REQUEST FOR QUOTATION - George Latimer

1 INVITATION TO SUBMIT PROPOSALS FOR THE DEVELOPMENT OF A MULTI-JURISDICTIONAL disaster DEBRIS management plan FOR THE COUNTY OF WESTCHESTER DEPARTMENT OF EMERGENCY SERVICES VALHALLA, NEW YORK PROPOSAL DUE DATE: SEPTEMBER 10, 2012 @ 3:00 Interested parties may obtain the complete REQUEST for Proposals ( RFP ), including application, from the Westchester County website for RFPs at Department of Emergency Services C ontact Jennifer Wacha, Director Westchester County Office of Emergency management 200 Bradhurst Ave. Hawthorne, NY 10532 Phone: 914-864-5450 Email: Please be advised that all matters concerning this RFP, from the date of issuance until the contract awards are made, are to be directed in writing to the above named contact person.

2 2 REQUEST FOR PROPOSALS WESTCHESTER COUNTY DEPARTMENT OF EMERGENCY SERVICES I. INTRODUCTION: The County of Westchester ( County ), acting by and through its Department of Emergency Services (the Department ) invites proposals from qualified firms to develop a Multi-Jurisdictional disaster Debris management plan for the County. The Agreement will be for a term commencing upon execution and expiring July 31, 2013. Proposals are sought from qualified firms authorized to do business in the State of New York, to lead the development of a Multi-Jurisdictional disaster Debris management plan for the County that complies with the Federal Emergency management Agency ( FEMA ) Public Assistance Program.

3 The selected vendor shall develop a DDMP in accordance with the requirements set forth in the Public Assistance Debris management Guide (FEMA-325). An original, three (3) completed copies, and one (1) electronic copy of the proposal MUST be received no later than September 10, 2012 at 3:00 at the following address: Jennifer Wacha, Director Westchester County Office of Emergency management 200 Bradhurst Ave. Hawthorne, NY 10532 Re: disaster Debris management plan RFP II. BACKGROUND: Westchester County, incorporated in 1683, is a suburban county located in the northern sector of the New York City metropolitan area. It is bordered on the south by New York City, on the east by the State of Connecticut and Long Island Sound, on the north by Putnam County and on the west by the Hudson River.

4 Westchester County had a 2010 Federal census population of 949,113 and has an area of 450 square miles. There are 48 municipalities in Westchester County. FEMA encourages state and local governments, tribal authorities, and private non-profit organizations to take a proactive approach to coordinating and managing debris removal operations as part of their overall emergency management plan . Communities with a debris management plan are better prepared to restore public services and ensure the public health and safety in the aftermath of a disaster , and they are better positioned to receive the full level of assistance available to them from FEMA and other participating entities.

5 3 The Robert T. Stafford disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended, 42 5121, et seq. (the Stafford Act ), authorizes the FEMA Public Assistance Program to award Federal funding to State and local governments, Federally recognized tribes, and eligible private non-profit organizations in order to assist them in their disaster response and recovery activities. Specifically, the FEMA Public Assistance Program provides assistance for debris removal, implementation of emergency protective measures, and permanent restoration of eligible facilities and infrastructure. In order to carry out the concepts identified by FEMA in the Public Assistance Debris management Guide (FEMA-325), the County has issued this REQUEST for Proposals to develop a Multi-Jurisdictional disaster Debris management plan for the County.

6 III. SCOPE OF WORK: Proposals are sought from qualified firms authorized to do business in the State of New York, to lead the development of a Multi-Jurisdictional disaster Debris management plan ( DDMP ) for the County and its municipalities that complies with the FEMA Public Assistance Program. The selected vendor shall develop a DDMP in accordance with the requirements set forth in the Public Assistance Debris management Guide (FEMA-325). Task 1: Develop a Multi-Jurisdictional disaster Debris management plan customized to the particular conditions, hazards and resources of Westchester County.

7 The successful proposer shall be responsible to create the disaster Debris management plan which will consist of the following sections: 1. Debris management Staff Organization, Structure, Roles and Responsibilities: the identification of positions/roles and the creation and description of responsibilities related to the positions/roles of the disaster Debris management Team for the various County Departments, including but not limited to the Departments of Emergency Services, Public Safety, Public Works and Transportation, and Planning, as well as a multi-agency coordination (MAC) debris group between the County, its municipalities and other relevant non-governmental stakeholders that are identified by the successful proposer to carry out the DDMP.

8 The County will work with the successful proposer where possible to identify areas in which the County has previous experience. 2. Debris Forecasting for a Design Event: the identification and definition, including the types, quantity and effects, of potential debris generated from high impact/low probability, as well as more likely flood, wind, and snow events, with a comparison of projections against currently available debris management capabilities and the capacities of currently available collection sites and disposal facilities. 3. Debris Collection Strategy: the description of the management and coordination of debris clearance and removal appropriate for potential debris effects identified by the debris forecasting process.

9 Strategy will include standardized guidelines for debris clearance and removal that prioritize health and safety threats and critical infrastructure. 4 4. Debris management Sites: the description of the use of Temporary Debris Storage and Reduction (TDSR) sites for disaster debris management , including all necessary site preparation, operation, and closeout procedures upon completion of use. 5. Debris Reduction, Recycling and Disposal Strategy: the description of the management and coordination of debris reduction through incineration, chipping and grinding, recycling and final disposal, including methods for materials with special handling and disposal requirements ( household hazardous waste, white goods, electronics, etc.)

10 And assessments of appropriate and practical options based on projected material types and volumes with available sites and disposal facilities. 6. Debris Data management and Reporting: the identification and description of critical data sets for debris planning, tracking response progress and FEMA Public Assistance Program reporting and other fiscal tracking requirements. Existing processes will be evaluated for incorporation of best available practices. Evaluate existing processes and identify areas of improvement needed to facilitate the tracking and reporting of the identified and described critical data sets. Develop and make available a template of data collection and reporting tools to be used by participants of the DDMP.