orange beach rfp - City of Orange Beach

Transcription

CITY OF ORANGE BEACH
PO Box 458
4099 ORANGE BEACH BLVD.
ORANGE BEACH, AL 36561
ISSUED JANUARY 8, 2016
REQUEST FOR PROPOSALS:
RFP# 2016—01
BEACH TRASH & DEBRIS PICKUP: OPERATION CLEAN SWEEP
RFP is available to view and download at
www.cityoforangebeach.com
CONTENTS
RFP OVERVIEW ......................................................................................................................2
INVITATION ..........................................................................................................................2
MINIMUM REQUIREMENTS OF APPLICANT ...................................................................................2
RESERVATIONS AND LIMITATIONS ..............................................................................................3
DESCRIPTION OF WORK ...........................................................................................................4
MANDATORY PRE-PROPOSAL CONFERENCE ..................................................................................5
PROPOSAL REVIEW AND SELECTION OF CONTRACTOR ......................................................................5
RFP PURPOSE AND BACKGROUND ..........................................................................................6
RFP SCHEDULE OF EVENTS......................................................................................................9
EVALUATION CRITERIA FOR PROPOSALS ............................................................................... 10
SELECTION CRITERIA DETAILS .................................................................................................. 10
Qualifications and Experience ........................................................................................... 10
Work Plan/Project Approach ............................................................................................ 10
Fee Proposal ...................................................................................................................... 10
Workload Capacity ............................................................................................................ 11
Financial Stability .............................................................................................................. 11
INSTRUCTIONS FOR PREPARING THE PROPOSAL ................................................................... 12
GENERAL ......................................................................................................................... 12
REQUIRED SECTIONS ........................................................................................................ 12
PROPOSAL CONTENT ........................................................................................................ 12
1. Section: Qualifications and Experience – 25% ............................................................. 12
2. Section: Work Plan/Project Approach – 35% ............................................................... 14
3. Section: Fee Proposal – 20%......................................................................................... 17
4. Section: Workload Capacity – 10% .............................................................................. 20
5. Section: Financial Stability – 10% ................................................................................. 20
License Requirements ....................................................................................................... 20
Insurance Requirements ................................................................................................... 21
INSTRUCTIONS FOR PREPARATION OF PROPOSAL................................................................. 23
ADDITIONAL INDEMNIFICATIONS AND REQUIREMENTS ........................................................ 24
APPENDIX ............................................................................................................................ 25
EXHIBIT A: CHECKLIST FOR CONTRACTORS ...................................................................... 26
Exhibit B: MAP: STAGING SITES AND ORANGE BEACH - ................................................ 27
Exhibit C: LINKS TO RELATED CITY OF ORANGE BEACH ORDINANCES: ............................ 29
Exhibit D: Information Related to Environmental Expectations ...................................... 30
Exhibit E: STATISTICS REGARDING BEACH DEBRIS IN THE ORANGE BEACH AREA ........... 31
RFP OVERVIEW
INVITATION
Proposals for beach trash and debris pickup will be received at the City of
Orange Beach City Hall, PO Box 458, 4099 Orange Beach Blvd., Orange Beach,
Alabama 36561 until 3:00 PM (CDT) on January 28, 2016. No proposal will be
accepted after this date and time.
Three copies of the proposal from each contractor shall be submitted in a sealed
proposal package with the Contractor’s name, company name, address, the RFP
number and title of this RFP (RFP #2016-01 – Beach Trash & Debris Pickup:
Operation Clean Sweep) clearly indicated on the outside of the proposal
package. The outside of the proposal package will be date stamped and signed
by the contractor and the city personnel receiving the documents at the time the
City of Orange Beach receives the document package.
MINIMUM REQUIREMENTS OF APPLICANT
Proposals shall be considered only from firms normally engaged in performing
the type of work specified with this Request for Proposal. In the determination of
the evidence of responsibility and ability to perform the required services by the
applicant, the Evaluation Selection Committee shall determine whether the
evidence of responsibility and ability to perform is satisfactory. The Evaluation
Committee reserves the right to reject any or all proposals.
1. The individual/firm warrants that he/she is fully qualified, with adequate
personnel and experience to undertake the services required with a
reasonable time.
2. The applicant shall be an equal employment opportunity employer and
shall adhere to any applicable local, state, or federal affirmative action
requirements.
City of Orange Beach RFP 2016-00
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3. While a payment or performance bond is not anticipated. The City
reserves the right to require that bonding be in place by the selected
Contractor, and the applicant shall have the ability to obtain both a
performance and payment if required.
RESERVATIONS AND LIMITATIONS

This request for proposal does not commit to the award of a contract, or to
pay any costs incurred in the preparation for a response to this request. 
The City reserves the right to reject any or all proposals, to waive
informalities, to request additional information from respondents
throughout the Committee selection process, and to award a contract
deemed most advantageous for the City of Orange Beach.

Any queries regarding this RFP must be submitted in writing via email to
Ms. Dotty Mott, at dmott@cityoforangebeach.com up through January 25,
2016 at 5PM. No phone call or verbal in-person inquiries regarding this
RFP will be accepted.

Responses to written questions regarding the RFP will be posted as
addenda to this RFP and will be made available on the City of Orange
Beach website under this RFP title and number. All contractors submitting
proposals are responsible for checking to see what addenda may have
been attached to this proposal prior to their proposal submission on
January 28, 2016. Submittal of a proposal by respondents acknowledges
acceptance of this and all conditions imposed by the City herein.

In the event of a hurricane, terrorist attack, or any such event as deemed
appropriate by the City of Orange Beach, all work as defined in the related
contract for this RFP will cease until the contractor receives notification
from the City of Orange Beach for the resumption of the related work. Any
modifications to the contract or performance such an event may cause will
be negotiated between the City and the contractor selected, where
applicable.
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DESCRIPTION OF WORK
This solicitation is for a proposal from qualified contractors to be written following
the guidelines of this RFP explaining the contractor’s experience and
qualifications and explaining at what cost and how the contractor will remove
trash and other debris such as, but not limited to, tents and beach chairs from the
beaches of the City of Orange Beach, Alabama. This trash pick-up is limited to
debris on the beach and does not include trash in the litter cans on the beach.
The city will provide three staging areas for the debris. These staging areas will
be fenced. It will also be the contractor’s responsibility to remove the trash and
debris from the staging areas (including recyclable materials) and deposit
elsewhere on a regular and timely basis.
Any tipping fees are to be paid by the contractor. All trash pick-up operations on
the beach will be done after dark and before dawn. Exceptions, according to the
discretion of the City may be made for pick-up from the staging areas.
A Schedule of Operations is provided in this RFP but the total number of
workdays for the year is estimated to be 175 days. This estimate may be subject
to change as the project moves forward. The duration of this contract is one
year. During this time, the contractor is also expected to keep track of the
amount of debris collected and report these amounts to the City of Orange Beach
on a regular basis. The City reserves the right to terminate the contract to extend
the contract term following the analysis of responses to this RFP and the
evaluation of the performance of the selected Contractor or firm.
Of course, it is also expected the contractor, in addition to observing all local,
state and federal ordinances governing this type of work (including but not limited
to worker safety laws) will also abide by all environmental regulations pertaining
to the protection of wildlife on the beach such as but not limited to that of nesting
sea turtles. Work for this project commences February 15, 2016.
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MANDATORY PRE-PROPOSAL CONFERENCE
The City will hold a mandatory pre-proposal conference to answer questions and
provide further guidance for contractors interested in this project. All who wish to
submit an RFP for this project must attend. Proposals will not be accepted from
those who did not attend the pre-proposal conference for this solicitation. The
Pre-Proposal conference will be held at 1:00 p.m. on Thursday, January 21, 2016
in Orange Beach Council Chambers at Orange Beach City Hall.
PROPOSAL REVIEW AND SELECTION OF CONTRACTOR
The proposals will be opened on January 28, 2016 and reviewed by a committee
determined for this purpose. Selection will be made according to weighted
criteria as defined in this RFP. The contractor who has been chosen will be
announced on Tuesday, February 2, 2016.
__________________________________________
The City of Orange Beach reserves the right to accept or reject any and all
proposals in whole or in part, to waive informalities in the proposals, to obtain
new proposals, or to postpone the proposal review pursuant to the City of
Orange Beach Policy. Each proposal shall be valid to City of Orange Beach for a
period of ninety (90) days after the proposal has been submitted.
City of Orange Beach is an Equal Opportunity Employer.
Submitted by Phillip West
Coastal Resources and Disaster Recovery Director
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RFP PURPOSE AND BACKGROUND
The City of Orange Beach, Alabama is issuing this Request for Proposal (RFP)
for the purpose of soliciting proposals and statements of qualification from
independent contractor firms capable of picking up and disposing of trash and
debris from the beaches of the City of Orange Beach, Alabama. This stretch of
beach is approximately 8 miles long and 275 feet wide.
Baldwin County has been referred to as Alabama’s “cash cow.”
In 2014
Baldwin County and its beach cities notched another record year for tourism,
attracting 5.7 million visitors who left behind an estimated $3.5 billion in the local
economy.
While we have enjoyed record-breaking tourism numbers for four straight years,
this same growth has also led to the degradation of our star attraction—our
beaches. Following are two photos illustrating the extent of this problem in 2015.
Sunrise July 2015: A deep hole and a tent litter the coastline in Orange
Beach, Alabama just after sunrise. Beaches have been overrun with
abandoned tent frames, umbrellas, beach chairs, boogie boards and other
beach equipment. Our new “Leave Only Footprints” policy requires all
items to be removed from the beach between sunset and sunrise,
specifically after 8:00 p.m. daily per the ordinance.
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Sunrise July 2015: Tent frames, beach chairs, umbrellas and other beach
equipment and toys litter the coastline of Orange Beach, Alabama. Our 2016
initiative is to see that all personal items are off the beach between sunset and
sunrise after 8:00 p.m.
The Clean Beach Initiative (CBI) program has been launched in order that
Orange Beach remain the premier beach destination for clean, family-friendly
beaches and recreation. This program entails 1) beach rules enforcement, 2)
outreach, education & marketing, 3) beach maintenance and cleanup efforts 4)
more consistent and engaged cooperation from rental management companies,
and 5) adopting more effective beach rules, regulations & policies.
Beach Trash & Debris Pickup: Clean Sweep (the topic of this RFP) is part of the
larger Clean Beach Initiative. It entails sending contractor crews out to pick up
anything left on the sand after dark—from paper and trash to recyclables such as
tent frames, umbrellas, ice chests, etc. Clean Sweep does not include requiring
Contractors to empty the trashcans on the beach. We realize that we will
continue to have issues with trash on our beaches until all aspects of the new
program become fully established and more visitors and part-time residents are
educated regarding our community’s expectations for keeping our beaches
clean.
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Thus, this particular contract for Beach Trash Pickup is being offered on a yearto-year basis. At the end of each year, the City of Orange Beach will assess the
need for continuing the efforts associated with the work description for this RFP
and adjust total workdays contracted for the next year accordingly. Our goal is
that all trash will ultimately be placed in the containers provided for that purpose
on the beach and that all visitors will take their beach furniture and toys with them
when they leave the beach at the end of each day.
The City of Orange Beach anticipates a continual reduction in the nightly amount
of beach trash and debris throughout 2016 in this first year of collection due to an
aggressive marketing and education campaign. How fast the trend will occur is
unknown at this time although the City reserves the right to adjust contractor
operational plan if trash and debris conditions change significantly.
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RFP SCHEDULE OF EVENTS
1. RFP Release: Friday, January 8, 2016
2. Mandatory Pre-Proposal Conference: Thursday, January 21, 2016
3. Acceptance of written inquires about this RFP closes January 25, 2016 at 5 PM.*
3. Deadline for Submission of RFP: Thursday, January 28, 2016
4. Announcement of Contractor selected: Tuesday, February 2, 2016 (Council
Meeting)
______________________________________________________
*NOTE: Written inquires regarding this RFP may be sent via email to Ms. Dotty
Mott at dmott@cityoforangebeach.com up through January 25, 2016 at 5PM.
No phone call or verbal in-person inquiries regarding this RFP will be accepted.
Responses to written questions regarding the RFP will be posted as addenda to
this RFP and will be made available on the City of Orange Beach website under
this RFP title and number. All contractors submitting proposals are responsible
for checking to see what addenda may have been attached to this proposal prior
to their proposal submission on January 28, 2016.
_______________________________________________________
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EVALUATION CRITERIA FOR PROPOSALS
CRITERIA
Qualifications and
Experience
Work Plan/Project Approach
Fee Proposal
Workload Capacity
Financial Stability
PERCENT
WEIGHT
25%
35%
20%
10%
10%
Note: Special consideration will also be given to contractors submitting a safety
plan and certification of their workplace as drug-free.
SELECTION CRITERIA DETAILS
Qualifications and Experience

Familiarity and experience of the firm with providing similar services
in similar scope and types of programs

Qualifications and experience of the assigned personnel in similar
size and types of projects

Means, methods, equipment proposed

Innovative solutions that support community goals to increase
tourism and at the same time, to promote clean beaches
Fee Proposal
While fee is certainly an important consideration, the award of this contract
will not necessarily go to the lowest bidder. As you can see from Table 1:
Evaluation Criteria for Proposals, qualifications and work plan presented
by the contractor weigh more importantly in the evaluation. This proposal
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is about protecting one of our community’s most valuable assets—our
beaches.
Workload Capacity
According to their stated workload capacity, firms will be judged on the
perceived ability to timely perform services given their other contractual
commitments and workers available.
Financial Stability
It is in the best interest of the City that the Contractor selected is capable
of performing all requirements without interruption that may be caused by
a financial inability to perform. Provide information substantiating the firm’s
ability to meet the City’s expectations for creditworthiness, bonding
capabilities, and any litigation in the past five year regarding financial
considerations and years in business doing this type of work.
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INSTRUCTIONS FOR PREPARING THE PROPOSAL
GENERAL
Font size for the text of the proposal shall be no smaller than 11 point. Font size
for text in tables and other special enclosure can be no smaller than 9 pt.
REQUIRED SECTIONS
All proposals shall contain the following headings and in this order:
Section 1) Qualifications and Experience
Section 2) Work Plan/Project Approach
Section 3) Fee Proposal
Section 4) Workload Capacity
Section 5) Financial Stability
Appendix: Safety Plan and Drug-Free Workplace Certification*
* The Appendix is optional. However, additional consideration will be
given for Contractors who submit a Safety Plan and/or a Drug-Free
Workplace Certification. A safety plan may add an additional two
percentage points. A Drug-Free Workplace Certification can add up to
three additional percentage points.
PROPOSAL CONTENT
1. Section: Qualifications and Experience – 25%
This is a comprehensive history of the contractor’s project experience.

Familiarity and experience of the firm with providing similar
services in similar scope and types of programs.

Qualifications and experience of the assigned personnel in
similar size and types of projects.
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1.1. Provide no more than a one-page introduction that summarizes this
information in the beginning of this section.
1.2. List all pertinent projects as Table 1 in this section.
1.2.1. Dates and location of project
1.2.2. Contract Amount
1.2.3. Project duration
1.2.4. Volume of debris handled in CY
1.2.5. Contact
1.2.6. Any unique award
1.3. Provide a detailed account of your resources for this project (RFP 201600)
1.4. Organization Chart (one page)
1.5. Resumes of key team members (Condense to one page per member.)
1.6. List of company-owned (leased) equipment
1.7. List of Licenses
1.8. Subcontractors planned to be used, including their experience with beach
operations, debris removal, etc.
1.9. Other services and experience that might be applicable to this project
(environmental qualifications or experience, GIS, HAZ-MAT)
SAMPLE
Table 1: [Contractor Company Name] List Pertinent Projects
PROJECT NAME
AND LOCATION
1.
Project
Duration
00/00/00
to
00/00/00
Contact
Name
Debris
Volume
2.
3.
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PROJECT NAME
AND LOCATION
Project
Duration
Contact
Name
Debris
Volume
4.
5.
6.
2. Section: Work Plan/Project Approach – 35%
Reference for this section: Map of Beach Area and Related Staging Areas [See Appendix
for this RFP.]
 Means, methods, equipment proposed
 Innovative solutions that support community goals to increase tourism and
at the same time, to promote clean beaches will be given special
consideration by the Orange Beach Evaluation Committee
_____________________________________
The contractor’s work plan/project approach will explain how the following
tasks/goals will be accomplished along with their intended adherence to items
listed in this section such as the Schedule of Operations.
2.1 The designated areas of Orange Beach shoreline must be cleared of all
trash and beach debris and the work must be done between the hours of
sunset and sunrise. The City does not expect Contractors to empty the Cityowned trash containers. This contract is limited strictly to picking up all
debris on the beach, depositing it in the designated staging areas, and then
hauling it to the final disposal site. [See Map for detail regarding staging
areas.]
2.2 The Contractor must agree to the work schedule as set forth by the City of
Orange Beach. [This schedule is subject to change at the discretion of the
City.]
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2.3 SCHEDULE OF OPERATIONS (Subject to change at City’s discretion) Total
estimated work nights: 175
February 15, 2016 Start Date to Early March - Contractor will begin twice
weekly pickup of unattended items left on the beach after sunset. (~ 7:00
p.m. until 12:00 a.m.)
Spring Break to Memorial Day - Contractor begins 5 day/week operations,
starting at midnight/ending at 5:30 a.m.
Memorial Day to Labor Day
Contractor begins 6 day/week operations, starting at midnight/ending at 5:30
a.m.
Post Labor Day to ShrimpFest
Contractor drops to four times a week pickup.
Post ShrimpFest to New Year’s
Contractor suspends cleanup operations with the exception of one run after
Thanksgiving.
2.4 The City will develop three staging areas at three points along the beach.
These staging areas will include signage, fencing and manual/locking gate
mechanisms. [See map of Orange Beach in the Appendix to this proposal.]
These staging areas are used as holding areas for collected beach
equipment as well as debris. They are provided for the convenience and
efficiency of the beach cleanup operations.
Contractors are responsible for ensuring that these staging areas are kept
tidy by regular pickup and disposal and are secured at the end of the work
night.
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2.5 Contractors have complete responsibility for the disposal of all beach trash
and other beach items they pickup.
2.6 Contractors are also responsible for explaining how their operations will
meet the US Fish and Wildlife requirements and related state statutes for
protecting beach wildlife and environment—particularly laws applying to the
protection of sea turtles.
2.7 Record-keeping and Incident Reporting
Contractors are responsible for keeping track of the debris they collect and
reporting to the city on a weekly basis regarding total cubic yards that had to
be taken to a landfill. In regarding to recyclables: pounds of tent frames,
umbrellas and chairs; pounds of glass; pounds of plastic; and pounds of
cardboard.
In addition to keeping track of the amount of debris collected, contractors
are also required to report any incidents involving wildlife on the beach.
Reports are to be submitted the next day, or on the night of the incident,
depending upon type and severity to the appropriate authority, and to notify
the city’s representative on the following day regarding the incident.
Note: Some irate beach visitor encounters might be expected if they come to
the beach and realize their personal beach equipment is removed. The crew
needs to be trained regarding how to handle those situations. The contractor
must provide a telephone number for the public to call for complaints,
inquires, concerns or suggestions.
Once the Contractor puts the material into the trailer that it becomes the property
of the contractor to dispose of as the Contractor so desires.
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3. Section: Fee Proposal – 20%
While fee is certainly an important consideration, the award of this contract
will not necessarily go to the lowest bidder. As you can see from Table 1:
Evaluation Criteria for Proposals, qualifications and work plan presented
by the contractor weigh more importantly in the evaluation. This proposal
is about protecting one of our community’s most valuable assets—our
beaches.
_________________________________________________
CONSIDERATIONS

Municipalities are not liable for sales tax: reference Code of Alabama
Section 40-23- 4. Lease price must include all costs associated with the
lease. 
The City reserves the right to negotiate with the successful provider any
terms and conditions which may be necessary or appropriate to
accomplish the purpose and scope of the proposal; however, the City
reserves the right to make an award without conducting negotiations. 
If negotiations are conducted, once negotiations are completed, Best and
Final Offers will be requested. At this time providers will have the
opportunity, if they so desire, to revise their proposal to include the
compensation being offered to the City. 
No charge will be allowed for federal, state or municipal sales and excise
taxes since the City is exempt from such taxes. 
Prices shall be net. 
Price Proposal
The Contractor shall provide a lump sum turnkey price to the City.
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Turnkey price for 175 clean sweeps of designated area of Orange Beach:
$_______ [This fee includes all costs incurred by the Contractor such as
but not limited to equipment and labor to pick up and move all debris
found on the beach (from shoreline to the Coastal Construction Line CCL)
to the staging area and from there to the final disposal site. All tipping
fees will be paid by the Contractor and reimbursed by the City on a
monthly basis. “Clean Sweep” is defined as no debris left behind on the
sand.]
Special Circumstances and Requested Turnkey estimates:
Whereas the City may require additional pick ups on short notice due to
any of the following: heavy beach traffic, an incomplete pick up that
requires another pass, inclement weather, special assistance requested
by City crews before or after a special event/occasion, etc. Contractor is
hereby requested to provide
o 1) Standby Quote and a price for
o 2) Any Individual Pick up requested by the City at any time during
the contract term. Contractor understands that this price is "turn
key" and inclusive of all labor, materials, tipping and other
expenses.

Hourly Equipment and Labor Cost Tables
The Contractor will also provide a table indicating the hourly cost of
equipment and labor. These tables will be used by the Contractor to
calculate fees should the City require more than 175 clean sweeps.
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Section 3 Fee Proposal
Table 1: Personnel Responsibility and Hourly Rates
Note: It is the responsibility of the crew to remove all debris from the sand and place in
the staging area before sunrise of each shift. Add additional rows to table if needed.
Hourly labor includes all expenses associated with personnel such as but not limited to
safety equipment and gear, insurance and Worker’s Comp.
Personnel
Responsibilities
Titles
Hourly
Labor Rate
Total Hourly
Rate per 8
hour shift
.
Section 3 Fee Proposal
Table 2: Equipment Type and Hourly Rates
Note: Contractors are responsible for listing all the equipment required for this job. In
addition to various types of hauling equipment such as tractors for the beach and trucks
to remove debris from the staging areas, Contractors will need to list safety equipment
as well as computers for recordkeeping and other communications devices such as cell
phones. Hourly equipment rate includes all related expenses with operation of that
equipment such as but not limited to fuel, insurance, and permits and licenses for
operation.
Equipment Type
Hourly
Equipment
Rate
Total Hourly
Rate per 8 Hour
Shift
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4. Section: Workload Capacity – 10%
The purpose of this section is the communication of the firm’s capability to
successfully carry out their work plan as described in Section 2 (Work
Plan/Project Approach).

Provide a complete list of the firm’s equipment (owned or leased)

Provide a list of the firm’s personnel.

Provide a list of active debris hauling contracts (client and area of
responsibility in square miles).

Provide a narrative explaining how the firm would address multiple
contracts being activated at the same time.
5. Section: Financial Stability – 10%

Provide information substantiating the firm’s creditworthiness, assets and
exposures, bonding capabilities, and any litigation in the past five year
regarding financial considerations and years in business doing this type of
work. The City desires a certain level of confidence that the selected firm
is operating a highly sustainable business.

While payment and performance bonding is not required, the Contractor
should have the ability to obtain both a performance and payment bond in
an amount equal to 100% of the estimated fee for this project.
License Requirements

The selected Contractor shall present copies of City, State and Federal
Licenses, Proof of insurance adequate to cover any loss or damage to
City property, and Worker’s Compensation insurance prior to award. 
Selected contractor shall be licensed to do business in the State of
Alabama and possess a current City of Orange Beach business license.
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Insurance Requirements

Insurance shall be in such form as will protect the Contractor from all
claims and liabilities for damages for bodily injury, including accidental
death, and for property damage, which may arise from operations under
this contract whether such operation by himself or by anyone directly or
indirectly employed by him.

The selected contractor shall carry comprehensive general liability
insurance with limits of not less than $2,000,000.00 per occurrence and
general aggregate total and shall include, but not be limited to, personal
injury, property damage, vandalism, property loss and theft.

The selected contractor shall also carry automobile liability insurance with
limits of not less than $2,000,000.00 bodily injury per occurrence and
$2,000,000.00 property damage.

The selected contractor shall carry Workman’s Compensation coverage in
an amount adequate to comply with the statutory requirements. Such
policies shall name the City of Orange Beach as an additional insured and
shall contain an endorsement providing that the City will be given not less
than thirty (30) days notice in writing prior to cancellation or change of
coverage provided by said policies.

Insurance shall be through companies authorized to do business in the
State of Alabama. Certificate of insurance must be presented to the City
within ten (10) days of notice of award and prior to commencement of any
work.
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
Insurance provider is required to include the proposal number on the
evidence of insurance document. Policies that state the company will
endeavor to provide thirty (30) days notice prior to cancellation or change
of coverage, but failure to do so shall impose no obligation or liability of
any kind upon the insurer, its agents or representatives are not
acceptable.

Insurance shall be through companies authorized to do business in the
State of Alabama with a B+ rating or better according to the most current
edition of Best’s Insurance Reports. Provider is to provide written
documentation of the company’s rating with the proposal.

All liability policies (including any excess policies used to meet coverage
requirements) shall include the City of Orange Beach, Alabama as named
Additional Insured.
1. The contractor's insurance shall be primary in the event of a loss.
2. The Additional Insured endorsement must include language
specifically stating that the entity is to be covered for all activities
performed by, or on behalf of, the contractor, including the City of
Orange Beach's general supervision of the contractor.
3.
City of Orange Beach shall be listed as a Certificate Holder. The
4.
City shall be identified as follows:
City of Orange Beach
Attn: City Clerk
P.O. BOX 458, 4099 Orange Beach Blvd.
Orange Beach, AL 36561
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INSTRUCTIONS FOR PREPARATION OF PROPOSAL
This proposal shall be prepared according to the guidelines and requirements as
explained in this RFP for BEACH TRASH & DEBRIS PICKUP: OPERATION CLEAN SWEEP..
Note: The City of Orange Beach will not accept faxed submissions of proposals.
In addition:

Total page count for each proposal should not exceed 50 pages.

The text shall be 12 point.

Tables may be 10 point.

Each proposal must have a table of contents and the pages numbered.

Each proposal within the proposal package must be bound—either GBC binding,
spiral binding, or stapled in the upper left corner.

The “proposal package” can be created by putting all three proposals in a box or
by binding all three together with string.

Three copies are to be submitted as three separate documents all bound
together as a package.

The outside of the package shall contain the name of the firm, the address and
other contact information. [The packages will each be time/date stamped by an
employee of the City of Orange Beach. No proposals will be accepted after the
deadline stated in this RFP.

Contractor’s Company name should appear in the header or footer of each page
of the proposal.

Each of the three proposals submitted will have a title page as the page of the
proposal just before the table of contents. This title page will have the following
elements:
In Response to:
The City of Orange Beach, Alabama
RFP 2016 – 01 – BEACH TRASH & DEBRIS PICKUP: OPERATION CLEAN SWEEP
Submitted by:
[Name of Firm]
Mailing & Physical Address
Phone and Fax Number
Name of Principal:
Signature of Principal ________________________________________
Contact information for Principal (Phone, Fax, email)
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ADDITIONAL INDEMNIFICATIONS AND REQUIREMENTS

After the award, the successful provider shall assume all liability for and
shall indemnify and save and hold harmless the City of Orange Beach and
all of the officers, directors, agents, and employees of the aforementioned
entities from all damages and liability for injury to any person or persons,
and injury to or destruction of property, including the loss of use thereof,
by reason of an accident or occurrence arising from operations under the
contract, whether such operations be by the successful provider or by any
subcontractors or by anyone directly or indirectly employed by either of
them, occurring on or about the premises or the ways and means
immediately adjacent, during the term of the contract or any extension
thereof, and shall also assume the liability for injury. 
The selected contractor shall not assign this contract to any other party
without prior written approval of the City of Orange Beach. City of Orange Beach RFP 2016-00
24
APPENDIX
The appendix to this RFP contains information and links to Information intended for the
assistance of responders to this RFP.
Exhibit A: CHECKLIST FOR CONTRACTORS PRIOR TO SUBMITTAL
Exhibit B: MAP: STAGING SITES AND ORANGE BEACH Exhibit C: LINKS TO RELATED CITY OF ORANGE BEACH ORDINANCES:
Exhibit D: INFORMATION REGARDING ENVIRONMENTAL EXPECTATIONS
Exhibit E: STATISTICS REGARDING BEACH DEBRIS COLLECTION IN AREA
25
EXHIBIT A: CHECKLIST FOR CONTRACTORS
EXHIBIT A: CHECKLIST FOR CONTRACTORS Prior to Submittal of
response to RFP 2016-00 Beach Trash& Debris Pickup –
Operation Clean Sweep
Note: It is optional if you have a cover on the proposals.
However the title page before the table of contents is
required. This contains contact information and the
signature of the contractor. It also identifies the RFP by
year and number.
________________________________________________
________
Three complete copies of the proposal
________
Each copy has a title page with required contact information and
signature of principal of the firm. [See INSTRUCTIONS FOR
PREPARATION OF PROPOSAL page 20.]
________
Each copy has a table of contents following the title page.
________
Each copy is bound separately.
_______
All three copies are together in a container or securely tied with a
string or clamp.
_______
All pages of each copy are numbered.
_______
Each copy has five sections in this order: Check to ensure that all
five sections are there.
Section 1) Qualifications and Experience
Section 2) Work Plan/Project Approach
Section 3) Fee Proposal
Section 4) Workload Capacity
Section 5) Financial Stability
________
Check to ensure that a copy of your firm’s license to do business in
the City of Orange Beach, Alabama is included in each proposal.
26
Exhibit B: MAP: STAGING SITES AND ORANGE BEACH (Staging areas highlighted in GREEN)
Alabama Point East Staging area under Perdido Pass Bridge
Cotton Bayou Public Beach Access Staging Area
27
Romar Beach Public Beach Access Staging Area
28
Exhibit C: LINKS TO RELATED CITY OF ORANGE BEACH ORDINANCES:
As part of crew training, it would be helpful if they understood prohibited activities
and penalties for violations.
http://www.cityoforangebeach.com/pages_2011/pdfs/community_development/2013/
ordinances_and_regulations/ARTICLE_VI._BEACH_AND_DUNE_PROTECTION_AND_PRES
ERVATION.pdf
CODE OF ORDINANCES
Chapter 30 - ENVIRONMENT
ARTICLE VI. - BEACH AND DUNE PROTECTION AND PRESERVATION
Sec. 30-151. - Statutory authorization. Sec. 30-152. - Findings of fact.
Sec. 30-153. - Statement of purpose. Sec. 30-154. - Objectives.
Sec. 30-155. - Lands to which this article applies. Sec. 30-156. - Administration; enforcement.
Sec. 30-157. - Definitions.
Sec. 30-158. - Prohibited activities.
Sec. 30-159. - Beach activity permits.
Sec. 30-160. - Abrogation and greater restrictions. Sec. 30-161. - Penalties for violation.
Sec. 30-162—30-180. - Reserved.
.
29
Getty Images
Exhibit D: Information Related to Environmental Expectations
Share the Beach With Sea Turtles from May to October
All contractor crews should have a basic understanding and appreciation for
sharing the beach with the wildlife—sea turtles in particular. Another good
reason for not leaving debris on the beach is the sea turtles.

Crew should be trained to not disturb sea turtle nests marked on the
beach. It is a Federal offense to disturb either nests or sea turtles.

Lights, including flashlights, headlamps, headlights, and any other lighting
utilized by the contractor during nightly operations should be shielded and
filtered to the satisfaction of the U.S. Fish & Wildlife Service.

Vehicle tracks should be groomed—no tracks should remain from tractors,
trailers, passenger vehicles or utility vehicles post-nightly operations. This
can be accomplished by either grooming bars on each piece of
equipment, or a separate grooming vehicle following the cleanup
operation.

If you see a sea turtle, leave it alone. If you disturb it by taking photos,
she may not lay eggs. And again, it’s a federal offense to disturb them.
30
Exhibit E: STATISTICS REGARDING BEACH DEBRIS IN THE ORANGE BEACH AREA
The average increase per year for the past few years is at about 10,000 tons of
debris. In 2014, 84,000 tons of debris were collected from the Orange Beach
area. It is estimated that 94,000 tons were collected in 2015. NOTE: 99% OF
DEBRIS WAS RECYCLABLE: STEEL AND/OR ALUMINUM WITH SOME
PLASTIC. THIS IS EXPECTED TO BE CONSISTENT WITH THE MATERIAL
COLLECTED BY THE CONTRACTOR IMPLEMENTING OPERATION CLEAN
SWEEP.
Noel Hand from Gulf Shores provided figures to AL.com showing in 2015 that
2,678 cubic yards of material were picked up from March 7 to July 19 in the
City of Gulf Shores. The good news is that only 809 cubic yards of that
material had to be taken to the landfill. NOTE: THIS INCLUDES MATERIAL
FROM REFUSE BINS; THEREFORE MORE HOUSEHOLD WASTE WAS
COLLECTED THAN THE ORANGE BEACH OPERATIONS.
This collection was four miles, from the Gulf State Park pier to Little Lagoon
Pass, and continued into the summer with recycling and trash cans -- 170 sets
in all -- placed along the north side of the beach. A two-man public works crew
picked up the material up twice a day and the results are staggering.
The collected material included:

57,240 lbs. of glass (at current $1.67 ton - $46.76)

3,129 lbs. of aluminum (Current .67 per pound)
56,440 lbs. of plastic (.18 pound)
4,400 lbs. of Solo cups
24,000 lbs. of tent frames, umbrellas and chairs
43,000 lbs. of cardboard (1/2 a cent and 3 cents per pound)




31

orange beach rfp - City of Orange Beach

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