Debds Management Plan Risk Management The SWA Risk Manager (Risk) will be responsible for compiling all damage reports for SWA facilities using FEMA's Project Worksheet forms and coordinate the submission of these forms with the SWA Reimbursement Coordinator, EMC, and Debds Management Consultant. Risk will also coordinate with the DCAT, as required, to assure that debris management contractors establish and maintain insurance coverage as required by the contract. Public Information Officer The SWA Public Information Officer (PLO) will serve as the DMC's liaison to the EOC's PlO. The PlO will develop a proactive information management plan. Emphasis will be placed on actions that the public can perform to expedite the cleanup process. Flyers, newspapers, radio and TV public service announcements should be used to obtain the public's cooperation by separating bumable and nonburnable debris; segregating household hazardous waste; placing disaster debris at the curbside; keeping debris piles away from fire hydrants and valves; reporting locations of illegal dump sites or incidents of illegal dumping, and segregating recyclable materials. ~p schedules will be disseminated in the local-news media and the SWA Emergency Information Hotline 561-640-4000. Reimbursement Coordinator The SWA Reimbursement Coordinator will provide for the collection and' compilation of all labor, equipment hours, materials/supplies and expenditures related to disaster response and recovery. The Reimbursement Coordinator will also manage the receipt and submission of all Debris Contractor payables through consultation with the Debds Management Consultant or his appointee on the DCATo Environmental Programs The SWA Environmental Programs (Environmental)shall 'be responsible for coordination with federal, state, and local environmental regulatory agencies, the DCAT and the debris management contractors. Environmental shall also coordinate compliance monitoring for all Debds Management (DM) Sites based on applicable regulations or Emergency Orders issued by the Flodda Department of Environmental Protection (FDEP) and debds management contracts. Site monitoring will include environmental sampling and lab services, as required. 10 Palm Beach County Debris Management Plan SWA Customer Information Services The SWA Customer Information Services (ClS) shall be responsible for the coordination with franchise waste haulers to reestablish garbage collection in the unincorporated areas of the county and in cities through contact and municipal public works departments. CIS will 'provide a communication link between the general public, waste haulers and the DCAT. ClS w~ll coordinate their activities with the Debris Management Consultant or his designee on the DC~T in matters regarding storm debris collection, transportation, and disposal. ClS will provide support, as available, to the DCAT in the monitoring of Debris Contractors. load inspections at DMs and other off-site areas and the preParation of Load Sheets at OMs or other impacted areas. Composting and Vegetation Services SWA Composfing and Vegetative Services shall be responsible for the operation of the Authority's Jog Road yard trash processing and composting activities, and communicating with the DCAT regarding the availability of processing capacity for vegetative debris at the Jog Road facilities. Composfing and Vegetative Services will also provide support, as available, to the Debris Management Consultant and the DCAT in the monitoring of the yard trash DMs located in various places throughout the county. Hazardous Waste Services SWA Household Hazardous Waste Services (Hazwaste) shall be responsible for the coordination of inspections, notifications, and if 'necessary, cleanup or mitigation of any hazardous waste releases at SWA facilities. Hazwaste will resume operation of household hazardous waste collection canters as soon as conditions allow. In coordination with the Debds Management Consultant and the DCAT. Hazwaste will identify household hazardous waste (HHW) drop-off locations within Debris Zones as needed. Hazwaste will monitor these HHW drop-off points for compliance with appropriate regulations and provide for the timely removal and disposal of any and all hazardous waste brought to these sites. At the request of the DCAT, Hazwaste will coordinate the removal any household hazardous waste, left at any of the DM sites located through the county. Land Management Services SWA Land Management Services (Land Management) shall be responsible for storm debris cleanup at SWA facilities. Land Management will conduct any SWA on site open burning of vegetative debris. Land Management will provide a status report to the DCAT on the availability of disposal capacity and the types and quantities of storm debris being delivered to the SWA Jog Road landfill facilities for processing or storage. [! Palm Beach County Debris Management Plan Transfer Stations The SWA Transfer Stations shall be responsible for accepting and transferring garbage from municipalities and the unincorporated areas of Palm Beach County to the SWA Jog Road WTE Plant, landfill or other disposal facilities as necessary. All non-garbage storm debris will be directed to a selected DM site for storage, processing or shipment to an SWA designated landfill for disposal. Transfer Stations shall communicate with the DCAT to identify resolve any capacity, transportation, debris contractor or waste handling situations that arise at any of the Transfer Stations. DEBRIS MANAGEMENT PHASES Phase I: Debris Clearance Operations PBCENG Department is the lead. agency responsible for coordinating impact assessment for all PBC public structures, equipment, and debris clearance immediately following a large scale disaster in order to prioritize the impacted areas and resource needs. Debris clearance from PBC roadways and PBC public property will be accomplished using PBCENG crews and equipment, mutual aid providers, and private contractor resources. PBCENG Road and Bridge Division's primary mission is to dear debris from at least one lane on all primary and secondary roads to expedite the movement of emergency service vehicles such as fire, police and medical responders. A listing of critical facilities is at Enclosure 2. PBCENG's Damage Assessment Teams will conduct initial zone by zone windshield surveys to identify the type of debris and to estimate amounts of debris on the roadways. The results of the windshield surveys will also be provided to the SWA EOC Representative located at the EOC. Priority for debris clearance will be based upon the following criteria: 1. Extricate people 2. Major flood drainage arteries 3. Egress for fire, police, and Emergency Operations Center 4. Communications tower at Forest Hill Boulevard 5. Ingress to hospitals, jail, and-special care unit 6. Major traffic routes 7. Egress for Belvedere Road complex for fleet, traffic, road and bridge, and designated remote locations 8. Supply distribution points and mutual aid aSsembly areas 9. Government facilities 10. Public Safety communications towers 11. American Red Cross shelters 12. Secondary roads to neighbor collection points 13. Access for utility restoration 14. Neighborhood streets Palm Beach County Debds Management Plan 15. Private property adversely effecting public welfare. During the debds clearance and removal process, PBCENG will be responsible to ensure that power lines do not pose a hazard to emergency work crews and to coordinate the response effort with Florida Power and Light and other utility companies as appropriate.' Phase I1: Disaster Debris Removal and Disposal The general concept of debris removal operations includes multiple, scheduled passes of each critical site, location, or rights-of-way as directed by the DMC staff. This manner of scheduling debris removal allows residents to retum to their properties and bring debris to the edge of the rights-of-way as property restoration progresses. PBC has been divided into twelve (12) Debris Zones 'to control and expedite debris- removal and disposal operations. Enclosure I is an index map of PBC showing each of the twelve Debris Zones. The quantity of potential debds generated by a Category 4 Hurricane for each Debris Zone is shown in Table I and Enclosure 3. The quantity of potential debris generated by a Category 4 Hurricane for each municipality is shown in Table 2 and Enclosure 3. Note: Debris Zones Estimated Number Of Estimated Debris Single Family Homes I 4,476 226,933 CY 2 17,230 873,561 CY 3 34,783 1,763,498 CY 4 17,433 883,853 CY 5 33,426 1,694,698 CY 6 17,562 890,393 CY 7 52,426 2,657,998 CY 8 40,014 2,028,710 CY' 9 27,136 1,375,795 CY' 10 52,264 2,649,785 CY' 11 1,161 58,863 CY 12 3,590 182,013 CY Total 301,501 15,268,100 CY Table 1 Debris Zone Estimates Estimated Debris based on 50% of single family homes Estimated debris totals include all municipalities within each debris zone 13 Palm Beach County Debds Management Plan Municipalities Estimated Number Of Estimated Debris Single Family Homes Atlantis 905 45.883 CY Belle Giade 2,651 134,406 CY Boca Raton 20.190 '1.023.633 CY Boynton Beach 15.714 796,700 CY Bdn¥ Breezes 7 355 CY Cloud Lake 51 2.586 CY ' Delray Beach 14,04d 711,828 CY ..Glen. Ridge 77 3.904 C~ Golf 165 8,264 CY Greenacres 6,747 342,073 CY Gulf Stream 310 15,717 CY Haverhill 473 23,981 CY Highland Beach 332 16.832 CY H .ypoluxo 439 22,257 CY jUno Beach 680' 34,476 CY Jupiter 12,385 627,91g CY Jupiter Inlet Color~/ 2.28 11,560 CY Lake Clark Shores 1,398 7b,777 CY Lake Park 1.563 79,244 CY Lake Worth 8,703 ' '441,242 'CY "' Lant~na 2,5'~4 127,460 CY Ma~lnolla Park 251, 12,726 CY Manalapan. 186 9,430 CY North Palm Beach 2,464 124,925 CY Ocean Ridge 594 30.116 CY Pahokee 4,091 55.314 CY Palm Beach 2,538 128,677 CY Palm Beach Gardens 13,706 694.894 CY palm Beach Shores 428 21,700 CY Palm Sprin~ls 2,603 131,972 CY Rivera Beach 7.593 344,912 CY SoUth Bay 667 33.817 CY South Palm Beach 27 1.369 CY Tequesta 1.719 67,153 CY ~Vellin~lton ' - 12, 777 647.749 ~Y' West Palm Beach 20.847 1.056.943 CY ' Total 157,059 7,922,785 CY Note: Table 2 Municipal Debris Estimates Estimated Debds based on 50% of single family homes 14 Palm Beach County Debris Management Plan Phase II operations involve the removal and disposal of curbside debris by the Municipalities, PBCENG, SWA, P&R, and contractor crews. Contractor operations will require the Municipalities, PBCENG, and SWA to provide Field Monitoring Teams as well as Load Site and Disposal Site Monitors to oversee contractor operations. SWA Debris Removal' and Disposal Operations The SWA EMC and staff will coordinate debris removal and disposal operations for all unincorporated portions of PBC from the DMC. SWA contractors will collect and haul mixed debris from their assigned Debris Zones to SWA designated C&D DM sites or to designated private landfill sites. Clean woody debds will be hauled to the nearest SWA designated vegetative DM site for eventual burning or grinding. (See Enclosure 4) Municipality contractors will focus on the removal of mixed debds from within their assigned municipal boundaries and haul it to a munidpal designated DM site or to an approved SWA C&D DM site. Clean .w~y debris will be hauled to the nearest municipal DM site or approved SWA vegetative DM site. (See Enclosure 4) PBC P&R. Department will provide support to SWA and PBCENG with specialized equipment and opemtom as required. P&R will collect debris from parks and recreation facilities within their assigned Debris Zones based on priorities established by the overall PBC Emergency Management Plan. Mixed debris will be hauled to SWA designated C&D DM sites or to designated private landfill sees. Clean woody debris will be hauled to the nearest SWA designated vegetative DM site for eventual burning or grinding. (See Enclosure 4) .. SWA vehicles hauling debris and contractor debris haulers will obtain a certified scale ticket and/or load ticket for each load of debris deposited at a private landfill. The contractors scale ticket/load tickets vall be turned into their supervisor at the end of each day. The supervisor will forward the scale tickets daily to the SWA EMC. The scale tickets/load tickets will be the verification documentation for private landfill invoices. SWA franchise contmctom will pickup garbage according to current procedures, routes, and removal schedules. SWA Hazardous Waste Services will identify household hazardous waste (HHW) drop- off locations according to Debris Zones. Municipality, SWA, and PBCENG contractors will be encouraged to separate HHW at the curb and not haul it to a DM site. Residents will be encouraged to separate and transport HHW to pre-identified drop-off points. SWA Hazardous Waste Services will coordinate the collection of eligible industrial or commercial hazardous waste resulting from the disaster. Palm Beach County Debris Management Plan Flodda Power and Light and other utility crews will handle all utility related debris such as, power transformers, utility poles, cable, and other utility company material. Contractor Debris Removal and Disposal Operations The SWA EMC or his/her authorized representative will be in contact with the firm(s) holding pm-event Debris Removal and Disposal Contract(s) and advise them of impending conditions. The pre-event contract is designed to have a qualified Contractor(s) remove and lawfully dispose of all natural disaster-generated debris, excepting household, industrial or commercial hazardous waste. Debris removal will be limited to unincorporated PBC streets, roads, and other public rights-of-way based on the extent of the disaster. Debris removal will be limited to disaster related material place at or immediately adjacent to the edge of the rights-of-way by residents within designated Debris Zones. The Contractor, upon Notice to Proceed, will mobilize such personnel and equipment as necessary to conduct all debds removal and disposal operations as were previously detailed in the Contractor's General Operations Plan as required by the Debds Removal and Disposal Contract. All contractor operations will be subject to review by the SWA EMC. The Contractor will make multiple, scheduled passes of each site, location, or area impacted by the disaster according to assigned Debris Zones. This manner of debris removal will allow residents to return to their properties and bring all debds to the edge of the rights-of-way adjacent to their property. The-number and schedule of passes shall be as directed by the SWA EMC. Sufficient time shall be scheduled between subsequent passes to accommodate reasonable recovery by residents. Schedules will be provided to the PlO for publication and notification by the news media and the SWA Emergency Information Hotline (561-640-4000). SWA recognizes the economy of disaster debris disposal through the use of local vegetative DM sites designated for volume reduction of dean woody debris. The SWA has pre-designated vegetative DM sites for the sole purpose of temporarily storing and reducing clean woody debris through either burning or grinding. The Contractor will operate the DM sites made available by the SWA. The Contractor will be responsible for all site setup, site operations, rodent control, closeout and remediafion costs. The Contractor is also responsible for the lawful disposal of all debris reduction by-products as his/her operations may generate at a DM sites. A listing of all approved SWA DM sites is provided at Enclosure 4. Separate DM sites will be established for mixed debds. These sites will be centrally located to handle construction and demolition (C&D) material. These C&D DM sites will be used to expedite the removal of mixed and C&D matedai from rights-of-way within the unincorporated portions of PBC. Municipalities will be allowed to use these sites upon approval of the SWA EMC. A valid load ticket (See Enclosure 6) must accompany Palm Beach County Debris Management Plan all material delivered to a SWA C&D DM by SWA contractors. All matedal deposited at C&D DM sites will eventually be taken a properly permitted landfill for final disposal. The SWA EMC may direct contractors to bypass C&D DM sites and approve the hauling of mixed C&D debris directly to a propedy permitted landfill for disposal. The Debris Contract Administration Team (DCAT) will assist the SWA EMC by monitoring the Contractor's performance for debds removal and disposal operations in each Debds Zone. The DCAT will provide Field Inspection Teams consisting of DCAT and SWA personnel. The Field Inspection Teams will monitor all Contractor operations. The Contractor will keep the DCAT staff informed of cleanup progress and any problems encountered or expected. Residents will be encouraged to segregate HHW at curbside. However, small amounts of HHW may be mixed in with material deposited at the DM sites. Therefore, 'the Contractor must be prepared to place, any HHW in a separate enclosed-and lined area for temporary storage. The Contractor will report any accumulation of HHW at the DM sites to the DCAT staff. The DCAT staff will notify the SWA's I-lazardous Waste Services who will coordinate for removal and disposal. The Contractor will restore the DM sites as close to the original condition as is practical so that it does not impair futura land uses. Ail sites are to be restored to the satisfaction of the SWA with the intent of maintaining the utility of each site. Loading Site and Disposal Site MonitorS Loading Site and Disposal Site Monitors will be provided by either the SWA or from other PBC sources and from the DCAT, if activated. The Loading Site Inspectors will be assigned to each Contractor loading site within designated Debris Zones. The Loading Site Monitor will initiate the load tickets (See Enclosure 6) that verify that the debris being picked up is eligible under the terms of the contract. Disposal Site Monitors will be stationed at all DM sites and landfill disposal site for the purpose of verifying the quantity of material being hauled by the Disaster Debris Removal and Disposal Contractor through the use of load tickets. The Contractor shall construct and maintain Inspection Stations at each DM sites and landfill disposal site. The inspection stations will consist of an inspection tower with furniture and portable sanitary facilities. The Contractor will construct the inspection towers of pressure treated wood with a floor elevation that affords the Disposal Site Monitor a complete view of the load bed of each piece of equipment being utilized to haul debris. A Disposal Site Monitor will be located at each inspection station to vedfy the load and estimate the volume in cubic yards. The Disposal Site Monitors will estimate the cubic yards of debds in each truck entering the Contractor's selected DM sites or landfill disposal site and will record the estimated quantity on pre-numbered debds load tickets. 17 Palm Beach County Debds Management Plan The Contractor will only be paid based on the number of cubic yards of matedal deposited at the disposal site as recorded on the debds load tickets. A sample debds load ticket is provided as Enclosure 6. The Contractor will be paid based on the number of cubic yards of eligible debris hauled per truckload. One part of the debds load ticket will be given to the truck driver and the other retained by the Disposal Site Monitor. The truck driver's portion of the load ticket will be turned in daily to their supervisor. The Disposal Site Monitor's copy will be turned in daily to the DC^T manager. Payment for hauling debris will only be approved upon presentation of the duplicate debds load ticket with the Contractor's invoice. Contractor invoices will be processed by the DCAT within seven days of receipt. Field Inspection Team The DCAT, SWA and designated PBC departments will provide Field InSpection Team personnel responsible for monitoring ali Contra .~. or debris removal and disposal operations. The Field Inspection Teams will periodically inspect each DM site I~ ensure that operations are being followed as specified in the Debris Removal and Disposal Contract with respect to local, State and Federal regulations and the DM site Baseline Checklist (See Enclosure 5). Each Field Inspection Team will submit a dally written report to the DCAT manager ouffining their observations with respect to the following: · Is the Contractor using the site propedy with respect to layout and environmental considerations? · Has the Contractor established lined temporary storage areas for ash, household hazardous wastes and other materials that can contaminate soils and groundwater?. · Has. the Contractor established environmental controls in equipment staging areas, fueling and equipment repair areas to prevent and mitigate spills of petroleum products and hydraulic fluids? · Are plastic liners in place under stationary equipment such as generators and mobile lighting plants? · Has the Contractor established appropriate rodent control measures? · Are bum sites constructed and operating according to Enclosure 7? · Has the Contractor establish procedure to mitigate: · Smoke - Are the incineration pits constructed properly and being operated according to the contract statement of work? · Dust- Are water trucks employed to keep the dust down? · Noise - Have berms or other noise abatement procedures be~n employed? · Traffic - Does the DM sites site have a suitable layout for ingress and egress to help traffic flow? Field Inspection reports will also include observations at loading sites and the locations of any illegal dumping sites. Palm Beach County Debds Management Plan DM Site Setup and Closeout Procedures The Contractor will be responsible for preparing and closing out a DM site according to specification in the Debris Removal and Disposal Contract. Enclosure 5 is a DM Site Setup and Closeout Guideline for the Field Inspection Team and other interested agencies. Private Property Debris Removal Dangerous structures should be the responsibility of the owner to demolish in order to protect the health and safety of adjacent residents. However, experience has shown that unsafe structures will remain because of the lack of insurance or absentee landlords. Care must be exercised to ensure that the PBC Building Inspection Department properly identifies structures. The SWA EMC will coordinate with the PBC Building Inspection Department regarding: · Demolition of private structures. · Removing debris from private property. · Local law and/or code enforcement agencies. · Historic and archaeological sites. · Qualified environmental Contractors to remove hazardous waste such as asbestos and lead-based painL · Abandoned vehicles. · Receipt of Right of Entry Agreements with landowners. (See Enclosure. 8) ORGANIZATION AND RESPONSIBILITIES PBC Engineering and Public Works Department The Director of PBC Engineering and Public Works will be designated as the Palm Beach County Debris Manager. The PBC Debris Manager will be responsible for, but not limited to, the following with respect to any and all debris management issues: · Keep the Palm Beach County Commissioners briefed on the status of the debris removal and disposal oPeration. · Assure that PBC is represented at all meetings with other government and private agencies involved with the debris cleanup operation. The CEMP and Annexes are based upon the concept that the emergency functions for various functional areas of PBCENG involved in emergency management and operations will generally parallel day-to-day functions. Therefore, it is essential for PBCENG to be prepared to carry out disaster response and short-term actions that are assigned by the PBCENG Debris Coordinator located at the EOC. (See Figure 1) 19 Palm Beach County Debris Management Plan PBCENG will assign a PBCENG Debris Coordinator to the EOC using established procedures. All information pertaining to debds clearing (Phase I) will be forwarded through the PBCENG Debds Coordinator. The PBCENG Debds Coordinator will represent the PBCENG Director at all DMC meetings. The purpose of the PBCENG Debris Coordinator is to coordinate and direct the use of PBCENG debris clearing and cleanup personnel and equipment according to existing standard operating procedures. SWA and P&R will supplement PBCENG with personnel and equipment to assist in the Phase I debris clearance operations as required. PBCENG Debds Coordinator will focus on assigning crews to clear debds according to established priorities in specific Debris Zones. Personnel and equipment from SWA, P&R, and local contractors will supplement PBCENG forces. Phase I debds clearance operations will be executed by PBCENG crews located at the following locations. Crews and equipment may be relocated to other locations based on the type of disaster. (Need to identify locations) Supporting elements from either SWA or P&R will report to the designated PBCENG locations as directed by the PBCENG Debris Coordinator. PBCENG will provide GIS/CADD support to the DMC staff as required. Solid Waste Authority of Palm Beach County The Solid Waste Authority Executive Director will be required to support PBCENG debris operations by staffing a Debris Management Center (DMC) following a major natural debris-generating event. (See Figure 2) The SWA Executive Director will appoint a SWA Emergency Management Coordinator (EMC) who will be responsible for daily operational control of the DMC. The SWA Executive Director will assign a SWA EOC Representative to the PBC EOC using established procedures. All information pertaining to debris clearing, removal, reduction or disposal will be forwarded from the EOC staff through the SWA EOC Representative directly to the SWA EMC. The SWA EMC will exercise operational control over all PBC departments and outside agencies assigned to the DMC with respect to debris clearing, removal and disposal operations in coordination with the PBCENG Debris Coordinator. This staff constitutes the operating element of the DMC and will be located at the SWA Administration Building, 7501 North Job Road, West Palm Beach, FL. The SWA is responsible for providing communications and logistic support to the DMC staff. Palm Beach County Debris Management Plan The SWA Executive Director will be responsible for, but not limited to, the following with respect to all debris management issues: · Keep the PBC Debris Manager and EOC staff bdefed on the status of the debris cleanup operation. Represent the SWA in all meetings with other govemment and private agencies involved with the debris cleanup operation. · Call any needed emergency del~ris coordinating meetings.. · Ensure that the DMC is provided all required staff support. Key SWA staff members will be assigned to the DMC staff for the sole purpose of coordinating and directing the use of SWA personnel and equipment according to existing standard operating procedures. SWA will supplement PBCENG with equipment to assist in the Phase I debris clearance operations as required. SWA will provide CADD support to the DMC staff. The SW^ Managing Director will coordinate all non-emergency solid waste management activities through the existing SW^ organizational structure. PBC Parks & Recreation Department The PBC P&R Department-will play a supporting role to both SWA and PE~CENG by providing specialized equipment and personnel to assist in Phase I and Phase II debris cleanup operations. PBC P&R will asSign a P&R Debris Coordinator to work at the EOC for the sole purpose of coordinating requests for P&R personnel and equipment. Actions will focus on supporting PBCENG and SWA with specialized equipment and debris removal from PBC parks and recreational facilities. The P&R Debris Coordinator will keep track of Debris Zone assignments and progress of the debris cleanup operations. The P&R Debris Coordinator will-also keep the SWA EOC Representative and other department coordinators informed of cleanup progress and any problems encountered or expected. Debris Contract Administrative Team The Debris Contract Administrative Team (DCAT) is a contractor operation under the SWA's Debris Management Contract. The SWA will activate this team by Task Order for training and in advance of a potential debris-generating event. 2! Palm Beach County Debris Management Plan Pre-Storm Administrative Actions. The Debds Management Consultant will be activated to conduct an annual Debds Management Workshop with the Contractors and other DMC staff to review the Debds Management Plan procedures and to ensure that the DCAT operation works smoothly. Items of discussion _will include: · Contractor responsibility · Mobilization sites · Logistical support · Pre-storm mobilization · Procedures for call-up of Contractor personnel and eqUipment · Haul routing · Contractor vehicle identification and registration · Debris hauling load ticket administration · Mobilization and operation of the DM sites · Contractor payment request submission, review, and verification · Special procedures for HHW · DM site closure requirements Pre-Storm Activation Actions. The SWA Debris Management Consultant will be notified by the SWA upon notice of a Category I or above hurricane or other situation that could generate large volumes of debris. The Debris Management Consultant will establish presence and coordinate with the SWA should the situation dictate the activation of the DCAT. The Debris Consultant will notify all DCAT members and place them on alert status to be prepared to move into the Palm Beach area within 12-hours after receipt of a Notice to Proceed from the SWA. The DCAT will function as part of the DMC located at SWA Administration Building, 7501 North Jog Road, West Palm Beach, FL. Post-Storm Actions. The Debris Management Consultant will provide overall supervision of the DCAT. A Team Manager will exercise daily operational control of the DCAT staff. A DCAT liaison officer will locate at the PBC EOC' and will work directly with the SWA EOC Representative if required. The DCAT staff will recommend assignment of disaster Debris Removal and Disposal Contractors based on PBC's twelve (12) Debds Zones (See Enclosure 1) according to information received from the SWA EOC Representative located at the EOC and directions from the SWA EMC. 22 Palm Beach County Debris Management Plan The DCAT staff will administer and provide oversight of the disaster Debds Removal and Disposal Contractor's efforts. Specific actions will include the following: · Planning, DM sites inspection, quality control and other contract administration functions. · Receive and-review all SWA Disposal Site Monitors' verified debris load tickets. · Make recommendations on SWA, PBCENG and Contractor work assignments and priorities based on the 12 Debds Zones. · Report on progress and prepare status briefings. · Provide input to the PlO on debris removal and disposal activities. · Ensure that debris clearance, removal, and disposal operations are in keeping with the Hurricane Clean Up Emergency Guidelines. (See Enclosure 9) The DCAT will coordinate with the SWA's Pumhasing Agent on all contracting questions. The DCAT will have a qualified hazardous materials specialist available with extensive experience in post-disaster cleanup of HHW and facilities with lead-basad paint and/or asbestos if required. The DCAT will supervise Field Inspection Teams made up of DCAT and SWA personnel to observe contractor activities. The Field Inspection Teams will act as the 'eyes and ears' for the DCAT to ensure that safety requirements stated in the contracts are closely monitored. The DCAT will also provide training for the SWA's Load Site Monitors and Disposal Site Monitors to ensure that accurate load quantities are being properly recorded on pre- printed load tickets. The DCAT Contract Specialist will maintain daily contact with apPropriate counterparts in the SWA with respect to reporting requirements and ongoing Contract matters. The DCAT staff will assist the DMC staff with respect to reconciling Contractor load tickets against load tickets submitted by the SWA's Disposal Site Monitors. The results will be submitted to the EMC within seven days of receipt. PBC DEPARTMENT AND AGENCY RESPONSIBILITIES Palm Beach County Information Systems Services · Provide GIS/CADE) backup support on a pdodty as needed basis. · Point of Contact: Kelly W. Ratchinsky, Countywide GIS Coordinator (561) 355-4275 or Penny L. Anderson, (561) 355-4371. Palm Beach County Debris Management Plan Palm Beach County Engineering and Public Works Department, Geoprocessing Section . Provide GIS/CADD support on a priority as needed basis. · Point of Coqtact: Ken Rogers (561) 684-4090 Palm Beach County Engineering and Public Works Department, Road and Bridge Division · Provide PBCENG Debris Coordinator to the PBC EOC. · Provide a prioritized listing of critical facilities and mutes that PBCENG will concentrate their debris clearing (Phase I) operations. · Provide locations of PBCENG equipment staging sites. Palm Beach County Department of Airports · Provide space for a possible C&D DM site on the parcel of land near the Palm Beach International Airport that was purchased for noise abatement. Burning will not take place on this site. Palm Beach County Fire-Rescue Department · Respond to fire at DM sites. · Respond to request to investigate and handle hazardous materials incidents. · Approve DM bum sites in accordance with appropriate state and local requirements to ensure safe burning. · Issue bans on open burning based upon assessment of local conditions countywide and ensures information dissemination. Palm. Beach County Public Safety Department · Assist in monitoring illegal dumping activities. · Assist in monitoring DM sites to ensure compliance regulations. with local and state safety Palm Beach County Sheriffs Department · Assist in monitoring illegal dumping activities. · Coordinate traffic control at all loading sites and at entrances to and from DM sites. Palm Beach County Health Department · Assists in monitoring DM sites operations and closeout activities. · Assistance as necessary on all environmental and health issues. Palm Beach County Parks and Recreation Department · Assist in DM site investigations. · Provide digital map files of all identified P&R DM sites. · Point of Contact: Eric Call (561) 966-6613 · Point of Contact for digital maps: Bob Hamilton (561) 966-6667 24 Palm Beach County Debris Management Plan ADMINISTRATION AND LOGISTICS All Palm Beach County departments and agencies will document personnel, equipment, load tickets, and material resources used to comply with this plan. ~Documentafion will be used to support reimbursement from any Federal assistance that may be requested or required. All PBC departments and agencies supporting debris operations will ensure 24-hour staffing capability during implementation of this plan, if the emergency or disaster requires. PBCENG is responsible for the annual review and of this Debris. Management Plan in conjunction with the SWA and P&R. It will be the responsibility of each tasked department and agency to update its respective portion of the plan and ensure any limitations and shortfalls are identified, and documented, and work-around procedures developed, if necessary ......... REFERENCES Emergency Support Function (ESF) 3 Annex to the PBC Col/ll~'ehel~ive Emergency Management Plan (CEMP). ENCLOSURES Enclosure 1: Debds Zone Index Map Enclosure 2: Cdtical Facilities (To be published) Enclosure 3: Debds Zone Estimate and Municipal Debris Estimate Tables Enclosure 4: Debds Management Sites Enclosure 5: Debris Management Site Setup and Closeout Guideline Enclosure Enclosure Enclosure Enclosure 6: Sample Debris Load Tmket 7: Environmental checklist for Air Curtain Pit Bumem 8: Right of Entry Agreement 9: Hurricane Clean Up Emergency Guidelines ;[5 Palm Beach County Debris Management Plan PALM BEACH COUNTY DEBRIS ZONE INDEX MAP Enclosure 1 Palm Beach County Debris Management Plan PALM BEACH COUNTY CRITICAL FACILITIES (To be Published) Enclosure 2 27 Critical Facilities Palm Beach County Debds Management Plan (To Be Published) PBC Police Department Substations Substation Name Street Address PBC Fire -Rescue Stations Station Number Street Address Aviation Facilities Emergency Management Facility PBC Administrative Center Engineering and Public Works Department Solid Waste Authority Hospitals Health Department Clinics Evacuation Centers Red Cross Shelters Palm Beach County Debris Management Plan PALM BEACH COUNTY DEBRIS ZONE ESTIMATE AND MUNICIPAL DEBRIS ESTIMATE TABLES Enclosure 3 29 Palm Beach County Debds Management Plan Note: Debris Zones Estimated Number Of Estimated Debris Single Family Homes. 1 4,476 226,933 CY 2 17,230 873,561 CY 3 34,783 1,763,498 CY 4 17;433 883,853 CY 5 33.426 1,694.698 CY 6 17,562 890.393 CY 7 52,426 2.657,998 CY 8 40.014 2.028,'~10 CY ==, 9 27,136 1.375,795 CY 10 52.264 2,64..9.,785 CY '" 11 1,161 58,863 CY 12 3,590 182,013 CY Total 301,501 15,268,100 CY Table 1 Debds Zone Estimates Estimated Debris based on 50% of single, family homes Estimated debris totals include.all municipalities within each debris zone 3O Palm Beach County Debris Management Plan Municipalities Estimated Number Of Estimated Debris Single Family Homes Atlantis 905 45,883 CY Belle Glade 2,651 134,406 CY Boca Raton 20,190 1,023,633 CY Bo.ynton Beach 15,714 796,700 CY Bdny Breezes 7 355 CY Cloud Lake 51 2,586 CY Delray Beach 14,040 711,828 CY Glen Ridge 77 3,904 CY Golf 163 8,264 CY G~'eenacres 6,747 342,073 CY Gulf Stream 310 15,717 CY Haverhill 473" 23,981 CY Highland Beach 332 16,832 CY Hypoluxo 439 22,257 cY Juno Beach 680 34,476 CY Jupiter 12,385 627,919 CY Jupiter Inlet Colony 228 11,560 CY Lake Clark Shores 1,396 70,/1/CY Lake Park 1,563 79,244 CY Lake Worth 8,703 441,242 CY Lantana 2,514 127,460 CY M~gnolia Park 251, 12,726 CY Manalapan 186 9,430 CY North Palm Beach 2,464 124,925 CY Ocean Ridge 594 30,116 CY Pahokee 1,091 55,314 CY Palm Beach 2,538 128,677 CY Palm Beach Gardens 13,706. 694,894 CY Palm Beach Shores 428 21,700 CY Palm Springs 2,603 131,972 CY Rivera Beach 7,593 344,912 CY South Bay 667- 33,817 CY South Palm Beach 27 1,369 CY Tequesta 1,719 · 87,153 CY Wellington 12, 777 647,749 'CY West Palm Beach 20,847 1,056,943 CY Total 157,059 7,922,785 CY Note: Table 2 Municipal Debris Estimates Estimated Debris based on 50% of single family homes Palm Beach County Debds Management Plan PALM BEACH COUNTY DEBRIS MANAGEMENT SITES Enclosure 4 Palm Beach County Debris Management Plan SITE SITE LOCATION POTENTIAL POTENTIAL POTENTIAL DEBRIS C&D TRANSFER~ MULCH ONLY MANAGEMENT ONLY SITE SITE SITE .... 1Cross State Landfill-on west " X side of Pike Road, between Belvedere and Southern 2 Lantana Landfill-on north side of X Lantana Road, between Hwy 441 and Lyons Road 3 SWA Site 7, Main Complex- X North Jog Road 4 John Pdnce Park-on east side of X Congress Avenue, between Lake Worth Road and Lantana Road 5 Future West Boynton Distdct X Park-east side of Jog Road. south of Northtree Blvd., behind proposed-school land 6 Dyer Park/Landfill-intersection of X Dyer and Haverhill Road 7 South County Regional Park- X between Yamato Road and Glades Road, bordering Loxahatchie National Wildlife ]Refuge 34 City of Belle Glade Dump, 2500 X block of West Canal Street South 35 Pahokee Landfill, east of State X Market Road(Hwy 729), north of Rock Pit Road PALM BEACH COUNTY DEBRIS MANAGEMENT SITES Palm Beach County Debds Management Plan PALM BEACH COUNTY DEBRIS MANAGEMENT SITE SETUP AND cLOSEOUT GUIDELINE Enclosure 5 34 Palm Beach County Debris Management Plan Debris Management Site Setup and Closeout Guideline DM Site Setup. The topography and soil/substrate conditions should be evaluated to determine best site layout. When planning site preparation, think of ways to make restoration easier. For example, if the local soils are very thin, the topsoil can be scraped to bedrock and stockpiled in perimeter berms. Upor~ site closeout, the uncontaminated soil can be spread to preserve the integrity of the tillable soils. The following site baseline data checklist should be used to evaluate a site before a contractor begins operations and used during and after to ensure that site conditions are properly documented. Debris Management Site Baseline Data Checklist Before activities begin. [] [] O 0 [] 0 Take ground or aerial video/photographs. Note important features, such as structures, fences, cuk, erts, and landscaping. Take random soil samples. Take random groundwater samples. Take water samples from existing wells. Check the site for volatile organic compounds. After activities begin. O Cl 0 Establish groundwater-monitoring wells. Take groundwater samples. Take spot soil samples at household hazardous waste, ash, and fuel storage areas. Progressive updates. [] 0 Update videos/photographs. Update maps/sketches of site layout. Update quality assurance reports, fuel spill reports, etc. Palm Beach County Debds Management Plan DM Site Operations. Lined temporary storage areas should be established for ash, household hazardous waste, fuels, and other materials that may contaminate soils and groundwater. Plastic liners should be placed under stationary equipment such as generators and mobile lighting plants. These actions should be included as a requirement in the contract scope of work. If the site is also an equipment storage area, fueling and equipment repair should be monitored to prevent and mitigate spills of petroleum products and hydraulic fluids. Be aware of and lessen the effects of operations that might irritate occupants of neighboring areas. Establishment of a buffer zone can abate concerns over smoke, dust, noise, and traffic. Consider on-site traffic pattems and segregate materials based on planned volume reduction methods. Operations that modify the landscape, such as substrate compaction and over excavation of soils when loading debris for final disposal, will adversely affect landscape restoration. Debris removal/disposal should be viewed as a multi-staged operation with continuous volume reduction. There should be no significant accumulation of debris at temporary storage sites. Instead, debris should be constantly flowing to bumers and grinders,, or recycled with the residue and mixed construction and demolition materials going to a landfill. DM site Closeout Inspection. Each DM sites will eventually be emptied of all material and be restored to its previous condition and use. The Contractor is required to remove and dispose of all mixed debris, construction and demolition debris, and debris residue to approved landfills. Appropriate PBC inspectors will monitor ali closeout activities to ensure that the Contractor complies with the Debris Removal and Disposal Contract. Additional measures may be necessary to meet local, State, and Federal environmental requirements because of the nature of 'the DM sites operation. DM site Closeout Planning. The Contractor must assure the SWA that all DM sites are properly remediated. There will be significant costs associated with this operation as well as close scrutiny by the local press and environmental groups. Site remediation will go smoothly if baseline data collection and site operation procedures are followed. Palm Beach County Oebris Management Plan DM site Closeout Steps: 1. Contractor responsible for removing all debds from the site. 2. Contractor conducts an environmental assessment with SWA and landowner. 3. Contractor develops a remediation plan. 4. Remediation plan reviewed by SWA, landowner, and appropriate environmental agency. 5. Remediation plan approved by the appropriate environmental agency. 6. Contractor executes the plan. 7. Contractor obtains acceptance from SWA, appropriate environmental agency, and the landowner. DM site Remediation. During the debris removal process and after the material has been removed from each of the DM sites, environmental monitoring will be needed to close each of the sites. This is to ensure that no long-term environmental contamination is left on the site. The monitoring should be done on three different media: ash, soil, and groundwater. · Ash. The monitoring of the ash should consist of chemical testing to determine the suitability of the matedal for either agricultural use or as a landfill cover material. · Soil. Monitoring of the soils should be by portable inspection methods to determine if any of the soils are contaminated by volatile hydrocarbons. The Contractors may do this if it is determined that hazardous material, such as oil or diesel fuel was spilled on the site. This phase of the monitoring should be done after the stockpiles are removed from the site. · Ground Water. The monitoring of the groundwater should be done to determine the probable effects of rainfall leaching through either the ash areas or the stockpile areas. DM site Closeout Coordination. The Contractor will coordinate the following closeout requirements through the DCAT . staff: · Coordinate with local and State officials responsible for construction, real estate, contracting, project management, and legal counsel regarding requirements and support for implementation of a site remediation plan. · Establish an independent testing and monitoring program. The contractor is responsible for environmental restoration of both public and leased sites. The Contractor will also remove all debris from sites for final disposal at landfills prior to closure. · Reference appropriate and applicable environmental regulations. · Prioritize site closures: · Schedule closeout activities. 37 Palm Beach County Debris Management Plan · Determine separate protocols for ash, soil and water testing. · Develop decision cdteda for certifying satisfactory closure based on limited baseline- information. · Develop administrative procedures and contractual arrangements for closure phase. · Inform local and State environmental agencies regarding acceptability of program and established requirements. · Designate approving authority to review and evaluate Contractor closure activities and progress. · Retain staff during closure phase to develop site-specific remediation for sites, as needed, based on information obtained from the closure checklist shown below. Debris Management Site Closure Checklist [] [] 0 0 0 0 n Site number and location. Date closure complete. Household hazardous waste removed. Contractor equipment and temporary structures removed Contractor petroleum spills mmediated. Ash piles removed. Comparison of baseline information to conditions after the contractor has vacated the temporary site. Appendices. · Closure documents. · Contracting status reports. · ContmcL · Testing results. · correspondence. · Narrative responses. 38 Palm Beach County Debris Management Plan PALM BEACH COUNTY SAMPLE DEBRIS LOAD TICKET Enclosure 6 Palm Beach County Debris Management Plan Palm Beach County Solid Waste Authority Load Ticket Ticket Number: 000001 Contract Number:' Contractor's Name: Date: Driver's Name & Driver's License Number: Truck License Number: Measured Bed Capacity in Cubic yards: Pickup Site Location: Time: Debris Classification: Burnable (Clean Woody Debris) Non-Burnable (Treated Lumber, Met'al~, C&D) Mixed ( Burnable and Non-Burnable) Othe~ (Define) Printed Name of SWA Loading Si{e Monitor: Signature: Debris Disposal Site Location: Time: EStimated Quantity of Debris on Truck: Cubic Yards Printed Name of SWA Disp(~sal Site Monitor: Sign .a. ture: Remarks: Sample Load Ticket 40 Palm Beach County Debds Management Plan PALM BEACH COUNTY ENVIRONMENTAL CHECKLIST FOR AIR CURTAIN PIT BURNERS Enclosure 7 41 Palm Beach County Debds Management Plan Environmental Checklist for Air Curtain Pit Burners Incineration site inspections will also include an assessment of the environmental controls being used by the Contractor. Environmental controls are essential for all incineration methods, and the following will be monitored. [3 [] [] [] [] [] [] [] A setback of at least 100 feet should be maintained between the debds piles and the incineration area. Keep at least 1,000 feet between the incineration area and the nearest building. Contractor should use fencing and warning signs to keep the public away from the incineration area. The fire should be extinguished approximately two hours before anticipated removal of the ash mound. The ash mound should be removed when it reaches 2 feet below the lip of the incineration pit. The incineration area should be placed in an aboveground or below ground pit that is n° wider than 8 feet and between 9 and 14 feet deep. Above ground incineration pits should be constructed with limestone and reinforced with earth anchors or wire mesh to support the weight of the loaders. There should be a 1-foot impervious layer of clay or limestone on the bottom of the pit to seal the ash from the aquifer. The ends of the pits should be sealed with dirt or ash to a height of 4 feet. A 12-inch dirt seal should be placed on the lip of the incineration pit area to seal the blower nozzle. The nozzle should be 3 to 6 inches from the end of the pit. There should be 1-foot high, unbumable warning stops along the edge of the pit's length to prevent the loader from damaging the lip of the incineration pit. Hazardous or contaminated ignitable matedai should not be placed in the pit. This is to prevent contained explosions. The airflow should hit the wall of the pit about 2 feet below the top edge of the pit, and the debris should not break the path of the airflow except during dumping. The pit should be no longer than the length of the blower system and the pit should be loaded uniformly along its length. 42 Palm Beach County Debris Management Plan Overview of an Air Curtain NOZZLE AIR CURTAIN IMPERVIOUS/ LAYER 0 peration PiT WALL, EITHER DIRT OR PRE- MANUFACTURED Air Curtain Pit Burner 1' Wheel Stop Blower Nozzel -- Air Curtain Blower -'8' Max Width Existing Ground 43 Palm Beach County Debris Management Plan Right of Entry Agreement I/We , the owner(s) of the property commonly identified as , (street) , , State of (city/town) (county) do hereby grant and give freely and without coercion, the right of access and entry to said property in the County/City of , its agencies, contractors, and subcontractors thereof, for the purpose of removing and clearing any or all storm-generated debris of whatever nature from the above described property. It is fully understood that this permit is not an obligation to perform debris clearance. The undersigned agrees and warrants to hold harmless the City/County of , State of , its agencies, contractors, and subcontractors, for damage of any type, whatsoever, either to the above described property or persons situated thereon and hereby release, discharge, and waive any action, either legal or equitable that might arise out of any activities on the above described property. The property owner(s) will mark any storm damaged sewer lines, water lines, and other utility lines located on the described property. I/We (have , have not ) (will , will not ) received any compensation for debris removal from any other source including SBA, ASCS, private insurance, individual and family grant program Or any other public assistance program. ! will report for this property any insurance settlements to me or my family for debris removal that has been performed at government expense. For the considerations and purposes set forth herein, I set my hand this day of ,19__. Witness Owner Owner Telephone Number and Address EnClosure 8 44 Palm Beach County Debds Management Plan PALM BEACH COUNTY HURRICANE CLEAN UP EMERGENCY GUIDELINES Enclosure 9 45 Palm Beach County Debris Management Plan Construction and Demolition Debris Management Site Operational Guidelines When local govemments are preparing temporary facilities for handling debris resulting from the cleanup efforts due to hurricane damage, the following guidelines should be considered when establishing Debris Management Sites (DM sites) for Construction & Demolition (C&D) debris.. These guidelines apply only to sites for staging/transferring C&D storm debris (roof shingles/roofing materials, carpet, insulation, wallboard, treated and painted lumber, etc.). Arrangements should be made to screen out unsuitable materials, such as household garbage, white goods, asbestos containing materials (ACM's), and household hazardous waste. Debris Management Sites Locating DM sites for staging/transferring C&D waste can be accomplished by evaluating potential sites and by revisit sites used in the past to see if site conditions have changed or if the surrounding areas have changed significantly 'to alter the use of the site. The following guidelines are presented in locating a site for "staging/transferring" and are considered "minimum standards" for selecting a site for use: Sites should be located outside of identifiable or known floodplain and flood prone areas; consult the Flood Insurance Rate Map for the location in your county to verify these areas. Due to heavy rains associated with hurricanes and saturated conditions that result, flooding may occur more frequently than normally expected. Hauler unloading areas for incoming C&D debris material should be at a minimum 100 feet from all surface waters of the state. "Waters of the state" includes but is not limited to small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels, ponds, wetlands, etc. Storage areas for incoming C&D debris shall be at least 100 feet from the site property boundaries, on-site buildings/structures, and septic tanks with leach fields or at least 250 feet from off-site residential dwellings, commercial or public structures, and potable water supply wells, whichever is greater. Materials separated from incoming C&D debris (white goods, scrap metal, etc.) shall be at least 50 feet from site property lines. Other non-transferable C&D wastes (household garbage, larger containers of liquid, household hazardous waste shall be placed in containers and transported to the appropriate facilities as soon as possible. Palm Beach County Debris Management Plan Sites that have identified wetlands should be avoided, if possible. If wetlands exist or_ wetland features appear at a potential sites the areas should be flagged and a 100- foot buffer shall be maintained for all activities on-going at the site. Sites bisected bY overhead power transmission lines need careful consideration due to large dump body trucks/trailers used to haul debds, and underground utilities need to be identified due to the potential for site disturbance by truck/equipment traffic and possible site grading. Sites shall haVe an attendant(s) during operating hours to minimize the acceptance of unapproved materials and to provide directions to haulers and private citizens bringing in debris. Sites should be secure after operating hours to prevent unauthorized access to the site. Temporary measures to limit access to the site could be the use of trucks or equipment to block entry. Gates, cables, or swing pipes should be installed as soon as possible for permanent access control, if a site is to be used longer than two weeks. When possible, signs should be installed to inform haulers and the general public on types of waste accepted, hours of operation, and who to contact in case of after hours emergency. 10. Final written approval is required from the SWA EMC to consider any debris management site to be closed. Closure of processing/recycling sites shall:'be within one (1) year of receiving waste. If site operations, will be necessary beyond this time frame, permitting of the site by the Solid Waste Section may be required, if conditions at the .site become injurious to public health and the environment, then the site shall be closed until conditions are corrected or permanently closed. Closure of sites shall be in accordance with the closure and restoration of temporary debris management sites guidelines. 47 Palm Beach County Debds Management Plan Establishing Debris Management Sites for Burning and Grinding Operations General When preparing temporary facilities for handling debris resulting from the clean up efforts due to hurricane damage, the following guidelines should be considered when establishing Debris Management Sites (DM sites) for Burning and Grinding Operations. These guidelines apply only to sites for grinding or burning vegetative storm debris (yard waste, trees, limbs, stumps, branches, and untreated or unpainted wood). Arrangements should be made to screen out unsuitable materials. The two method (s) of managing vegetative and land clearing storm debris is "chipping/grinding" for use in landscape mulch, compost preparation, and industrial boiler fuel or using an "air curtain burner (ACB)", with the resulting ash-being land applied as a liming agent or incorporated into a finished compost product as needed. Chipping and Grinding DM sites Locating DM sites for chipping/grinding of vegetative and land clearing debris will require a detailed evaluation of potential sites and possible revisits at future dates to see if site conditions have changed or if the surrounding areas have changed significantly to alter the use of the site. The following guidelines are presented in locating a site for "chipping/grinding" and are considered "minimum standards" for selecting a site for use: Sites should be located outside of identifiable or known floodplain and flood prone areas; consult the Flood Insurance Rate Map for the location in your county to verify these areas. Due to heavy rains associated with hurricanes and saturated conditions that result, flooding may occur more frequently than normally expected. Storage areas for incoming debris and processed material should be at a minimum 100 feet from all surface waters of the state. '~/Vaters of the state" includes but is not limited to small creeks, streams, watercourses, ditches that maintain .seasonal groundwater levels, ponds, wetlands, etc. Storage areas for incoming debris and processed material shall be at least 100 feet from the site property boundaries and on-site buildings/structures. Management of processed material shall be in accordance with the guidelines for reducing the potential for spontaneous combustion in compost/mulch piles. 48 Palm Beach County Debris Management Plan Storage areas for incoming debris shall be located at least 100 feet from residential dwellings, commercial or public structures, potable water supply wells, and septic tanks with leach fields. 5. Sites that have identified wetlands should be avoided, if possible. If wetlands exist or wetland featureS appear at a potential site, the areas shall be flagged and a 100-foot buffer shall be maintained for all activities on-going at the site. 6. Sites bisected by overhead power transmission lines need careful consideration due to large dump body trucks/trailers used to haul debris, and underground utilities need to be identified due to the potential for site disturbance by truck/equipment traffic and possible site grading. 7. Sites shall have an attendant(s) during operating hours to minimize the acceptance of unapproved materials and to provide directions to haulem and private citizens bringing in debris. 8. SEes should be secure after operating houm to prevent unauthorized access to the site. Temporary measures to lime access to the site could be the use of trucks or equipment to block enfly. Gates, cables, or swing pipes should be installed as soon as possible for permanent access control, if a site is. to be used longer than two weeks. Sites should have adequate access that prohibits traffic from backing onto public rights-of-way or blocking primary and/or secondary roads to the site. When possible, signs should be installed to inform haulers and the general public on types of waste accepted, hours of operation, and who to contact in case of an after hours emergency. lO. Grinding of clean wood waste such as pallets and segregated non-painted/non- treated dimensional lumber is allowed. 11.Final wdttan approval is required from the SWA EMC to consider any debris management site to be dosed. Closure of staging and processing sees shall be within six (6) months of receiving waste. If site operations will be necessary beyond this time frame, permitting of the site may be required. If conditions at the site become injurious to public health and the environment, then the site shall be closed until conditions are corrected or permanently closed. Closure of sites shall be in accordance with the closure and restoration guidelines for DM sites. Air Curtain Burner Sites Locating sites that are intended for air curtain buming (ACB) operations is a coordinated effort between the Solid Waste Authority and local air quality officials for evaluating the surrounding areas and to reevaluate potential sites used in the pasL The following guidelines are presented for selecting an ACB site and operational requirements once a site is in use: 49 o o 7~ Palm Beach County Debris Management Plan Contact the local fire marshal or fire department for input into site selection in order to minimize the potential 'for fire hazards, other potential problems related to fire~ fighting that could be presented by the location of the site; and to ensure that adequate fire protection resources area available in the event of an emergency. The requirements for ACB device(s), in accordance with local air quality rules require the following buffers: a minimum of 500 feet from the ACB device to homes, dwellings and other structures and ;250 feet from roadways. Contact the local office of air quality for updates or changes to their requirements. Sites should be located outside of identifiable or known floodplain and flood prone areas; consult the Flood Insurance Rate Map for the location in your county to verify these areas. Due to heavy rains associated with hurricanes and saturated conditions that result, flooding may occur more frequently than normally expected. If ACB pit devices are utilized, a minimum two-foot separation to the seasonal high water table is recommended. A larger buffer to the seasonal high water table may be necessary due to on-site soil conditions and topography. Storage areas for incoming debds should be at a minimum 100 feet from all surface waters of the state. "Waters of the state" includes but is not limited to small creeks, streams, watercourses, ditches that maintain seasonal groundwater levels, ponds, wetlands, etc. Storage areas for incoming debris shall be' located at least 100 feet from property boundaries and on-site buildings/structures. Air Curtain Bumers in use should be located at least 200 feet from on-site storage areas for incoming debris, on-site dwellings and other structures, potable water supply wells, and septic tanks and leaching fields. Wood ash stored on-site shall be located at least 200 feet from storage areas for incoming debds, processed mulch or tub grinders (if a grinding site and ACB site is located on the same property). Wood ash shall be wetted pdor to removal from the ACB device or earth pit and placed in storage. If the wood ash is to be stored prior to removal from the site, then rewetting may be necessary to minimize airborne emissions. Palm Beach County Debris Management Plan Wood ash to be land applied on site or off site shall be managed in accordance with the guidelines for the land application of wood ash from storm debds bum sites. The ash shall be incorporated into the soil by the end of the operational day or sooner if the wood ash becomes dry and airborne. Sites that have identified wetlands should be avoided, if possible. If wetlands exist or wetland features appear at a potential site it will be necessary to delineate areas of concern. Once areas are delineated, the areas shall be flagged, and a 100-foot buffer shall be maintained for all activities on-going at the site. 10. Sites bisected by overhead power transmission lines need careful consideration due to large dump body trucks/trailers used to haul debris and the intense heat generated by the ACB device. Underground utilities need to be identified prior to digging pits for using the ACB device. 11.Provisions should be made to prevent unauthorized access to facilities when not open for use. As a temporary measure, access can be secured by blocking drives or entrances with trucks or other equipment when the facilities are closed. Gates, cables, or other more standard types of access control should be installed as soon as possible. 12. When possible, post signs with operating hours and information about what types of clean up waste may be accepted. Also include information as to whether only commercial haulers or the general public may deposit waste. 13. Closure of air curtain burner sites shall be within six (6) months of receiving waste. If site operations will be necessary beyond this time frame, permitting of the site may be required. If conditions at the site become injurious to public health and the environment, then the site shall be closed until conditions are corrected or permanently dosed. Closure of sites shall be in accordance with the guidelines for closure and restoration of DM sites 5! Palm Beach County Debris Management Plan Guidelines for the Land Application of Wood Ash from Storm Debris Burn Sites 1. Whenever possible, soil test data and waste analysis of the ash should be available to determine appropriate application rate. 2. In the'absence of test data to indicate agronomic rates, application should be limited to 2 to 4 tons per acre/one time event. If additional applications are necessary, due to the volume of ash generated and time frame in which the ash is generated, then an ash management plan will be needed. 3. Ash should be land applied in a similar manner as agricultural limestone. 4. Ash should not be land applied during pedods of high wind to avoid the ash blowing off the application sites. 5. Ash should not be land applied within 25 feet of surface waters or within 5 feet of drainage ways or ditches on sites that are stabilized with vegetation. These distances should be doubled on sites that are not vegetated and the ash should be promptly incorporated into the soil. 6. Records should be maintained to indicate where ash is applied and the approximate quantities of ash applied. 7. As an option to land application, ash may be managed at a permitted municipal solid waste landfill after cooled to prevent possible fire. 8. Assistance in obtaining soil test data and waste analysis of ash should be available through county offices of the Extension Service. _52 Palm Beach County Debris Management Plan Household Hazardous Waste Temporary Collection Events When local governments are preparing temporary facilities for handling household hazardous waste resulting from cleanup efforts due to hurricane damage, the following guidelines should be considered. The local government should choose a HHW contractor to set up a collection site. The contractor should be able to assist in selecting a site that is easily accessible, accommodates the contractor's equipment, and accommodates traffic. Centrally located sites are usually set up at a park, fairgrounds, or local government facility parking lot. The local government may choose a milk-mn type collection at sites across the county. In this case the HHW contractor collects HHW for a .certain time period at one site and then moves on to the next. Palm Beach County Debris Management Plan Guidelines for Reducing the Potential for Spontaneous Combustion in Compost or Mulch Piles 1. When ground organic debris is put into piles, microorganisms can very quickly begin to decompose the organic materials. The microorganisms generate heat and volatile gases as a result of the decomposition process. Temperatures in these piles can easily rise to more than 160 degrees Fahrenheit. Spontaneous combustion can occur in these situations. Spontaneous combustion is more likely to occur in larger piles of debris because of a greater possibility of volatile gases building up in the piles and being ignited by the high temperatures. If wind rows can be maintained 5 feet to 6 feet high and 8 feet to 10 feet wide, volatile gases have a better chance of escaping the piles; and the possibility of spontaneous combustion will be reduced. Turning piles when temperatures reach 160 degrees can also reduce the potential for spontaneous combustion. Pile tuming provides an opportunity for gases to escape and for the contents of the pile to cool. Adding moisture during turning will increase cooling. Controlling the amount of nitrogen-bearing (green) wastes in piles will also help to reduce the risk of fire. The less nitrogen in the piles the slower the decomposition~ process and consequently the less heat generated, and gases released. ~ _ - Large piles should be kept away from wooded areas and structures and should be accessible to fire fighting equipment, if a fire were to occur. Efforts should be made to avoid driving or operating heavy equipment on large piles because the compaction will increase the amount of heat build-up, which could increase the possibility of spontaneous combustion. 54 Palm Beach County Debris Management Plan Guidelines for Closure and Restoration of Debris Management Sites Closure or re-approval of a Debris Management Site (DM sites) should be accomplished within 30 days of receiving the last load of debris. Site Closure Once a site is no longer needed, it should be closed in accordance with the following guidelines. Closure is not considered complete until the following occurs: Material Removal 1. All processed and unprocessed vegetative material and inert debris removed to a properly approved solid waste management site. shall be 2. Tires must be disposed of at a scrap tire collection/processing facility; white goods and other metal scrap should be separated for recycling. 3. Bum residues shall be removed to a properly approved solid waste management site or land applied in accordance with the guidelines at Attachment 2. 4. All other materials (unrecoverable metals, insulation, wall board, plastics, roofing material, painted wood, and other material from demolished buildings that is not inert debris (see #1 above) as well as inert debris that is mixed with such materials shall be removed to a properly permitted C&D recycling facility, C&D landfill, or municipal solid waste landfill. Stabilization Site shall be stabilized with erosion control measures, including establishment of vegetative cover, in accordance with regulations of Department of Environmental Protection. Agency Approval The Department of Environmental Protection reserves the right to review any temporary site to determine if the provisions outlined herein have been adequately addressed. Site Re-approval Sites that were approved as temporary staging or processing sites will require re- approval for long-term storage, continuing reduction processing, permanent disposal if site is not closed out in accordance with guidelines stated here. Sites shall be managed and monitored in accordance with the Department of Environmental Protection and to prevent threats to the environment or public health. Exhibit D County Map with Publicly Owned Sites Exhibit E M/WBE Plan M/WBE Plan CONTRACTOR proposes to utilize the subcontractors listed below for debris removal, reduction. and disposal operations in Palm Beach County RIO-BAK Corporation 12773 West Forest Hill Boulevard West Palm Beach. Florida 334140476 Phone: (561) 791-9721 Contact: Henry Rionda, President Siboney Contracting Company 1000 SoUthern Boulevard West Palm Beach, Florida 334054)243 Phone: (561) 832-3110 Contact: Ray LUll, V~ce President Exhibit F Task Order Form TASK ORDER TO Task Order No. In accordance with Phillips & Jordan's'(Contractor) contract, with the Solid Waste Authority of PBC, Florida, (AUTHORITY) Agreement No. ~ for Hurricane/Disaster Debris Removal, Reduction, and Disposal dated the AUTHORITY hereby requests and authorizes the services to be performed on the project as described below: Project: Specific Work to be Performed: Duration of Work (Include Start Date, End Date and Total Calendar Days): Method of Payment: Contractor Signature: Date: Authorized Authority Signature: Date: Estimated Cost of This Task Order: $ SWA USE ONLY SWA Requestor Monitor: SWA Dept. Director: Vendor No: Purchasing: Date: Date: Account No: Budget: Project: Accounting: Exhibit G FEMA Public Assistance Guide 322 Pages 113 and 114 Federal Emergency Management Agency FEMA 322 CHAPTER 5 PRO3ECT MANAGEMENT Project management begiiqs when a disaster occurs and does not end until an applicant has received final payment for the project. Good project management ensures successful recovery from the disaster, expedited payment of funds, and more efficient dose- outs of PA Program grants. Record Keeping It is critical that the applicant establish and maintain accurate records of events and expenditures related to disaster recovery work. The information required for documentation describes the "who, what, when, where, why, and how much" for each item of disaster recovery work. The applicant should have a finandal and record keeping system in place that can be used to track these elements. The importance of maintaining a complete and accurate set of records for each project cannot be over- emphasized. Good documentation fadlitates the project formulation, validation, approval, and funding proc~_ses. All of the documentation pertaining to a project should be filed with the corresponding PH/and maintained by the applicant as the permanent record of the project. These records become the basis for verification of the accuracy of project cost estimates during validation of small projects, reconciliation of costs for large projects, and audits. Applicants should begin the record keeping process before a disaster is declared by the President. To ensure that work performed both before and after a disaster declaration is well documented, potential applicants should: · designate a person to coordinate the compilation and filing of records; PRO3ECT MANAGEMENT · establish a file for each site where work has been or will be performed; and · maintain accurate disbursement and accounting records to document the work performed and the costs incurred. The Federal Office of Management and Budget requires grant redpients to maintain finandal and program records on file for three years following final payment. Records of grant recipients may be subject to the provisions of the Single Audit Act, as described on page ].:17 of this guide. Applicants may refer to the Applicant Handbook, FEMA 323, for additional information regarding record- keeping. Time Limits There are time limits established for the completion of eligible work. These are set by regulation and are measured from the dedaration date of the major disaster or emergency. The initial deadlines are established according to the type of work as shown in the following table: Debris Clearance 6 Emergency Work 6 Permanent Work 18 The State may grant extensions of the above deadlines in situations of extenuating drcumstances. For debds clearance and emergency protective measures, an additional six months may be granted. For permanent restoration work, an additional 30 months may be granted. Requests by applicants for time extensions should indude identification of the project by PH/number, the dates and provisions ]~xhibit Mobilization $~Checlule Mobilization Schedule CONTRACTOR shall commence mobilization of equipment, operators, and laborers immediately upon receipt ora MObilization Task Order to meet the progress pattern set below. Category l&2' ' Catcffo~ 3 Category 4 Category 5 Within 24 hours 40% 25% 20% 1.5% Within 48 hours 80% 40°,4 35% 2:5% Wi~n 72 hours 100% 75% 50% 45% Within 96 hours 100% 70% 60% Within 7 day~ 90% $0~ Within 10 days 100% 90°/, Within 14 days 100°'4