1-01 - Specifications.pdf

REQUEST FOR PROPOSALS

FOR

DISASTER DEBRIS CLEARANCE AND REMOVAL

MANAGEMENT

RFP #26-04-P

March 28, 2026

SPECIFICATIONS

FOR

RFP: 26-04-P DISASTER DEBRIS CLEARANCE AND REMOVAL MANAGEMENT

INTRODUCTION

The City of Lewisville (the City) is seeking proposal responses from qualified firm(s) (the Contractor) for services related to debris removal and clearance services in the aftermath of severe weather and similar disasters. It is the City’s intent to award up to three (3) contracts to establish a primary, secondary, and tertiary contractor. The initial term of the contract shall be a period of twelve (12) months. The term of the contract may be extended, if agreed upon in writing by all parties, for up to five (5) additional twelve (12) month periods.

When services are required, the primary contractor will be contacted first to perform all work associated with this contract. If the primary contractor is unable to provide verbal confirmation by phone within two (2) hours, or mobilize within 12 hours, the City may contact the secondary contractor. If the secondary contractor is unable to provide verbal confirmation by phone within two (2) hours, or mobilize within 12 hours, the City may contact the tertiary contractor. If the City is unable to secure services from any of the awarded contractors, the City reserves the right to secure such services on the open market.

GENERAL INFORMATION

The Contractor(s) shall provide personnel, equipment, plans, procedures, and other materials and capabilities necessary to remove and dispose of debris after a disaster or severe weather event (the Services) on an as needed basis. The Contractor(s) shall provide the Services after any potential or actual disaster situations including, but not limited to tornadoes, hurricanes, severe weather events, or any other natural or manmade disaster or emergency. Proposers must have experience in disaster debris collection, removal, and disposal (including hazardous tree and limb removal). Proposals shall document the Contractor’s familiarity with and history of compliance with the current Federal Emergency Management Agency (FEMA), federal, state, and local guidelines and regulations as they relate to disaster-generated debris. The full scope of the work is described more fully in the Scope of Work.. The City reserves the right to request changes in the scope of work to be performed. Such changes, including increase or decrease in compensation, must be mutually agreed upon and incorporated by written amendment to the agreement.

The City expects that the costs to provide the Services under the Contract may be reimbursed with FEMA funding. As such, it is imperative that all work be completed in compliance with FEMA’s rules and guidance, as well as Federal laws, regulations, executive orders, and the federal cost principles at 2 C.F.R. Part 200. The Contractor is responsible for understanding and following the FEMA Public Assistance (PA) Program and Policy Guide (PAPPG) and all associated FEMA guidance concerning disaster debris removal operations.

This Contract shall not be considered exclusive. The City retains the right to obtain similar services from additional Contractors.

If the Contractor is awarded this contract 26-04-P Disaster Debris Clearance and Removal Management, they will be ineligible for award of contract 26-07-P Disaster Debris Monitoring Services.

RFP SCHEDULE

The RFP schedule will be as it appears in Bonfire. All changes to the schedule will be communicated via Public Notice through the Bonfire platform.

CONTACT WITH THE CITY

Respondents shall not direct any queries or statements concerning their proposal to the City during the selection process, from the time of submission of a proposal until the execution of a contract. Any Respondent who initiates any discussions with staff contrary to this provision is subject to disqualification from this procurement. No oral interpretation of this RFP shall be considered binding.

All questions or concerns regarding this RFP must be submitted through Bonfire in the questions and answers section no later than the date included on Bonfire. Any responses by the City to Respondents’ questions or concerns will be addressed, if at all, by Addenda.

STANDARDS OF CONDUCT & CONFLICTS OF INTEREST

This RFP is subject to the City’s policy governing conflicts of interest in procurement and Contract administration that may limit or prohibit certain activities of City personnel and Contractors. Contractors must review and follow the instructions at the City’s Disclosure of Interest.

DISCLOSURES AND DISCLAIMER

The information contained herein is believed to be accurate and up to date but is not intended to be an expressed or implied warranty.

The preparation of response to this RFP will be at the total expense of the proposer. There is no expressed or implied obligation for the City to reimburse respondent for any expense incurred in responding to this RFP.

The City reserves the right to reject any and all responses, to consider alternatives, to waive any formalities and irregularities, and to re-solicit this RFP. In addition, during the evaluation period, the City may, where it may serve the City’s best interest, request additional information or clarifications from respondents, or allow corrections of errors or omissions.

All parties submitting proposals are expected to comply with federal, state, and local laws and regulations relative to the preparation of proposals and the services to be provided. Specifically, the services to be provided are expected to be in compliance with the Americans with Disabilities Act (ADA), as well as with federal and state confidentiality laws.

The City reserves the right to retain all proposals submitted. Submission of a proposal indicates the firm’s acceptance of the conditions contained in this RFP, unless clearly and specifically noted in the proposal submitted and confirmed in the Contract between the City of Lewisville and the vendor selected.

CONTRACT TERMINATION

The City shall have the right to terminate the contract for convenience at any time, without penalty, upon thirty (30) days’ written notice to contractor.

Additionally, should the Contractor, in the opinion of the City, fail to faithfully comply with the intent of the Contract as executed or render an unsatisfactory performance of the work pertinent to the Contract, this Contract may be promptly terminated, in whole or in part, by the City with prior written notice. In such event, nothing contained herein shall be construed or interpreted as to prevent the City from immediately entering into another contract with another contractor for an unabated continuance of this service. Monies owed to the Contractor for services rendered to the date of termination shall not constitute a prolonging of the contract.

COMPENSATION

The City expects that the resulting Contract will primarily be compensated on a unit-price basis, but the Contract may also include hourly labor and equipment fees if the City determines no other fee structure is appropriate. Work performed and compensated on an hourly rate basis will include a not-to-exceed amount which the Contractor exceeds at its own risk. The not-to-exceed amount may be included in the Contract, Task Orders issued authorizing a specific scope of work, or both. The pricing shall be submitted as UNIT PRICE per item or TIME & MATERIALS, and shall include all requirements to perform the work to the contract specifications.

Cost-plus-percentage-of-cost (“CPPC”) Contracts and terms are PROHIBITED. The City will reject any fees billed on a CPPC basis and consider any proposals with CPPC fees as non-responsive. CPPC fees should not be included in Respondents’ price proposals.

The Contract awarded as a result of this RFP will include a rate fee structure as laid out in the Cost Proposal

RECORDS RETENTION REQUIREMENTS

The Contractor shall maintain adequate records to justify all charges, expenses, and costs incurred in performing the Services for at least ten years after completion of the Contract resulting from this RFP. The City reserves the right to request additional justification prior to payment of any invoice. The City agrees to make prompt payments for all approved invoices within 30 days of receipt of invoice or a corrected invoice, whichever is later, and agrees to pay interest at the rate approved by law for approved invoices not paid within 30 days from the date of approval.

The City shall have access to all records, documents, and information collected and/or maintained during performance of the Services. This information shall be made accessible to the

City at the Contractor’s local place of business for purposes of inspection, reproduction, and audit, without restriction. If records are unavailable locally, it shall be the Contractor’s responsibility to ensure that all required records are provided to the City, at the Contractor’s expense.

The Contractor will be required to allow FEMA, or any other associated State or Federal agency, to audit and/or review all documents related to the work awarded under this RFP.

ASSIGNMENT

The successful Contractor shall not sell, assign, transfer, or convey any Contract resulting from this bid, in whole or in part, without the prior written consent from the of City.

SUBCONTRACTING

Pursuant to 2 C.F.R. § 200.321, if the Contractor intends to subcontract any portion of the work under the awarded Contract in excess of $10,000, it is encouraged to take the steps listed below, to the extent doing so is consistent with Federal law, including Executive Orders:

(1) Placing qualified small and minority businesses, women’s business enterprises, and veteran-owned businesses on solicitation lists;

(2) Assuring that small and minority businesses, women’s business enterprises, and veteran-owned businesses are solicited whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, women’s business enterprises, and veteran-owned businesses;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, women’s business enterprises, and veteran-owned businesses; and

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

If any part of the work covered by this RFP is to be subcontracted, the Contractor shall identify the subcontracting organization and the contractual arrangements made with the same.

Respondents will furnish the corporate or company name and the names of the officers of any subcontractors engaged by the vendor. All subcontractors must be reviewed and approved by the City’s project lead. The City of Lewisville reserves the right to reject any or all subcontractors and require the substitution of a firm qualified to participate in the work specified herein.

Additionally, regardless of the amount of the subcontract, Contractor must not subcontract with any party that is debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs and activities. It is the Contractor’s responsibility to review and confirm that all subcontractors are eligible. SAM exclusions can be accessed at www.sam.gov.

http://www.sam.gov/

All subcontractors are subject to the same requirements of this solicitation as the awarded Contractor.

PROPOSAL DELIVERABLES

Proposals must be properly signed by the owner/principal having the authority to bind the Respondent in a resulting Contract. Signatures are required where indicated; failure to do so may be cause for rejection of proposal. Electronic signatures are permitted.

A page is generally defined as single-sided 8.5x11 format unless otherwise stated. Page count does not include cover letter; index and/or table of contents, front and back covers, title page, or separation tabs.

Candidates must use 10-point font or larger. Use of figures, photographs, or other graphics within the page constraints indicated is up to the discretion of the candidate.

A. Table of Contents B. Title Page/Letter (not to exceed two (2) pages)

a. This letter will summarize in a brief and concise manner the following:

i. General summary of Respondent’s business operation; how long in business; general approach to tasks and projects; and, why the Respondent should be selected.

ii. Respondent’s understanding of the scope of services, evidenced by previous experience, references, and other relevant information. Please also provide a listing of any litigation, judgments, claims, arbitration proceedings, suits, bankruptcy, or reorganizations that may have occurred during the past five years.

iii. The letter must name all persons or entities interested in the proposal as principals. Identify all of the persons authorized to make representations for the Respondent, including the titles, addresses, and telephone numbers of such persons.

C. Similar Projects, References and Other Contractual Obligations (not to exceed six

(6) pages)

a. Provide a minimum of three similar projects and include whether the project was completed on time and within budget.

b. Respondents shall provide a minimum of three references demonstrating their experience and/or skill with similar debris removal projects. Include whether the project was completed on time and within budget. Respondents are responsible for verifying correct phone numbers and contact information provided. Failure to provide accurate information may result in the reference not being obtained or considered.

c. Include a list of other contractual obligations at the time of your submission to the City of Lewisville. This list should be limited to the sixteen-county North Central Texas Council of Governments (NCTCOG). These counties include: Collin, Dallas, Denton, Ellis, Erath, Hood, Hunt, Johnson, Kaufman, Navarro, Palo Pinto, Parker, Rockwall, Somervell, Tarrant, and Wise. Include the name and location of the entity and contract duration (unless known not to be the case, assume multi-year extensions provided for by the respective award will be provided).

D. Technical Approach (Service Plan/Procedures)

a. Provide an overall plan to conduct debris removal operations. Respondents should detail its ability to begin the provision of services, to the degree agreed upon in the mobilization clause within eighteen (18) hours of issuance of a Task Order. This description should fully and completely demonstrate the Respondents’ intended methods in performing the Contract and specifically identify any obligations of the City (e.g., services and operational requirements) upon which the approach is contingent. In addition, the Respondent shall describe its ability to handle its various contractual obligations. The service plan must also outline the following:

i. Ability to manage activation of multiple contracts

ii. Mobilization and demobilization plan

iii. Fleet and manpower information. Delineate prime and subcontractor resources separately

iv. Documenting and resolving damages

v. Invoicing and data management

E. Cost Effectiveness

a. Respondents are to provide a price proposal as listed in Bonfire.

i. Pricing shall be submitted as unit prices and be inclusive of all transportation, labor, insurance, tools, materials and supplies, and incidental charges to perform the work.

ii. All equipment must be in good mechanical condition and supplied with all required attachments. Each equipment rate shall include all costs associated with ownership and operation, including depreciation, overhead, maintenance, field repairs, fuel, lubricants, tires, OSHA-required equipment, and any other incidental operating costs. Standby equipment will not be compensated; equipment must be actively performing work to be eligible for invoicing. Operator labor costs are not included in equipment rates and must be invoiced separately.

iii. Any additional costs for materials, supplies, or other out-of-pocket expenses may not be charged without prior written approval from the City.

If approved, such items may only be billed at actual cost and shall not include any overhead or profit markup.

iv. Unit Prices, unless otherwise indicated, shall include all labor (operators, laborers, supervisors) and materials including but not limited to set-up and operation of the DMS and other supplies, equipment maintenance, repairs, repairs, repair parts, fuels, lubricants, cellular phones, transportation, and housing, if required, necessary to accomplish the project. The quantities and distributions are estimated for the purpose of evaluating proposals and making an award. Locations of sites, debris quantities, destinations, material densities, etc. may differ. Assumptions: 60,000 cubic yards of vegetative debris.

v. Contractor shall place compacted fill dirt in ruts created by equipment, holes created by removal of stumps, and other areas that pose a hazard to public access or property owner access if the City so directs. The cost to fill ruts and holes may not be separately charged and should be included in the proposed pricing.

vi. DO NOT INCLUDE PRICING WITHIN YOUR OTHER RFP

PAPERWORK.

F. FEMA Reimbursement Strategy

a. Respondents are also instructed to include a brief narrative of its approach to ensuring its costs are adequately supported for reimbursement through FEMA’s Public Assistance Program. Please include examples where appropriate. DO NOT INCLUDE PRICING in this section, use only examples.

G. Qualifications and Availability of Proposed Staff

a. Provide qualifications of key personnel that will handle duties related to the

Services. Also provide a narrative description with an organizational chart outlining the methods of operation, operational structure, and services to be provided.

b. This section shall also describe the Respondents’ overall resources, including personnel, equipment (if applicable), and any other relevant resources.

Respondents shall also identify the proportion of personnel that are employees versus independent Contractors or subcontractors and, likewise, the proportion of equipment that is owned versus leased, rented, or subcontracted.

H. Past Performance

a. Respondents must list and provide required information from all FEMA-reimbursed (partially or fully) debris removal projects in excess of 200,000 cubic yards within the past ten (10) years. Failure to list and provide the required information from any project the respondent(s) has managed in excess of 200,000 cubic yards within the past ten years may result in proposal rejection for non-responsiveness. Required information from each project listed includes total cubic yards collected, total dollar amount of each project and corresponding amount reimbursed to the applicant. The respondent(s) must also provide a contact person, telephone number, and e-mail address for each project.

I. Purchasing Documents

a. Provide all documents listed as “Required” in Bonfire. Any proposals missing required documents may be deemed non-responsive.

INTERVIEW INFORMATION

The top-ranking Proposer(s) may be invited to participate in an interview for a Contractor presentation and Q&A session. Interviews of selected qualified firms will be held in Lewisville.

Non-local firms will have the option to interview virtually. The Proposer(s) will be contacted to arrange the specific time and place and will be notified of any additional information that may be required to be submitted. The City reserves the right to determine the number of interviewed proposer(s).

EVALUATION CRITERIA

The City, in its sole discretion, will evaluate and select the most advantageous proposal for contract negotiation and award. The City reserves the right to award a contract to other than the lowest-priced proposer. The selected Respondent will be notified in writing.

The following criteria will be used to evaluate the qualifications of Contractors:

EVALUATION CRITERIA

Maximum

Points

Cost Effectiveness (E.)

Technical Approach (D.) and FEMA Reimbursement Strategy (F.) 30

Qualifications and Availability (G.) 30 Past Performance (C. and H.) 25 Total 100

PROPOSAL SUBMISSIONS

The RFP will be available to interested parties at https://cityoflewisville.bonfirehub.com/portal or may be picked up in person at the Purchasing office.

Proposals may be uploaded directly to Bonfire or by sealed RFPs, one (1) original proposal, one (1) cost proposal, and one (1) PDF copy of each document on a flash drive may be delivered to the City of Lewisville Purchasing Division office at the address below, in a sealed envelope or box, clearly marked with the Project Title, Name & Address of the Proposer, and the RFP#26-04-P.

Delivery address:

City of Lewisville Finance Administration – Purchasing Division

Attn: Kristi Byrd, Procurement Supervisor 151 W. Church Street, Lewisville, TX 75057

No telephone, email, or fax proposals will be accepted. Proposals may be accepted if delivered in person or by U.S. Postal Service, Federal Express, UPS, etc. or uploaded to Bonfire. The City is not responsible for missing, lost, or late delivery. Any RFP responses received after the time set for opening will be returned to the proposer unopened.

Each proposer shall guarantee and honor its response to this RFP for a period of ninety (90) days, or until the City enters a contract with one of the proposers, whichever occurs first.

All forms requiring either a signature or requested information are to be returned with the proposal.

PRE-PROPOSAL

A pre-proposal conference will be held at the date and time specified in Bonfire. While attendance of the pre-proposal conference is not mandatory, it is recommended due to the nature of the project.